MED SERVICES PWS 8.01.2023.docx
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- Solicitation number
- S5121A24HealthSptSrvs
- Issued by
-
Defense Contract Management Agency
About this file
This performance work statement outlines occupational health, medical case review, and support services required by the Defense Contract Management Agency. The contractor shall provide a private provider network for occupational health screenings and exams within the continental US and in overseas locations. Services include medical surveillance, fitness for duty evaluations, and specialized exams. The contractor must also offer industrial hygiene equipment rental, sampling media, and analytical lab testing for environmental monitoring. The period of performance is a one-year base period from March 2024 to March 2025, with four one-year option periods. The contractor shall provide program management, appoint dedicated medical and administrative staff, and schedule appointments within timeframes specified in the performance standards. Additional requirements include forensic toxicology sample collection and records management. Adherence to regulations on privacy, security, and health data is mandatory.
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PERFORMANCE WORK STATEMENT (PWS)
Defense Contract Management Agency (DCMA) Occupational Health, Medical Case Review, and Support Services
| 1. | GENERAL: This is a non-personal services contract to provide occupational health services by a network of qualified private medical providers, medical case review services, and Industrial Hygiene (IH) equipment, sampling media and laboratory analytical services for the Defense Contract Management Agency (DCMA). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. |
| 1.1. | Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and non-personal services necessary to establish a network of qualified Occupational Health services medical providers and medical case review services, ideally to provide access to Industrial Health (IH) environmental sampling equipment, associated sampling media, and accredited laboratory testing / analysis services as defined in this Performance Work Statement (PWS), except for items specified as government furnished property and services. The contractor shall perform to the standards in this contract. |
| 1.2. | Background: DCMA is required to provide occupational health screenings, medical monitoring, medical clearances for employees, and IH support/services. Medical clearances are required for employees to meet job-specific medical, health, and psychological standards. Employee occupational exposures and health hazards are investigated and validated by DCMA Industrial Hygienists. The overall intent is to ensure DCMA can meet mission requirements by ensuring preservation of the workforce health and safety. DCMA requires a network of qualified medical providers to deliver occupational health services within the continental United States (CONUS) as well as outside the United States (OCONUS), to include Puerto Rico, Hawaii and Alaska. |
| 1.2.1. | Contracted providers will perform services at a variety of Private Provider facilities. Providers will perform medical examinations/screenings to ensure employees meet job-specific medical standards. These exams are required to meet requirements for compliance with standards set by the Occupational Safety and Health Administration (OSHA), Department of Defense, or other regulatory bodies in addition to medical standards developed according to 5 CFR 339. The examinations may be performed prior to employment for applicants, for periodic medical surveillance/readiness/fitness of incumbents, before return to work after an injury, Psychological evaluations for security clearances, and post deployment mental health assessment or to determine an incumbent’s ongoing fitness for duty when a change in health status has caused concern about the worker’s or others’ safety. DCMA also requires consultation and medical case reviews for occupational medical matters directly affecting the health and safety of the Agency’s workforce. Reviews ensure both applicants and employees can safely perform arduous work, involves a high degree of sensitivity toward the public or sensitive national security concerns, or puts employees at risk of hazardous exposures while performing essential job duties. Assignments will require an expert level of technical knowledge regarding occupational health and safety issues. Provider will also furnish administrative and clerical support, as well as medical records review, conversion of records, and data entry. |
| 1.2.2. | The DCMA Safety and Occupation Health (SOH) office is responsible for employee safety and health, and must remain readily available to perform occupational health exposure assessments in DCMA workspaces. As an employer, DCMA is required by law to inform employees of workplace hazards and personal exposures. Occupational exposure is often determined through the use of industrial hygiene sampling equipment and media specific for the target substance. Analytical sampling results are important to the DCMA SOH office to determine engineering controls and levels of personal protective equipment. |
Contractor to provide DCMA access to industrial hygiene rental equipment, laboratory support to analyze and provide sampling media for assessing employee workplace exposure. Employee exposure is a result of: manufacturing, chemical processing, repair, preexisting building material, and/or indoor environmental conditions. The assessment results are required to ensure compliance with Occupational Safety and Health Administration (OSHA) and Department of Defense (DoD) standards, and the recommendations of the American National Standards Institute (ANSI) and National Institute for Occupational Health (NIOSH).
1.3. Objectives:
a. Provides, manages and schedules a network of qualified private medical network of physicians assigned to provide occupation health services, when requested. Referred to as Private Provider Network (PPN) within this document.
b. Provide HIPAA secure portal with electronic means to request exams, receive results, and search/pull up past exams and results.
c. Ensures all provider professional licenses, certifications, and registrations are valid and appropriate.
d. Ensures Board Certified physicians for a variety of specialty areas. These specialties include but are not limited to the following: Audiologist; Cardiologist; Ophthalmologist; Psychologist
e. Provides private provider services within driving distance of 25 miles of all major US cities from the requested service location and 50 miles for rural locations. See Part 7, Exhibit 3 for list of current CONUS locations.
f. Provides private provider service/appointments within 20 business days of request.
g. Provide medical screenings, exams, testing and clearance related to medical surveillance/monitoring, deployments, forensic toxicology services and/or specific job requirements (e.g. Fit for Duty, audiometry, spirometry, EKG, vision testing, laser eye mapping, Beryllium Blood Testing, and/or psychological screening)
h. Provides expert advice and consultation to DCMA on Occupational Medicine matters such as: Partial physical exams; Psychological pre-placement exams; Psychological evaluations for Security Clearances; Psychological Assessments and Testing; Psychological Fit-for-Duty; Psychological Pre-Placement; Psychological Security Clearance; Neuropsychological Testing; Pre/Post-Deployment Health Assessment Support; (molecular (swab) and serology (IgG)); mission required health screenings/exams (not outreach services) may include audiometric testing, cardiovascular stress tests, chest x‐rays, colorectal cancer screening, electrocardiograms (EKG)), mammography, pulmonary function testing, cholesterol and vision screenings, laser eye mapping, and respiratory fit testing; vaccine administration for overseas government travel, and independent medical evaluations.
i. Consistent application of requirements, Reviewing Medical Officer (RMO) review PPN screening results/charts of applicant and/or incumbent employees, making medical determinations as to their medical qualifications relative to job standards and DoD requirements.
j. Provide screening results to individual and government, outcomes and associated documentation within 10 business days of the exam, unless case-by-case exigent circumstances coordinated through the COR.
k. Administration of immunizations for OCONUS government official travel (e.g. Hepatitis A, Hepatitis B, Smallpox, etc.)
l. Provide emergent forensic toxicology testing/screening for aircraft accident investigation.
m. Maintains medical records confidentiality and ensures records are properly managed and stored in accordance with 5 U.S.C. 552A, the Privacy Action of 1974 (as amended), and other applicable Government policies. Reviews medical records using agency-specific work orders to ensure completeness (ensures required signatures and documents are legible) before sending. DoD/Agency specific forms may be required or directed in certain instances (e.g. aircraft accident investigation forensic toxicology).
n. Utilizes the medical records database to track missing medical information and contacts appropriate provider to obtain missing documents.
o. Allow government access to portal to pull comprehensive reports.
p. Provides expert witness testimony in support of medical recommendations regarding reasonable accommodations, when requested by the Government.
q. Records, creates transfers, converts files and prepares medical records, and x-rays for processing of shipping.
r. Processes requests for medical records and x-rays.
s. Performs general office work such as mail distribution, photocopying, faxing, records management, file conversion, telecommunications management, facility usage and space issues, supply distribution, preparation analysis, assisting in procuring equipment, materials and services.
t. Provides access to Industrial Hygiene (IH) sampling equipment (shipping to site and return to contractor), sampling media such as, but not limited to: charcoal and silica tubes, cassettes (e.g., dust, fiber, and mold), wipes, swabs, passive badges, helium diffusers, and SUMMA canisters.
u. Provide MoldRange and/or MoldSCORE for all applicable sampling media.
v. Through analytical methods approved by OSHA, NIOSH, and EPA, or as identified by DCMA SOH, provide analytical analysis and results from media submitted/samples collected.
w. Provide results with supportive information to include, at a minimum; accreditation, method, analyst, reporting, and method detection limit, and all other industry-wide reporting criteria.
x. All contracted personnel are proficient in Microsoft Applications, basic computer use, and web-based applications.
y. Submits invoices within 90 days of services being provided.
1.4. Scope: The contractor shall provide private provider occupational health services within the continental United States (CONUS), as well as outside of the United States, to include Puerto Rico, Hawaii and Alaska (OCONUS). The contractor will also maintain Occupational Health support to meet the occupational medical cases review and management needs of the government. The contractor will provide access to IH equipment, sampling media and perform lab analytics of DCMA tested environments. To meet DCMA’s requirements the provider will perform:
a. Employee and prospective employee health screenings and testing
b. Medical case review against given OSHA, DoD, and FAA standards
c. Medical Records Management duties
d. General Administrative duties
e. Medical Data Entry into prescribed systems
f. Industrial Hygiene equipment point-to-point shipping, media, and lab analytics
| 1.5 | Period of Performance: The period of performance for the base year is anticipated to be from March 2024 to March 2025, with four option years for a total PoP of March 2024 to March 2029. A Historical order quantities table is located at Part 7, Exhibit 4. |
| Base Year | |
| MARCH/DD/2024 | |
| - | |
| MARCH/DD/2025 |
| Option Year (1) |
| MARCH/DD/2025 |
| - |
| MARCH/DD/2026 |
| Option Year (2) |
| MARCH/DD/2026 |
| - |
| MARCH/DD/2027 |
| Option Year (3) |
| MARCH/DD/2027 |
| - |
| MARCH/DD/2028 |
| Option Year (4) |
| MARCH/DD/2028 |
| - |
| MARCH/DD/2029 |
| 1.6. | General Information: |
| 1.6.1. | Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Program (QCP) is the means by which he/she assures himself/herself that his/her work complies with contractual requirements. The QCP shall be delivered via electronic mail within 30 days of contract award. Amendments/changes to the QCP shall be delivered to the COR and KO within three business days following any change. |
| 1.6.2. | Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is focused on what the Government must do to ensure the contractor has performed in accordance with the performance standards. It defines how performance standards will be applied, frequency of surveillance, and minimum acceptable deviations from timeliness/proximity occurrences. |
| 1.6.3. | Recognized Holidays: The contractor is not required to perform service on holidays. |
| New Year’s Day |
Labor Day
Martin Luther King Jr.’s Birthday
Columbus Day
President’s Day
Veteran’s Day
Memorial Day
Thanksgiving Day
Juneteenth
Christmas Day
Independence Day
| 1.6.4. | Hours of Operation: The contractor is responsible for conducting appointments, between the DoD core hours of 9:00 AM to 3:00 PM, for the applicable time zone in which services are performed, Monday thru Friday except Federal holidays. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind the stability and continuity of the workforce are essential. |
| 1.6.5. | Place of Performance: The work to be performed under this contract will be performed at a Private Provider office space or via telehealth will be limited to DD Form 2900, Post Deployment Health Re-Assessments. |
| 1.6.6. | Type of Contract: The government anticipates issuing a Single Award Indefinite Delivery Indefinite Quantity (IDIQ) hybrid contract consisting of firm-fixed-priced (FFP), labor hours (LH), and time and material (T&M) contract line item numbers (CLINs). |
| 1.6.6. | Security Requirements: Contractor personnel performing work under this contract must be cleared with a National Crime Information Center (NCIC) check for issuance of a Common Access Card (CAC) and must maintain the level of security required for the life of the contract. The Contractor must be a US citizen, and have received a favorable National Agency Check with Inquiries (NACI) or equivalent Tier level investigation as well as a favorable response to a Federal Bureau of Investigation (FBI) fingerprint check. The contractor shall immediately notify DCMA of any data breaches, and will be required to provide one (1) year of credit protection for each DCMA employee who PII or PHI has been compromised by the breach. |
| 1.6.7. | Physical Security: N/A |
| 1.6.8. | Special Qualifications: Contractor personnel will be required to sign a Non-Disclosure Agreement. |
| 1.6.9. | Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. Meeting may be virtual (e.g. TEAMs), telephonically, or in person. These meetings shall be at no cost to the government unless the government specifically asks the contractor to travel in person. |
| 1.6.10. | Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished items para 3.4, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. |
| 1.6.11. | Key Personnel: The personnel listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the Contracting Officer's written consent; provided the Contracting Officer may ratify in writing the proposed change, and ratification shall constitute the Contracting Officer's consent required by this document. |
Program Manager Minimum Qualifications: Employees must demonstrate five (5) years of experience in project management, including such areas as budget reconciliation, data management, billing, accounting and customer service. Preferred they have successfully completed a master's or equivalent graduate degree OR have successfully completed two full years of progressively higher graduate level education leading to a master's degree in business, health care administration, OR related field/ equivalent education. Proficient in Microsoft applications, specifically Word, Excel and web-based applications.
Program Management Assistant – Operations Supervisor Minimum Qualifications: Two (2) years’ experience working under a Private Provider Network contract. A Bachelor’s degree in Business Management or Business Healthcare is preferred.
Physician - Occupational/Case Review/Private Provider Network Minimum Qualifications: Incumbent must be a licensed physician (MD or DO) board certified in Preventive Medicine/Occupational/Internal/Family Medicine with a minimum of five (5) years’ experience working in a private provider occupational health clinic. At least two (2) years should include experience as medical consultant to upper management on issues of worksite hazards, medical surveillance, worker accommodation, and/or fit-for-duty/employability/ADA issues. The successful candidate will have expert understanding of Federal government/DoD safety and occupational health regulations and requirements. This position serves in a high profile role supporting the medical and consultative needs to DCMA. Incumbents will have a mixture of administrative and consultant responsibilities. All assignments require an expert level of technical knowledge regarding occupational health and safety issues. Key to this position is the ability to work and communicate effectively in high stress situations and work collaboratively with other members of the DCMA Occupational Health team. A Master’s in Public Health is preferred.
Medical Administrative Support Minimum Qualifications: One (1) year of medical administrative experience in a physician’s office, clinic, medical program office, or other health care facility. Must demonstrate through Curriculum Vitae (CV), fast and accurate data entry skills and be familiar with medical, science and technology terminology. Proficient in Microsoft applications, specifically Word, Excel and web-based applications. Incumbent’s duty location is Fort Gregg-Adams, VA co-located with DCMA Medical Team. Medical assistant training or experience preferred.
Medical Records Specialist Minimum qualifications: High school diploma/GED required with two (2) years data entry experience. Must demonstrate through CV, fast and accurate data entry skills and be familiar with medical, science and technology terminology. Proficient in Microsoft applications, specifically Word, Excel and web-based applications. Previous medical records experience is preferred.
| 1.6.12. | Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public they are Government officials. They must also ensure all documents or reports produced by contractors are suitably marked as contractor products or contractor participation is appropriately disclosed. Contractor personnel will be required to obtain, use, and display a Common Access Card in the performance of this service. |
| 1.6.13. | Contractor Travel: In instances where contracted services are not available through the PPN within 50 miles and/or within 30 days of request, the contractor and DCMA will work for a resolution agreeable to all parties. These services shall be at no cost to the government. In according with FAR 31.205-46-Travel Cost, the contractor shall provide travel for the Provider in support of request. |
| 1.6.14. | Other Direct Costs: This category includes reproduction and shipping expenses associated with medical records/screening results as well as shipping of IH equipment to/from and sampling media will be included under the terms of this contract. |
| 1.6.15. | Data Rights: At the end of the Performance Period, the government will have access for 90 days to verify all associated medical/health records shall be transferred. |
| 1.6.16. | Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI. |
| 1.6.17. | Phase In/Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the sixty (60) days, phase in/phase out periods. During these phases, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date. Contractor may/encouraged to request CVs of prior provider’s Reviewing Medical Officers and onsite Medical Administration Support. |
PART 2
DEFINITIONS & ACRONYMS
| 2. | DEFINITIONS AND ACRONYMS: |
| 2.1. | DEFINITIONS: |
| 2.1.1. | CONTRACTOR. A supplier, provider, or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the Prime. |
| 2.1.2. | CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. |
| 2.1.3. | CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. |
| 2.1.4. | DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. |
| 2.1.5. | DELIVERABLE. Anything physically delivered, but may include non-manufactured things such as meeting minutes or reports. |
| 2.1.6. | KEY PERSONNEL. Contractor personnel evaluated in a source selection process and may be required to be used in the performance of a contract by Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons listed in the proposal. |
| 2.1.7. | PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. |
| 2.1.8. | QUALITY ASSURANCE. The government procedures to verify services being performed by the Contractor are performed according to acceptable standards. |
| 2.1.9. | QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. |
| 2.1.10. | QUALITY CONTROL. All necessary measures taken by the Contractor to assure the quality of an end product or service shall meet contract requirements. |
| 2.1.11. | SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. |
| 2.1.12. | WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract. |
2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.
2.2. ACRONYMS:
| ACGIH |
| American Conference of Governmental Industrial Hygienist |
| ACOR |
| Alternate Contracting Officer's Representative |
| AFMES |
| Armed Forces Medical Examiner System |
| ANSI |
| American National Standards Institute |
| BCTF |
| Boards, Commissions, and Task Forces |
| CAOHC |
| Council for Accreditation in Occupational Hearing Conservationists |
| CFR |
| Code of Federal Regulations |
| CONUS |
| Continental United States (excludes Alaska, Puerto Rico and Hawaii) |
| COR |
| Contracting Officer Representative |
| COTR |
| Contracting Officer's Technical Representative |
| COTS |
| Commercial-Off-the-Shelf |
| DD Form 254 |
| Department of Defense Contract Security Requirement List |
| DFARS |
| Defense Federal Acquisition Regulation Supplement |
| DCMA |
| Defense Contract Management Agency |
| DOD |
| Department of Defense |
| EPA |
| Environmental Protection Agency |
| FAA |
| Federal Aviation Administration |
| FAR |
| Federal Acquisition Regulation |
| HIPAA |
| Health Insurance Portability and Accountability Act of 1996 |
| IH |
| Industrial Hygienist |
| KO |
| Contracting Officer |
| OCI |
| Organizational Conflict of Interest |
| NIOSH |
| National Institute for Occupational Health (NIOSH). |
| OCONUS |
| Outside Continental United States (includes Alaska, Puerto Rico and Hawaii) |
| ODC |
| Other Direct Costs |
| OSHA |
| Occupational Safety and Health Administration |
| PIPO |
| Phase In/Phase Out |
| POC |
| Point of Contact |
| PPN |
| Private Provider Network |
| PRS |
| Performance Requirements Summary |
| PWS |
| Performance Work Statement |
| QA |
| Quality Assurance |
| QAP |
| Quality Assurance Program |
| QASP |
| Quality Assurance Surveillance Plan |
| QC |
| Quality Control |
| QCP |
| Quality Control Program |
| SME |
| Subject Matter Expert |
| SOH |
| Safety and Occupational Health |
| TE |
| Technical Exhibit |
PART 3
GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, SERVICES AND MATERIALS
| 3. | GOVERNMENT FURNISHED ITEMS, SERVICES AND MATERIALS: |
| 3.1. | Services: DCMA Industrial Hygienist will perform field surveys with contractor provided equipment/sampling media. |
| 3.2. | Facilities: Not applicable |
| 3.3. | Equipment: Not applicable |
| 3.4. | Materials: Aircraft Accident Investigation Forensic Toxicology Screening Kits |
PART 4
CONTRACTOR FURNISHED ITEMS AND SERVICES
| 4. | CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: |
| 4.1. | General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract not listed under Section 3 of this PWS. |
| 4.2. | Facility Clearance: No facility clearance required. Contractor personnel performing work under this contract must be cleared with a National Crime Information Center (NCIC) check for issuance of a Common Access Card (CAC) and must maintain the level of security required for the life of the contract. The Contractor must also have received a favorable National Agency Check with Inquiries (NACI) as well as a favorable response to a Federal Bureau of Investigation (FBI) fingerprint check if entering DCMA workplaces. |
| 4.3. | Materials: Any and all materials (except Aircraft Accident Investigation Forensic Toxicology Test Kits) required to deliver Occupational Health Service and Medical case review will be provided by the Private Provider Network. |
| 4.3.1. | All medical and other records /data added by the contractor shall remain the property of the Federal government. Neither the original records, nor copies, may be removed by the contractor; nor may they be used for any purpose not intended by this contract. Contractor must assure all staff understand the Privacy Act, rules of confidentiality, and related requirements and provide assurance privacy and confidentiality of medical and fitness records are maintained according to DoD policy and the Privacy Act. |
| 4.4. | Equipment: Any equipment required to deliver Occupational Health Service and Medical case review shall be provided by the Private Provider Network to include any IH rental equipment required for performance. Equipment will be calibrated and ready for use by DCMA IH. |
PART 5
SPECIFIC TASKS
| 5. | Specific Tasks: The contractor shall provide services for Occupational Health Services and Medical case reviews to support DCMA. |
| 5.1. | Task 1 - Program Management Support Services: The Contractor shall provide oversight of the performance of its vendor employees, quality of deliverables, and support the government with current and emergent requirements for Occupational Health Services and Medical case reviews. These activities may include any, or any combination of, the following Sub-Tasks: |
| 5.1.1. | Dedicated Personnel |
5.1.1.1. A dedicated Program Manager (PM) to work with DCMA to support all aspect of this PWS including: demographics of the workforce, employee work schedules, and geographic distribution of employees, employee insurance coverages, specific job performance issues, current disciplinary policies and procedures, and types of personal problems already known to be of concern to employees.
5.1.1.2. Dedicated Reviewing Medical Officer(s) (RMO) to provide consistent application of requirements.
| 5.1.1.3. | A dedicated Medical Admin to work onsite with DCMA Medical Team at Fort Gregg-Adams, VA. |
| 5.1.3. | The Contractor shall review the overall functioning of the program on a monthly basis and coordinate needed adjustments with the COR. The contractor shall review all monthly invoices for accuracy and submit by COB of the first working day following day of receipt, through the Wide Area Workflow (WAWF) e-business suite in accordance with invoicing instructions per DFARS 252.232-7006 Invoices shall also indicate service type by CLIN and any associated sub-CLIN. |
| 5.1.4. | Usage Reports: The Contractor shall provide a continuous quality improvement program that measures/or allow government access to the following: |
a. Number of Employees served
b. Number of Orders received
c. Number of appointments made within 22 business days
d. Number of appointments not made within 22 business days
e. Number of DCMA NO SHOWs
f. Number of Orders completed
g. Method of Referral (surveillance, readiness, Fit for Duty, Psychological)
h. Outcome of Incidence of Presenting Problems – patients, timeliness and or proximity
i. Case resolution
j. Satisfaction Surveys result (confidentiality not compromised) Quarterly reports will be emailed to the DCMA COR by the 10th of the following month after quarter ends (10 Jan, Apr, Jul, Oct). If the 10th falls on the weekend the report is due the following business day.
| 5.1.5. | The contractor shall administer and manage the PPN. This requirement includes the location and procurement of services from a network of private providers in designated locations who meet occupational health services requirements. |
| 5.1.6. | The contractor shall receive work orders electronically, review them, and schedule services as identified in work orders at clinics able to provide the requested occupational health services within 20 days of receipt. |
| 5.1.7. | The contractor shall monitor and manage the private clinic performance. If the clinic is not able to fulfill/complete the requirements of the work order request as scheduled, at the time scheduled, adequately/accurately, the contractor may be requested by the Government to complete a corrective action plan and present it to the COR. |
| 5.1.8. | The contractor shall maintain and ship/electronically transfer medical records to specified locations as identified in the work order or recipient plan. |
| 5.2. | Task 2 – Occupational Health Services: The contractor shall provide private provider (PPN) Occupational Health Services and medical case reviews within the continental United States (CONUS), as well as outside of the United States, to include the Puerto Rico, Hawaii and Alaska (OCONUS). The requirements extend to all of the Agency's law enforcement (covered) positions and includes both incumbents and applicants in pursuit of a covered position. |
| 5.2.1. | The contractor shall receive and process completed clinical documentation from the private providers and shall review all materials for completeness, adequacy of testing, and accuracy according to components and instructions of the work order and/or as specified in Government policies. |
| 5.2.2. | The contractor shall store all active medical records for the PPN, including those records created by incumbent contractor. All testing and services shall meet United States occupational health industry standards. |
| 5.2.3. | The contractor shall assist the Government in assessing the quality, timeliness and accuracy of services through standard as well as innovative continuous quality improvement techniques. |
| 5.2.4. | The contractor shall provide available private provider services within the local commuting area of DCMA locations, (e.g. a driving distance of 25 miles from the requested services location within the city, and up to 50 miles diving distance for rural locations). This requirement may be waived in some rural areas, with the approval of the COR and agreement by all affected parties. |
| 5.2.5. | When implementing new accounts, the Government will notify the contractor of expected examination locations, types, and quantities, so the contractor can verify whether or not the existing provider network will satisfy the new account. If identified areas are not covered by the provider network, the contractor shall identify and contact providers, so services are available as soon as possible to ensure the contract timeline can be met. |
| 5.2.6. | Private provider service appointments shall be scheduled at one location and shall require one visit for each service request, unless otherwise stated in the work order or recipient plan. Advance approval from the COR must be obtained if the services will be performed at more than one location, or if a second service visit at the same private provider clinic is required. |
| 5.2.7. | Occupational health services that may be requested of the contractor include, but are not limited to, comprehensive or partial physical exams, pre-placement exams, Psychological Assessments and Testing, Psychological Fit-for-Duty, Psychological Pre-Placement, Psychological evaluations for Security Clearance, Neuropsychological Testing, Pre/Post-Deployment Health Assessment Support, (molecular (swab) and serology (IgG)); ordered mission required health screening (not outreach services) may include audiometric testing, cardiovascular stress tests, chest x‐rays, colorectal cancer screening, electrocardiograms (EKG)), mammography, pulmonary function testing, cholesterol, vision screenings, laser eye mapping, and respiratory fit testing; vaccine administration for overseas government travel, and independent medical evaluations. This also includes medical screenings for pre-employment, deployment, post-deployment Deployers and Overseas permanent change of station exams. Specialty services may be required, that may include, but are not limited to, chest x‐ray B‐reads, electrocardiogram over‐reads, or other specialty services. |
| 5.2.8. | All physical examinations will be completed by a licensed health care provider whose knowledge, skills, and abilities are commensurate with the scope of practice per the state or territory requirements in which the service is performed. |
| 5.2.9, | All in person physical examinations will be completed in a licensed facility identified by the Contractor, by a licensed health care provider whose knowledge, skills, and abilities are commensurate with the scope of practice per the state or territory requirements in which the service is performed. |
| 5.2.10. | Specific parameters for individual tests and procedures will be delineated on the work order/request. Certain tests must always meet or exceed specified parameters (unless the contractor receives electronic/written notification from the COR). These tests include, but are not limited to, Pulmonary Function testing (NIOSH standard), Audiometric testing (CAOHC standard), Vision screening, mapping and EKGs. All tests will need to be performed utilizing accurate, properly calibrated and maintained testing equipment and properly trained and credentialed personnel familiar with the required occupational health standards for testing and services. The tests and exams must be reviewed for the quality and accuracy of examination and testing, and will include accurate, legible, and complete documentation. |
| 5.2.11. | The contractor is responsible for ensuring that necessary training and instructions are given to all PPN staff providing testing and services. Tests may be requested individually or included as part of customized physical exam requests. The request for private provider services shall be initiated by the authorized Government program staff member. The individual requests for services shall then be submitted to the contractor’s authorized staff member electronically, via a work order or electronically. Only those services specifically outlined on the work order or requested electronically by a Government representative will be reimbursed. |
| 5.3. | Task 3 – Independent Medical Examinations (IME): Independent Medical Examinations (IME) may be requested by the Government. The provider requirements are for Board Certified physicians. These may include, but are not limited to the following specialties: Audiologist, Cardiologist; Ophthalmologist; and Psychologist. Specialty services may be required, that may include, but are not limited to, chest x‐ray B‐reads, electrocardiogram over‐reads, or other specialty services. Contractor to offer/schedule examinations within 30 days of request. |
| 5.3.1. | Psychological Services/Screenings. |
| 5.3.1.1. | The primary focus of Psychological reviews are fitness‐for‐duty, security, post-deployments, but other requests may be received with specific concerns that need to be addressed. Psychologists may also provide; mental and psychological evaluation to determine if an employee has a mental issue that would preclude them from continued access to classified sensitive information, Pre-placement services, Neuro Psychological testing, and Post deployment health assessment services. |
| 5.3.1.2. | The Psychological Security Clearance Evaluation is performed by a psychologist and includes a clinical interview, mental status exam and behavioral observations, review of relevant records – including the SF-86 Questionnaire for National Security Positions which has been completed by the employee – and objective psychological testing. The following tests are included: MMPI-2 RF, Personality Inventory, DSM 5 Prognosis, and Biographical Questionnaire. |
5.3.2. Fitness for Duty. According to 5 CFR 339, a federal agency may require an employee who has applied for or is receiving continuation of pay or compensation as a result of an on‐the‐job injury/disease to report for a fitness for duty (FFD) exam/specialty exam to determine medical limitations that may affect placement decisions.
5.3.2.1. Specialty Examinations with the certain specialists may be required. These may include, but are not limited to: Cardiologists (stress tests); Ophthalmologist (laser eye exam); Psychologist (FFD).
| 5.3.3. | Medical/Health Records. All available medical records will be forwarded and required to be reviewed, including current records, previous treatment records, job description and previously completed diagnostic testing along with a list of questions to be answered by the provider in his/her report. Supplied medical records should be considered in the medical determination. The Government will provide copies of any pertinent medical records to the contractor. The contractor shall send the medical records to the provider to determine fitness for duty. |
| 5.3.3.1. | The contractor shall purge those medical records after submission of the IME report. |
| 5.3.4. | The contracted private provider physician shall provide a well summarized report to the Government, answering the questions that were communicated to their office. |
| 5.4. | Task 4 – Independent Medical Reviews: Independent Medical Reviews (IMR) may be requested by the government. These services require a specialist in the required field to perform a review of medical records and answer questions posed by the customer, to ascertain the extent of a claimed condition or to obtain knowledge for reasonable accommodation of the claimed condition. These requests do not require a face-to-face exam with the examinee. The timeframe for delivery is the same as the independent medical exams. |
| 5.5. | Task 5 – Medical Case Reviews: Primary duties and competencies include but are not limited to, reviewing medical records using agency specific work orders to ensure completeness to include each sheet of patient information contains appropriate identifying information, ensures the presence of examinee and provider signatures, ensures all components are received and legible before forwarding to the Medical Records Technicians and Reviewing Medical Officer (RMO). Maintains and utilizes medical records data base for tracking missing medical information, utilizes tracking systems for checking off medical exam components as received for purposes of end of month reviews by Team Leads. Operates computer to process, store and retrieve health information. Coordinates moderately complex activities on assigned team to ensure service delivery is met. Communicates with Private Provider case coordinator to request medical documentation missing from medical exams to ensure client expectations are met or exceeded. |
| 5.6. | Task 6 – Industrial Hygiene Equipment/Lab Analytics. Provide access to calibrated IH sampling equipment, task specific sample media, and lab analytics for government field-testing. Ship requested equipment and samples to/from the requested location. Provide sampling media/test gasses for IH equipment. Provide reports of lab analysis and analytic diagnostics on samples taken by DCMA. |
| 5.6.1 | Lab Services: Provides analytical results from media sent by DCMA SOH office. Provides sampling media within specified timeframe by DCMA SOH office. |
| 5.6.2. | Lab Procedures: Uses approved analytical methods in accordance with OSHA and DoD regulations and industry consensus standard. |
| 5.7. | Task 7 – Aircraft Accident Investigation Forensic Toxicology. The contractor shall provide means to conduct emergent post-aircraft mishap forensic toxicology testing (sample draw only) in areas that are geographically dislocated from a military treatment facility. DCMA supported aircraft operations primary locations are listed at Part 7, Exhibit 5. Affected mishap personnel will be escorted to the Contractor designated lab, samples to be drawn within as soon as possible after a mishap. Armed Forces Medical Examiner System (AFMES) Form 18 will be used to maintain chain of custody of all samples taken. |
| 5.7.1. | Contactor to identify lab locations for forensic sample collection. Contractor shall provide 1-800 (or like) number to be included in DCMA Aircraft Mishap Response Plans for emergent aircraft accident incident response. |
| 5.7.2. | Government Escort will accompany affected personnel to the private provider lab and hand-deliver pre-assembled forensic toxicology kits to collect samples. Kits include specific forms, specimen containers, chain of custody paperwork, handling and pre-paid shipping label/instructions to the Armed Forces Medical Examiner System (AFMES) at Dover AFB. |
| 5.7.3. | The private provider lab will NOT perform any technical analysis or laboratory testing of samples, only take them per the AFMES Forensic Toxicology Guide. |
| 5.7.4. | In order to exercise Aircraft Accident/Crash protocols contractor to provide a 1-800 (or like) number may be used during government exercises to verify services are available within two hours/local area. |
| 5.8. | Task 8: Provide administrative and clerical support employees. Maintains office files for assigned work, and ensures information is readily available for retrieval. Types a variety of memorandums, letters, reports, and other documents, as requested, utilizing Microsoft applications, basic computer and website use. Contractor shall coordinate and implement a broad range of duties vital to the operations of the government. |
| 5.8.1. | These services include but are not limited to secretarial and receptions, clerical, office equipment management and operations, administration, conference and meeting planning, travel support, information and data processing including generating reports, mail distribution, photocopying, faxing, records management, telecommunications management, facility usage and space issues, supply distribution, preparation, analysis, review and implementation of activities related to the procurement of equipment, materials, supplies, products and services (following procurement regulations). |
| 5.8.2. | The contractor shall treat all records containing employee medical information as confidential and maintain them in accordance with 5 U.S.C. 552a, the Privacy Act of 1974, and other applicable Government policies. |
| 5.8.3. | The disposition of medical records for each agency shall be based on agency directives detailed in each work order or recipient plan. The contractor shall receive results and/or documentation of all requested services. Upon receipt of each completed exam or service, the contractor shall perform a quality assurance function to assure that the examination components are in agreement with the work specified on the work order or recipient plan, and that the examination results are accurate and thorough. A copy or original of the exam, test, or procedure shall be sent to the medical records routing address, as specified on each work order or recipient plan. The Government will reimburse the costs of medical records shipment. |
| 5.8.4. | Records requests for retrieval of a completed medical record housed at the contractors’ portal/facility will be made through the COR/or allow government access to pull required information. |
PART 6
APPLICABLE PUBLICATIONS
6. APPLICABLE PUBLICATIONS:
6.1 The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. A brief summary of relevant regulations and federal requirements follows below. This summary is not exhaustive.
Occupational medical examinations based on DoD 6055.05-M, Occupational Medical Examinations and Surveillance Manual, satisfy the basic medical surveillance requirements in DoDI 6055.05, Occupational and Environmental Health.1 Occupational medical examinations are conducted to determine if: workers are medically and physically able to perform the assigned duties without substantial risk of harm to themselves, others, or the mission (fitness for duty examinations) and whether the workplace is causing workers injury or illness due to an occupational exposure (medical surveillance examinations).2 The following Tables identify the DoD requirements for the specific types of occupational examinations or medical treatment that are required.3
Table 1: Requirement for Preplacement/Initial/New Hire Examinations Legal or Regulatory Source Preplacement/Initial/New Hire Examinations
| DoD 6055.05-M |
| These exams are performed before placement in a specific job to medically assess if the worker will be able to perform the job safely. They may be combined with occupational medical surveillance to record a baseline of values for future comparison. These medical examinations should be done before the worker commences work. However, if the individual has already started work, these examinations shall be completed within 60 days of assignment, unless more stringent requirements exist. |
Table 2: Requirements for Personnel Policy Enforcement Examinations Legal or Regulatory Source Personnel Policy Enforcement Examinations
| DoD 6055.05-M |
| These exams medically assess workers to determine if they meet established standards and conditions of employment. Examples of these types of examinations are drug use screening and fitness for duty examinations. Other types of personnel policy examinations may include work related injury/illness evaluations, return to work examinations, and impairment evaluations. |
| DoDI 6055.01 |
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