OAG Medical Examinations 2026 FINAL (4).docx

PENNSYLVANIA OFFICE OF ATTORNEY GENERAL

INVITATION FOR BID - MEDICAL EXAMINATIONS

BID #6100066981

Provide pre-employment and annual physical examinations for the Pennsylvania Office of Attorney General to determine whether the applicant or employee is able to perform the essential job functions of a PAOAG Agent position.

All questions regarding the contract or bidding procedures should be directed to Erin Webster, via email at ewebster@attorneygeneral.gov.

A. Receipt and Opening of Bids Electronic Bids must be submitted prior to the specified Bid Closing Date and Time affixed in this IFB. Electronic bids submitted after the specified Bid Closing Date and Time will not be considered for award. Bids must be submitted electronically through the SRM System (www.pasupplierportal.state.pa.us). If for some reason the bidder is unable to submit the bid electronically through the SRM System, they should contact the Procurement Specialist listed above for an alternate procedure to submit their bid. The bidder is still responsible for ensuring that the bid is received by date and time specified. Failure to ensure that bids are received on time will result in the rejection of said bid by the OAG.

B. Bid Award The Bidder shall complete all requirements of the IFB electronically via the SRM System (www.pasupplierportal.state.pa.us) to qualify for the bid. The bid award shall be determined by the total low-cost bidder that meets all requirements of the bid specifications.

DESCRIPTION OF SERVICES REQUIRED:

A. The awarded Contractor shall perform pre-employment medical examinations and medical tests, as well as annual physicals, for PAOAG applicants and employees. See Appendix A – Medical Test Listing. Appendix A shall be attached and submitted to Contractor’s response.

B. The examinations and tests must be performed at the Contractor’s offices or facilities. This IFB will be awarded for work to be done in the Harrisburg area and surrounding counties. PAOAG requests one designated day a month per location to perform examinations.

C. In addition to paragraph B: Upon notification from PAOAG, contractor must be able to respond to the PAOAG, within 3 business days of the submitted request with the available dates for testing.

D. The Contractor is required to prepare a report after each pre-employment medical examination or annual physical, which shall consist of the following:

1. The Physician on record must give the PAOAG a signed summarized statement/report that the individual is capable, or not capable, of carrying out his/her assigned/required duties as required. The Physician on record shall supply an identical copy of the opinion to the individual. The written report and any supporting documentation must be electronically forwarded to the PAOAG within five (5) business days of examination. See Appendix B

a. Exception: All drug screening results shall be made within twenty-four (24) hours.

2. Any applicable OAG Forms, See Appendix B – Office of Attorney General Medical Forms.

3. The original results of any tests performed.

E. In addition to the report required in Paragraph D: Contractor, in a timely and accurate manner, will provide the PAOAG staff any written reports it requests regarding the physical services provided. This includes:

1. Full written reports and all supporting documents are required within 10 (ten) business days of any pre-employment medical examination or annual physical performed for the OAG.

a. Exception: All drug screening results shall be made within twenty-four (24) hours.

F. For each pre-employment examination or annual physical or test performed in accordance with Paragraph D, the Contractor shall email PAOAG the report within five (5) business days of the date of the examination.

For reports required under Paragraph E(1), the Contractor shall submit a printed original full report within ten (10) business days; this hard-copy report must be sent via certified or registered US Mail, postage prepaid, return receipt requested or by a recognized overnight courier service (e.g. Federal Express, DHL etc.).

All required reports shall be made to:

Office of Attorney General Criminal Law Division ATTN: Erin McAvaney 16th Floor, Strawberry Square Harrisburg, PA 17120 emcavaney@attorneygeneral.gov 717-919-1527

Any complication, loss, or extenuating circumstances that would interfere with the reports required by Paragraph E, or the report required in Section D, must be reported electronically within twenty-four (24) hours.

G. All X-rays will be done on equipment that meets the requirements developed by the National Institute for Occupational Safety and Health for performing chest X-rays of coal miners for coal miner’s pneumoconiosis. The X-ray development standards of the National Institute will also be met.

H. All laboratory tests shall be performed by a facility that is currently licensed and accredited by the relevant Federal/State agency or other appropriate laboratory groups; accreditation in occupational health is preferred. The laboratory must have a full-time quality control program.

I. If the Contractor is required to perform any test for which a specific price has not been established, the Contractor shall submit the price to the OAG contact person for prior authorization to performing the test: Erin McAvaney via email at emcavaney@attorneygeneral.gov

J. OSHA Respirator Medical Evaluation Questionnaire required under 29 CFR 1910.134 (See Appendix F) will be provided by the PAOAG to the applicant or employee prior to their pre-employment exam or annual physical. The applicant or employee will bring the completed questionnaire to the physical for review by the attending Physician.

K. If the Contractor also requires the completion of its own medical questionnaire/medical history forms, these forms will be provided by the Contractor to the PAOAG prior to the pre-employment examination/annual physical or the Contractor will provide it to the applicant or employee on the day of the pre-employment examination/annual physical.

L. If the Contractor utilizes a subcontractor for any required test, said subcontractor must be within a thirty (30) mile radius of the Contractor’s office or facility. Subcontractors are NOT able to directly bill for their services. All billing will go through the awarded Contractor. At no point shall the subcontractor contact any applicant or employee. All communication will be through the designated PAOAG contact:

Erin McAvaney 16th Floor, Strawberry Square Harrisburg, PA 17120 emcavaney@attorneygeneral.gov 717-919-1527

M. Health Insurance Portability and Accountability Act (HIPAA) Regulations. The Contractor will comply with all federal or state laws related to the use and disclosure of information, including information that constitutes Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA). The Contractor will be responsible for assessing its obligations pursuant to HIPAA.

N. Cancellation or No-Show: PAOAG will not be billed for any expenses related to a cancellation or no-show.

CONTRACTOR’S QUALIFICATIONS REQUIREMENTS:

In addition to meeting all the requirements and specifications set forth in this IFB, the Contractor that performs pre-employment medical examinations or annual physicals of the PAOAG applicants and/or employees must demonstrate their qualifications by providing suitable documentation to substantiate the special requirements listed below:

a. Physicians performing the examinations will be board certified by their respective organizations (Doctor of Medicine or Doctor of Osteopathy) and their status will meet all requirements of currency; alternatively, the physician will be board certified in Internal Medicine with documentation of Continuing Medical Educations (CME) in Occupational Medicine. The Physician’s Board Certification documentation shall be attached to and submitted with Contractor’s response.

b. Radiologic interpretation will be done by a "B" reader qualified physician as established by the National Institute of Occupational Safety and Health.

c. Physicians performing the evaluations must have knowledge, understanding and training that qualify them in properly evaluating the individual's ability to withstand the work and heat stresses they will be subjected to as a result of the individual’s employment duties. This includes the psychological stress of emergency response situations which could endanger not only the individual’s health or life, but also that of the general population. Physicians must also understand the effects of the increased heat load of various levels of work performed while wearing standard coveralls, protective suits that are lightweight plastic or full body rubberized suits and determine whether an individual is physically capable of handling the additional stress placed on the body by wearing a respirator or using an air cylinder.

d. The physician must be knowledgeable in interpreting the results of biological tests as they relate to all parameters of the individual's work.

e. Contractor and Subcontractor(s) Licensing. All healthcare personnel conducting any test(s) that are part of the examination are required to have active professional licenses that are in good standing in the Commonwealth of Pennsylvania.

Contract:

There will be approximately 50 applicants and or employees requiring medical examinations annually. The contract will be awarded based upon the total low cost of the estimated services required over the length of the contract. If the calculated costs of two or more bidders are equal, the Department may select the Contractor by random method.

A. Contract Period The term of the initial service is twelve (12) months and will commence upon the December 20, 2026.

B. Option to Renew

The Contract may be renewed for a maximum of 4 additional 1-year term(s), so long as OAG provides written notice to Contractor of its intention to renew the Contract by letter prior to the expiration of the term of the agreement, or any extension thereof. The OAG may exercise the renewal as individual year or multiple year term(s). Any renewal will be under the same terms, covenants and conditions.

C. Option to Extend The OAG reserves the right, upon written notice to the awarded bidder, to extend the service purchase document or any part of the service document for up to three (3) months upon the same terms and conditions. This will be utilized to prevent lapse in contract coverage and only for the time necessary, up to 3- months, to enter into a new service purchase document. There will be no price change made in the 3-month option to extend period

BILLING PROCEDURE: A separate invoice shall be submitted for each individual examined which should be in the form of an itemized spreadsheet detailing the following:

A. Candidate’s Name;

B. Medical Examination, Completed Date; and C. Services provided D. Any other supporting documents underlying the invoice

The Purchase Order Number shall be identified on each invoice and shall be sent to the Pennsylvania Office of Attorney General Office of Attorney General: Criminal Law Division ATTN: Ali Jury 16th Floor, Strawberry Square Harrisburg, PA 17120 ajury@attorneygeneral.gov 717-787-2082

At no point should an applicant or employee receive any invoice, statement, or bill directly from the contractor or any subcontractor. The awarded contractor is responsible for coordinating with all subcontractors to establish an internal billing process that ensures all charges are routed appropriately and never sent to the individuals receiving the medical examinations. Applicants’ personal insurance should not be billed for the required services. All invoices are to be submitted to the PAOAG point of contact.

ESTIMATED QUANTITIES: It shall be understood and agreed that any quantities listed in the Contract are estimated only and may be increased or decreased in accordance with the actual requirements of the Commonwealth and that the Commonwealth in accepting any bid or portion thereof, contracts only and agrees to purchase only the materials and services in such quantities as represents the actual requirements of the Commonwealth. The Commonwealth reserves the right to purchase materials and services covered under the Contract through a separate competitive procurement procedure, whenever the Commonwealth deems it to be in its best interest.