Questions and Responses.docx

Questions and Responses Solicitation OSFLO-393-2023-0036

1. Do you know how many CMS employees per day we could be seeing?

CMS currently has approximately 110 employees who need to be medically evaluated and fit tested. The employees that need to be medically cleared and fit tested live throughout the United States. CMS staff currently live: North Carolina, Alabama, Michigan, Kentucky, Iowa, Tennessee, Florida, Louisiana, Arizona, Indiana, and New Jersey. CMS also has offices located in the following cities: Baltimore, Boston, New York, Philadelphia, Atlanta, Dallas, Kansas City, Chicago, Denver, San Francisco, and Seattle, with employees living in those geographic regions. This is not an all-inclusive list and where employees live can change over time.

2. Can the services be performed from home? Are you looking for a physical location for the CMS employees to also be going to and does it matter where the location is?

The services cannot be performed at the employee’s home. The services need to be provided at a permanent physical location, i.e., company’s facility located throughout the contiguous US.

Employee medical clearance and fit tests are done on an annual basis and the requirement varies throughout the year. For example, 10 employees could be due in January; 15 could be due in February; 8 could be due in March, etc. Employees will have the ability to schedule their medical clearance and fit test appointment so there will be days with zero tests, days with one test, and potentially days with multiple tests. The location of the tests will vary based on the location of the employees.

3. Is there an estimated quantity of employees in total? Or location?

CMS currently has 110 employees in the program. Because the surveyors live throughout the United States, it is hard to estimate a specific amount per location. While the number will remain somewhat consistent, this number will vary based on hires and staff turnover.

4. The statement of work references “, medical provider follow-up if needed” Is that covered by CMS? Given the variability of follow up, how would that be priced?

This is if an employee is not cleared for fit testing during their medical evaluation and required a medical interview to determine if clearance is warranted. Pricing would be based on amount of medical clearances conducted but cannot be predicted due to the variability. Can a fixed priced per medical evaluation follow-up be included or can this be included as part of the entire contract pricing?

5. How are masks supplied? How do we know who needs to be tested on which mask?

CMS provides masks and the surveyor would bring masks with them to testing and would only be tested on the masks in their possession. We typically use 1860, 8210 and 9205 models.

6. How would we know who requires the fit test vs those who only require the medical evaluation? Are there any estimations based on how many people will need med eval only vs fit testing?

CMS tracks who is required for testing and notifies staff appropriately that action is required. CMS hopes employees can access an appointment system where they can schedule needed appointment based on the notification. We would not require the contracted company to notify or track employee status for fit testing/medical evaluation.

7. How would we know who requires the fit test vs those who only require the medical evaluation? Are there any estimations based on how many people will need med eval only vs fit testing?

CMS tracks who is required for testing and notifies staff appropriately that action is required. CMS hopes employees can access an appointment system where they can schedule needed appointment based on the notification. We would not require the contracted company to notify or track employee status for fit testing/medical evaluation.

8. Are there any Business Size Classification requirements for this RFQ?

While a small business/women owned business would be preferred, CMS is willing to request a waiver for a large business is it is determined only a large business can meet the needs of CMS.

9. If so, Would the contracted company be providing services at CMS sites or at our own clinical locations? If these services are to be performed at our own clinical locations are there any requirements regarding distance? (ie- withing a 5 mil radius of a certain location?):

We would like the contracted company to have a national footprint of offices located throughout the United States. CMS has site surveyors living across the country and while it is hard to estimate, it is hoped that most employees would have access to testing services in a physical office (clinic) within 50 miles of their home location to prevent CMS from having to pay the employee travel costs. If an employee lives in a remote area without access to a site within 50 miles, CMS is willing to coordinate with the employee to conduct their medical clearance/fit testing while that employee is on official travel for site surveys placing them within 50 miles of an office (clinic location).

10. What is the approximate number of staff to be tested per year?

CMS has approximately 110 employees located throughout the United States that need annual fit testing and medical clearance services. This number can fluctuate as staff depart and new hires come on board but does stay fairly consistent.

11. Would you be open to an alternative method to test which would reduce the time needed for your employees and mine?

As long as it meets the needs for our employees to have N95 fit testing and medical clearance completed on an annual basis and is in compliance with OSHA fit testing requirements, we would consider different methods. Most importantly, our surveyors will need to be tested on a variety of N95 masks (1860, 8210, 9205) and because our employees are located across the United States, we will need them to have access to testing sites across the 48 contiguous states.