Medical Surveillance_Questions and Answers FA670325Q0006_Final.pdf

Medical Surveillance FA670325Q0006 Questions – Site Visit, 14 May 2025

Answers Posted SAM.gov 30 May 2025

1. What software programs does the Dobbins Air Force Base currently use for the physicals and exams and scheduling of appointments outlined in this solicitation? (Document the examination on 3.5.6.

Civilian Defender Medical Examination requirements OF 178,p.12) A: Outlook and Phone calls are utilized to request appointment times. Contractors can utilize their own scheduling software to transcribe requests. The Unit POCs will schedule directly with contractor with ASTS oversight.

2. Will the contractor be provided access to the software programs that are already in use for the physicals and examinations as well as scheduling of appointments outlined in the solicitation? (On

3.5.6. Civilian Defender Medical Examination requirements OF 178,p.12) A: No, The Unit POCs will schedule directly with contractor with ASTS oversight.

3. How many medical offices or provider offices would be available to the contractor for use to complete this contract at the Dobbins Air Force Base clinic that we toured on May 14th? (3.5.6.

Civilian Defender Medical Examination requirements OF 178,p.12) A: As needed based on patient load scheduled.

4. Will the clinic and resources in the clinic be available to the contractor during the clinics closure for administration time? (Discussed at the tour) A: If requested and must not interfere with host operations. Typically, we would request you conduct your clinic and admin time on the same day.

5. What days and times are designated for clinic closure? Example lunch and administrative days.

(Discussed at the tour) A: Host hours are not dependent on this service. Meaning, with advanced scheduling, the onsite day can be scheduled on any day of the week (regardless of host patient schedule) except federal holidays or other approved family days.

6. Will respirators be provided to test individuals by the clinic? (3.5.5.14.p.12) A: No, PWS only refers to providing and reviewing the respirator questionnaire. The respirator fit test is not a required examination to be completed by the contractor. The base completes that requirement.

7. Will respirators be provided for initial testing by the clinic? (3.5.5.14.p.12)

8. Will respirators be provided by the clinic for contractor’s initial testing only? (3.5.5.14.p.12)

9. Will respirators be provided by the clinic to supply individuals with the appropriate respirator after the exam? (3.5.5.14.p.12) A: No, PWS only refers to providing and reviewing the respirator questionnaire. The respirator fit

10. Who will provide bloodborne exposure care after clinic hours to those in need? (1.4. Definitions.

Special examinations Special Purpose Examinations p.3) A: No treatment examinations are required or expected to be completed by the contractor. If employee has an exposure injury to blood, chemicals, or etc the employee would be sent to the local emergency services then followed up with by their Primary Care Provider (PCP). This contract service would be responsible for reviewing the employee’s treatment notes from ER and PCP then making a Fitness for Duty examination. This clearance exam can be scheduled during normal business hours.

11. Is there an expectation that the contractor will be responsible and available to manage a bloodborne exposure 24 hours a day seven days a week? (1.4. Definitions. Special examinations Special Purpose Examinations p.3) A: No, see answer for 10. Any injuries are covered by the local emergency services and primary cares. This contract is for surveillance care only, no treatment will be required by the contractor.

12. What are the after hour bloodborne exposure plans? (1.4. Definitions. Special examinations Special Purpose Examinations p.3) A: See answer for 10.

13. How many 12 lead EKG machines are available in the clinic for the contractor to use? (APPENDIX A, Imaging, p23.)

A: None, there is no Government Furnished Equipment (GFE) for this requirement. The contractor is responsible for providing all equipment, materials and personnel for this contract, the government will only be providing the facility space at the ASTS Clinic if needed.

14. In the event there is an abnormal EKG what is the expectation for the next level care for the provider to implement such as sending or referring the individual to the on base hospital? (3.2. Medical Surveillance Examinations, 3.2.6. ,p.6-7) A: The employee must follow-up with their Primary Care Provider (PCP) for verification and treatment going forward. Employees may see a specialist if they prefer. A time frame will be established by the department physician to be seen and or scheduled to see PCP or specialist.

15. Will there be computer available for access and use for the contractors to utilize in the clinic? If so, how many? (3.5.6. Civilian Defender Medical Examination requirements OF 178,p.12) A: No, all computers at the host location require special access (military only).

16. Is the contractor allowed to use the hospital to schedule chest X-rays? What would be the procedure?

A: There is no hospital on base at Dobbins, ARB. If referring to the ASTS Clinic we do not have those capabilities.

17. What is the distance from the clinic that the contractor will be allowed to utilize to the hospital on base?

A: There is no hospital on base at Dobbins, ARB.

18. What exams or services of the contract are allowed to be performed via virtual telemedicine?

(3.5.6.1. Medical Examination p.12) A: None, all of these career fields require a face to face examination.

19. Who will be in control of scheduling appointments for the exams physicals testing and etc. for this contract? (4.4. Monthly Lists/Reports. P.20.)

A: The Unit POCs will schedule directly with contractor with ASTS oversight.

20. Is this the first time that this solicitation has been released or awarded?

A: No, this is a follow on requirement for Dobbins, ARB.

21. Please provide the address location of the health clinic where the contractors are allowed to Perform these services outlined in the solicitation services. (Tour) A: 1175 Fourth St, Bldg 550 Dobbins ARB, GA 30069

22. What if any parts of the exams are services in the solicitation can be performed virtually? (Entire section of 3.4. Periodic Examinations. P.7-18) A: None, all of these career fields require a face to face examination.

23. Are mobile clinics (like mobile blood clinic) allowed to perform services at the Dobbins Air Force Base if so where can the mobile clinics be parked? What are the requirements to have such a mobile clinic to be approved on Dobbins Air Force Base? (Discussed at tour.)

A: Yes, mobile clinics may be used on Dobbins, ARB; either at Bldg. 550 ASTS Clinic parking lot or near the Fire Department Facility. Location will be TBD after contract award. If using a mobile clinic, request complete requirements are identified in your quote/proposal.

24. Please list out all the areas in the clinic health that the contractor will have access to for use. (Tour) A: Lab, back clinic hallway, Classroom A if requested.

25. Is there a refrigerator in the laboratory designated for lab specimens? (APPENDIX A Laboratory Testing p.23) A: No, there is no Government Furnished Equipment (GFE) for this requirement. If the contractor would like to provide their own refrigerator please specify in your quote/proposal (the model specifications and dimensions are needed) and we can discuss a location in the ASTS Clinic for hookup.All samples must be taken with the contractor by the end of the duty day.

26. Does the lab run their own testing or are the labs sent out to an external facility? If so what is that facility and where is that facility? (APPENDIX A ,Laboratory Testing p.23.)

A: The contractor is responsible for the collection of labs and coordination of testing. The ASTS lab operations will not be utilized by the contractor.

27. Who is responsible for maintenance of the laboratory or facility equipment should something malfunction? (Tour.)

A: Government shall maintain the facility; however, contractor will be responsible for any damages and are required to maintain their own equipment and material. There is no Government Furnished Equipment (GFE) for this requirement.

28. Are we responsible for clearing the individual for the Physical Fitness Test this based on the results of their physical or is this an additional service that we need to complete for the individual?

(Referencing section 3.4.2.4.3) A: Yes, while utilizing the physical and medical documents submitted by the employee during a fitness for duty examination.

29. Would you be willing to accept the Tdap vaccine over the TD vaccine?

A: Yes, However an alternative should be available in case of allergies.

30. What heavy metals are you needing testing for? (Referencing section 3.5.5.11) A: Hex-chromium.

31. Are we only clearing for respirator based on questionnaire and not performing the respirator fit test? If we are performing the respirator fit test, what kind of mask is going to be used?

(Referencing section 3.5.5.14.)

A: Correct, the respirator fit test will be conducted by a different department on the base.

32. Are labs results required to clear candidate? It is stated results are to be received within 3 days after completion of exam; however, certain labs may take 3-5 business days for us to receive the results.

A: Yes, lab results directly impact clearance for duty. Lab results are required within 3 days for this requirement, however if the results require more time inform ASTS.

33. It states all results must be called in or emailed to 94asts.medical@us.af.mil. We have our own online portal for results reporting, would this suffice?

A: No, the government will not utilize the contractors portal for results. Direct notification to ASTS staff is pivotal in ensuring timely notification of clearance for duty. ASTS will also need to be notified when exams are complete in order to update the employees compliance metrics. Fire Dept. POC will need a clearance letter for all personnel once their physical is completed.

34. Are we able to provide only the services required for your candidates/employees or are we required to do the Monthly Lists/Reports as well? (Referencing section 4.4) A: Yes, the monthly reports is the checks and balances to ensure that all invoices get paid and employees have updated compliance metrics.

35. If we implement a hybrid model of on-base and off-base services, what credential level (e.g., board certification) would be required for on-base vs. off-base providers?

A: Same certification for On-base and Off-base.

36. Could you provide the expected patient volume or average number of exams anticipated during the base year and/or each option year?

A: Please refer to appendix A, on page 20.

37. What is the preferred invoicing frequency? (e.g., after each exam, in batches, biweekly, or monthly) A: Monthly.

38. Which invoicing system will be used — is it WAWF (Wide Area Workflow) / PIEE?

A: Yes, WAWF will be required for all invoice submissions for payment.

39. Will the sign-in roster from the site visit be shared with participants?

A: Yes, this will be posted on SAM.gov

40. Is there a medical-grade refrigerator on-site for storing vaccines or temperature sensitive supplies?

A: No, there is no Government Furnished Equipment (GFE) for this requirement. If the contractor would like to provide their own refrigerator please specify in your quote/proposal (the model specifications and dimensions are needed) and we can discuss a location in the ASTS Clinic for hookup.

41. Do you have historical vaccine usage data to help us forecast supply levels? How much of each vaccine should be readily available?

A: Annually, 15 of each.

42. Are all services scheduled in advance? If so, who is responsible for scheduling patients — the government or the contractor?

A: Yes, all services are scheduled in advance – no less than one week’s notice. The Unit POCs will schedule directly with contractor with ASTS oversight.

43. Are walk-in appointments expected or permitted under this contract? Would a board-certified Family Medicine physician meet the provider requirements if they have extensive experience with occupational medicine?

A: No walk-ins. See paragraph 2.1 in regards to provider requirements.

44. Is the necessary Pulmonary Function Testing (PFT) equipment available on-site, or would the contractor need to provide it?

A: No, Government Furnished Equipment (GFE) is not available on this requirement. The contractor is responsible for providing all equipment, materials and personnel for this contract, the government will only be providing the facility space at the ASTS Clinic if needed.

45. Do you expect the subcontractor clinic(s) to be staffed on a full-time basis, or only as needed based on exam scheduling?

A: We expect reasonable and available appointment scheduling for the Unit POCs.

46. Are the quantities listed on the pricing sheet intended to represent annual volumes (per period of performance), or are they cumulative over the full contract?

A: Annual volumes.

47. Incumbent Information Could you please confirm the name of the incumbent contractor currently performing this work?

A: SiteMed North America LLC

48. Historical Contract Value What was the total value (base + options) of the previous contract, if available?

A: FA670318P0044 has one base period and four 1-year option periods plus a 6-month extension.

The total contract value was $68,640.00 FA670324P0004 has a base period of 6-months with a 6-month extension with a contract value of $96,172.00.

49. Government Budget Range Is there an established or anticipated budget ceiling for this solicitation?

A: There is no established or anticipated budget ceiling for this requirement.

50. Service Volume Consistency Are the estimated quantities listed in the price schedule consistent with historical averages, or is there significant fluctuation from year to year?

A: No significant fluctuations from year to year.

51. There are multiple blood tests such as CBC, CMP, renal function, glucose that are required to be done on annual Fire Department Performance Requirements for Yearly Physicals but they are not mentioned under workload estimate. When sending a proposal should this be calculated in the cost estimate or are these tests are being performed through your lab? (Page 9) A: These exam items are listed under firefighters and calculated in the cost estimate. They are just not itemized in Appendix A.

52. Will ARB use its own lab for running all the labs tests after contractors nurse/phlebotomist draws blood on site or we are expected to send those to commercial private labs and include the cost in the proposal? (Page 23, Laboratory Testing) A: Commercial private labs.

53. Will all the medical records be saved in physicians office in there electronic medical records (HIPPA compliant) if required for future use or this is not recommended?

A: Records (HIPPA) can be saved in their electronic health record.

54. Is there an incumbent? If so, who is it and what is the contract number?

A: SiteMed North America LLC; Reference FA670318P0044 and FA670324P0004

55. Appendix A of the PWS references vaccines, but there isn’t a line item for vaccines in the pricing sheet. Should contractors provide additional line-item costs for any optional components outlined in the PWS? Or, is the contractor expected to price one of everything under the “laboratory testing” section of Appendix A for the “Laboratory Services” CLIN in Attachment 2 – the pricing spreadsheet?

A: Vaccines are listed in Appendix A.

56. Can the government please provide clarification on which components should be included in the Specialty Examinations Attachment 2? The headings don’t align from Appendix A and Attachment 2 for that CLIN.

A: All Non-annual exams:

Pre-Placement 15 Special Purpose Includes Reasonable Accommodation 5 Terminations 5 Fitness-for-Duty

57. Section 3.2.3 references forms that the contractor will be required to provide results on, can the government please provide copies of these forms, or specific links to the most current forms?

A: Yes.

58. Section 3.4.2 references an Amendment to NFPA 1582, the AFCEC 1582 TIG, can the government please provide a copy or a specific link to this amendment?

A: We can provide all Air Force Specific Guidance that requires special access. All other guidance is expected to be self-obtained on a frequent basis to keep up with any changes.

59. Page 7 of the synopsis, under Administrative/Contract Documentation, number 6, it states, “Offeror’s are required to obtain a score of 110.” Is a lower current score with an attestation of a contractor’s alignment with NIST SP 800-171 along with a POAM with our remediation strategies and timeline for remediation acceptable to meet that requirement?

A: Yes.