PWS.pdf

Performance Work Statement

Prepared By

The U. S. Department of Agriculture (USDA) Agricultural Research Services (ARS)

Beltsville Agricultural Research Center (BARC) 10300 Baltimore Avenue

Beltsville, Maryland 20705

For Medical Services, Management and Review

At The ARS Beltsville Location

(BARC, BHNRC, USNA)

18 January 2024

SECTION 1: GENERAL INFORMATION

1. General

This is a non-personnel services contract to provide occupational health services through a network of qualified private medical providers, and medical case review services. 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.

2. Background

The Agricultural Research Service (ARS) is the U.S. Department of Agriculture’s (USDA) chief scientific in-house research agency. The primary mission is to find solutions to agricultural problems that affect Americans, from field to table.. The Beltsville Location (BL) is a field site of ARS and conducts research related to the production and protection of plants and animals as well as research to protect our natural resources. In addition, the BL provides support to the Beltsville Agricultural Research Services (BARC) in MD, the Beltsville Human Nutrition Research Center (BHNRC) in MD, and the U.S. National Arboretum (USNA) in MD and DC.

The overall intent of this contract is to ensure that the BL can meet mission goals and objectives by ensuring the safety and welfare of its employees. The BL requires a network of qualified medical providers to deliver occupational health services within the District of Columbia (DC), Maryland, and Virginia (VA) area and medical staff reporting onsite on the Beltsville Maryland Campus no less than 16 hours per work week. For this reason, ARS BL intends to issue a firm-fixed price contract with an IDIQ component for the issuance of task orders. The contract will have a base year and four (4) consecutive option years.

Providers will perform services at a variety of Private Provider facilities and may also conduct outreach services at mobile testing sites. Providers will perform medical examinations to ensure employees meet job specific medical standards. These exams may be required to meet requirements for compliance with the standards set by the Occupational Safety and Health Administration (OSHA) or other regulatory bodies in addition to medical standards developed according to 5 CFR 339 and other standards, guidelines, and program requirements such as Federal Select Agent Program requirements, the Occupational Medical Surveillance Program (OMSP) requirement, and the CDC/NIH Biosafety in Microbiological and Biomedical Laboratories (BMBL) .

The examinations may be performed prior to employment for applicants, for periodic medical surveillance of incumbents, before return to work after an injury, 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. The BL also requires consultation and medical case reviews for occupational medical matters that directly affect the health and safety of the ARS BL’s workforce. Reviews ensure that both applicants and employees can safely perform work that is arduous, 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.

3. Objectives

1. Provides, manages and schedules a network of qualified private medical network of physicians assigned to provide occupational health services, when requested.

2. Provides private provider services within driving distance of 25 miles for all major cities from the requested service location.

3. Provision of treatments prescribed by a personal physician such as periodic bed rest, blood pressure monitoring, glucose monitoring and allergy immunotherapy.

4. Private provider walk-in care and first aid.

5. Health screenings (e.g. cancer, diabetes, blood pressure, health assessments, vision, and hearing)

6. Preventive health, medical surveillance

7. Administration of immunizations (e.g. Hepatitis A, Hepatitis B, Anthrax, Smallpox, etc.)

8. Provide medical screenings, exams, testing and clearance related to medical surveillance, and/or specific job requirements (e.g. audiometry, spirometry, EKG, vision testing, laser eye mapping, Beryllium Blood Testing)

9. Maintains medical records confidentiality and ensures that records are properly managed and stored in accordance with 5 U.S.C. 552A, the Privacy Action of 1974, and other applicable Government policies. The contractor may also be required to convert historical records.

10. Ensures Board Certified physicians for a variety of specialty areas. These specialties include but are not limited to the following:

a. Allergist

b. Audiologist

c. Cardiologist

d. Dermatologist

e. Endocrinologist

f. Functional Capacity Examinations

g. Gastroenterologist

h. Hematologist

i. Infectious Disease

j. Nephrologists

k. Neurologist

l. Neurosurgery

m. Oncologist

n. Ophthalmologist

o. Otolaryngology (E.N.T)

p. Physical Medicine & Rehabilitation

q. Psychiatrist

r. Psychologist/Psychological examinations

s. Pulmonologist

t. Rheumatologist

u. Urologist

11. Reviews medical records using agency specific work orders to ensure completeness (ensures required signatures and documents are legible) before sending.

12. Provides expert advice and consultation to those assigned to the BL on Occupational Medicine matters such as partial physical exams, vaccines, audiometric testing, cardiovascular stress tests, cholesterol checks, chest x‐rays, colorectal cancer screening, electrocardiograms, mammography, pulmonary function testing, vision screenings, respiratory fit testing, vaccine administration (Influenza and other prophylactic treatments against work-related exposures, and independent medical evaluations.

13. Ensures all professional licenses, certifications, and registrations are valid and appropriate.

14. Reviews charts of applicant and/or incumbent employees, making medical determinations as to their medical qualifications relative to job standards.

15. All Providers are proficient in Microsoft Applications and basic computer use.

16. Provides comprehensive reports to employers and employees.

17. Provides expert witness testimony in support of medical recommendations regarding reasonable accommodations, when requested.

18. 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 relevant to the occupational medical surveillance program.

19. Utilizes a medical records database to track missing medical information and contacts appropriate provider to obtain missing documents.

20. Reviews, records and archives data using automated data entry system filing the Medical Records Archiving Policies and Procedures. The archiving of records may require conversion from a paper document to an electronic system.

21. Records, creates transfers, convert files and prepares medical records and x-rays for processing of shipping.

22. Processes requests for medical records and x-rays, agencies or employees.

4. Scope of Work

The contractor shall provide private provider occupational health services within the DC, MD, and VA area. The contractor will maintain Occupational Health support to meet the occupational medical case review and management needs of ARS BL. To meet the ARS BL’s requirements the contractor will:

a. Provides expert Occupational Medicine consultation services

b. Medical Records Management duties

c. General Administrative duties

d. Data Entry

The Contractor shall provide qualified labor, supervision, equipment, and supplies and materials, except those furnished by the Government, necessary to perform services in required by individual Task Orders (TO) as assigned under this resulting Indefinite- Delivery/Indefinite Quantity (IDIQ) contract. The contract ceiling will be established at $1,250,000.00, with a per task order minimum of $1,500.00 and maximum of $250,000. For each task order solicited, the successful contractor for a particular task order shall be required to provide all labor, equipment, materials, and supervision necessary for successful completion. The task orders will be issued for employees in the following locations within BL:

• USDA ARS BARC Campus, 10300 Baltimore Ave, Beltsville, MD 20705

• USDA ARS BHNRC Campus, 10300 Baltimore Ave, Beltsville, MD 20705

• USDA ARS USNA Campus, 3501 New York Ave NE, Washington, DC 20002

5. Period of Performance

The Single Award Indefinite Delivery Indefinite Quantity (IDIQ) contract will have a Base and four (4) option years. If exercised, the period of performance for the following option years are as follows:

A. Base – 12 Months B. Option Year 1 – 12 Months C. Option Year 2 – 12 Months D. Option Year 3 – 12 Months E. Option Year 4 – 12 Months

6. Contractor Personnel

The Contractor must provide a team to perform Occupational Health & Independent Medical Examination Services, independent Medical Review Services, and Program Management Support Services. In the performance of services, the Contractor shall be expected to maintain the professional qualifications and certifications of its personnel through on-going training. Unless specifically authorized in an individual Order, the Contractor shall not directly bill the Government for any training. The Contractor may be required to attend training provided by the Government for areas not outlined in the contract (e.g. security briefings, organizational orientations, equal opportunity and sensitivity training, annual program objective memorandum training, business system training).

7. Miscellaneous Information

A. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

B. 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 Independence Day Christmas Day

C. Hours of Operation: The contractor is responsible for conducting appointments, between the USDA ARS BL core hours of 6:00 AM to 6:00 PM, eastern standard time Monday through Friday except Federal holidays. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

D. Place of Performance: The work to be performed under this contract will be performed at a Private Provider office space, BL provided office space and/or via telehealth when appropriate.

E. Type of Contract: The government will issue a Single Award Indefinite Delivery Indefinite

Quantity (IDIQ firm-fixed-priced FFP) Contract.

F. Security Requirements: Contractor personnel performing work under this contract must be cleared with a National Crime Information Center (NCIC) check for issuance of a LincPass Card 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) as well as a favorable response to a Federal Bureau of Investigation (FBI) fingerprint check. The contractor shall immediately notify the BL of any data breaches and will be required to provide 1 year of credit protection for each BL employee whose PII or PHI has been compromised by the breach.

G. 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 that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Clothing worn by Contractor’s personnel shall NOT display any logos, advertising, or vendor insignia identifying the contractor. Contractor’s employees shall be dressed in business casual and maintain an appearance that is neat and clean and reflects favorably upon both the Contractor and ARS BL. Contractor personnel will be required to obtain, use, and display a LincPass, Site Badge, or Visitor’s Badge Card in the performance of this service.

H. Special Qualifications: Contractor personnel will be required to sign a Non-Disclosure Agreement.

I. 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 inform the contractor of how the government views the contractor's performance and the contractor will inform the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

J. 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 that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer's consent required by this document.

i. Program Manager Minimum Qualifications: Employees must demonstrate that 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 or equivalent education. 5 years of experience in project management, including such areas as budget reconciliation, data management, billing, accounting and customer service. Proficient in Microsoft applications, specifically Word, Excel and web-based applications.

ii. Program Management Assistant – Operations Supervisor Minimum Qualifications: A bachelor’s degree in business management or business healthcare, and at least two (2) years’ experience working under a Private Provider Network contract.

iii. 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 an expert understanding of Federal government safety and health regulations. A Master’s in Public Health is desired.

This position serves a high-profile role supporting the medical and consultative needs to BL leadership. 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 occupational health team that supports the Federal government agency.

iv. Physician - Medical Case Review Minimum Qualifications: One (1) year of medical administrative experience in a physician’s office, clinic, or other health care facility.

v. Medical Records Specialist Minimum qualifications: High school diploma/GED required with two years data entry experience. Must demonstrate through CV, fast and accurate data entry skills and be familiar with medical, science and technology terminology. Must be proficient in Microsoft applications, basic computer and website use.

K. Contractor Travel: The Contractor shall provide travel in support of ARS BL’s Occupational

Health and Medical Case Review requirement.

L. 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 that 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 that 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.

M. 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) day, phase in/phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

SECTION 2: Contractor-Furnished Items and Services

1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this PWS contract. The Contractor shall provide all personnel, specialized tools, equipment, approved materials, supplies, safety items, and transportation in the performance of this contract.

2. Facility Clearance: Contractor personnel performing work under this contract must be cleared with a National Crime Information Center (NCIC) check for issuance of a LincPass Card and must maintain the level of security required for the life of the contract. A LincPass will be necessary access any government facilities space. 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.

3. Materials: Any and all materials required to deliver Occupational Health Service and Medical case review will be provided by the Contractor. All medical and other records, including BL employee data, and all 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; and may be used for any purpose not intended by this contract. Contractor must assure that all staff understand the Privacy Act, rules of confidentiality, and related requirements and provide assurance that privacy and confidentiality of medical and fitness records are maintained according to USDA and ARS policy and the Privacy Act.

4. Equipment: Any equipment required to deliver Occupational Health Service and Medical case review will be provided through the Contractor.

SECTION 3: Government-Furnished Items and Services

1. Facilities: Federal facilities space that is furnished under this contract is used for official business only. Contractor personnel shall not use federal space furnished under this contract for any use other than to perform the requirements of this contract. Contractor shall follow all requirements and guidance required to access and utilize BL facilities space.

2. Equipment: Equipment furnished under this contract shall be used for official business only.

Contractor personnel shall not use equipment furnished under this contract for any use other than to perform the requirements of this contract. Contractor personnel shall not install any software on Government furnished computers unless consent is obtained from the Contracting Officer (CO) or Contracting Officer’s Representative (COR) with approval from ARS Information Technology Services Division.

3. Services: Government furnished services available on the BL campus shall only be used for official business only. Services may include all basic and general needs of the Contractor to include utilities of government furnished space, including but not limited to water, heat, electricity, internet and other services.

Additionally, services involving information services include the Internet, Intranet, World Wide Web, and electronic mail. Access to Government information services is granted as a privilege, and use of such services constitutes consent to monitoring. Information services use will be monitored to ensure the protection of networks and information and to verify and enforce compliance with this contractual requirement. The following are examples of misuse of information services:

a. Illegal, fraudulent, or malicious activities.

b. Partisan political activity, political or religious lobbying or advocacy, or activities on behalf of organizations having no affiliation with USDA.

c. Activities whose purposes are for personal or commercial financial gain. These activities may include chain letters, solicitation of business or services, sales of personal property.

d. Unauthorized fundraising or similar activities, whether for commercial, personal, or charitable purposes.

e. Accessing, storing, processing, displaying or distributing offensive or obscene material such as pornography and hate literature.

f. Annoying or harassing another person, e.g., by sending or displaying uninvited e-mail of a personal nature or by using lewd or offensive language in an e-mail message.

g. Using another person’s account or identity without his or her explicit permission, e.g., by forging e-mail.

h. Viewing, damaging, or deleting files or communications belonging to others without appropriate authorization or permission.

4. In the event contractor personnel use Government furnished items and services for other than official business, the contractor shall be required to provide the Government with monetary consideration in the form of credits against the contract as determined by the CO. In addition, if requested by the CO, the contractor shall be required to replace the individual who misused the Government furnished items and services within 10 working days

Permitting any unauthorized person to access a USDA-owned system

9.0 Data Rights

The contractor shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations. The Contractor Program Manager shall ensure that all contract personnel take the required USDA Privacy training.

10.0 Section 508 - Electronic and Information Technology Standards If information technology is to be acquired, include language describing Section 508 requirements.

This contract vehicle is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 749d) as amended by the Workforce Investment Act of 1998 (P.L. 105-220). The Revised Section 508 Standards, which consist of 508 Chapters 1 and 2 (Appendix A), along with Chapters 3 through 7 (Appendix C), contain scoping and technical requirements for information and communication technology (ICT) to ensure accessibility and usability by individuals with disabilities. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Each ICT product or service furnished under this contract shall comply with the Revised Section 508 ICT Accessibility Standards at a minimum, as specified in the contract. If any furnished product or service is determined to be noncompliant, the Contracting Officer will notify the Contractor in writing.

The Contractor shall, without charge to the Government, remediate or replace the noncompliant products or services within a specified timeframe as determined by the Government in writing. If such remediation or replacement is not completed within the time specified, the Government shall have the following recourses:

1) Cancellation of the contract, delivery, task order, purchase, or line item without termination liabilities; or

2) In the case of custom ICT being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant ICT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

The contractor must ensure all noncompliant ICT products and services are provided pursuant to extensive market research and exhibit the highest level of compliance while satisfying the contract requirements.

For every ICT product or service accepted under this contract by the Government that does not comply with the Revised Section 508 Accessibility Standards, the contractor shall, at the discretion of the Government, remediate or upgrade the item with a compliant equivalent product or service, if commercially available and cost neutral, on either a contract specified refresh cycle for the product or service, or on a contract effective option/renewal date, whichever shall occur first.

SECTION 4 TASKS

The contractor shall provide services for Occupational Health Services and Medical case reviews to support the USDA ARS BL .. The Specific tasks required under this PWS Contract are as follows:

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:

a. A dedicated Program Manager (PM) to work with the USDA ARS BL 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.

b. The PM shall develop and recommend guidelines and procedures concerning the identification and referral of employees who need help with personal health problems.

c. 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 IPP. The invoices must distinguish what specific ARS BL received or utilized the services.

Invoices shall also indicate service type.

d. The Contractor shall incorporate ARS BL policies and procedures into routine operations identified by the SOHU staff, the COR ,and the instructions provided within the forms and guidance documents found in Attachments 6-8.

e. The Contractor shall provide a continuous quality improvement program that measures the in the form of Quarterly reports will be emailed to agency at the end of following month after quarter ends with the following information:

1. Number of Employees Served

2. Method of Referral (self-informal supervisory, formal supervisory)

3. Incidence of Presenting Problems

4. Demographic Profile of Employees Utilizing the Occupational Health and Medical

Case review services

5. Case resolution

6. Satisfaction Surveys result (confidentiality not compromised)

7. Quarterly reports will be emailed to agency at the end of the following month after quarter ends

e. The contractor shall make recommendations to the COR and Program Manager to ensure optimum counseling staffing levels and placement based on agency geographic dispersion, program utilization, affiliate counselor accessibility and other relevant factors to maintain program quality and access. The contractor shall track staff counselor capacity and affiliate counselor assignment utilization. The contractor shall conduct an analysis of staff placement for all service areas and coordinate status with the agency.

f. The contractor shall administer and manage the private provider network. This requirement includes the location and procurement of services from a network of private providers in designated locations who meet occupational health services requirements.

g. The contractor shall receive work orders, review them, and schedule services as identified in work orders at clinics able to provide the requested occupational health services.

h. The contractor shall prepare and ship laboratory kits and examination packets to private providers. The kits will include instructions on laboratory testing and examination and testing requirements, including the requirements of specified form completion.

i. The contractor shall prepare and ship vaccines, if indicated. Shipment of vaccine should meet or exceed CDC requirements for vaccine shipment.

j. The contractor shall monitor and manage the private clinic performance. If the clinic is not able to complete the requirements of the work order request adequately, the contractor may be requested by the Government to complete a corrective action plan and present it to the COR.

k. The contractor shall maintain and ship medical records to specified locations as identified in the work order or recipient plan.

Task 2: Occupational Health Services: The contractor shall provide private provider Occupational Health Services and medical case reviews within the DC, MD, and VA area. Additional sites may also be required if the need for such services arise. The requirements extends to all of the BL's law enforcement and security positions and includes both incumbents and applicants in pursuit of a covered position.

a. The contractor shall receive and process the 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 USDA and ARS policies.

b. The Contractor shall incorporate ARS BL policies and procedures into routine operations identified by the SOHU staff, the COR ,and the instructions provided within the forms and guidance documents found in Attachments 6-8.

c. The contractor shall store all active medical records for the PPN, including those records created by incumbent contractor. All testing and services should meet United States occupational health industry standards.

d. The contractor shall assist the USDA ARS BL in assessing the quality, timeliness and accuracy of services through standard as well as innovative continuous quality improvement techniques.

e. The contractor shall provide available private provider services within a driving distance of 25 miles from the requested services location within the city, and up to 50 miles diving distance for rural locations. In some instances, requests may be made for the provision of private provider services within a driving distance of less than 25 miles from the requested service location. This requirement may be waived in some rural areas, with the approval of the COR.

f. When implementing new accounts, the CO will notify the contractor of expected examination locations, types, and quantities, so that the contractor can verify whether or not the existing provider network will satisfy the new account. If areas are identified that are not covered by the provider network, the contractor shall identify and contact providers, so that services are available as soon as possible to ensure that the contract timeline can be met.

g. 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. In some instances, arrangements will be made by the contractor for specialized service modalities and medical waste disposal. These may include mobile testing sites in remote areas or where a fixed private provider site is unavailable. The contractor shall notify the COR regarding the need for such services prior to entering into a subcontracting arrangement with the provider. All outreach services and mobile testing sites will require the completion by the contractor of a Government

h. Outreach Notice/Form. This must be submitted to the COR for approval before mobile testing sites or other outreach services can be completed.

i. 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 Security Clearance, Neuropsychological Testing, Pre/Post-Deployment Health Assessment Support, COVID-19 testing (molecular (swab) and serology (IgG)), audiometric testing, cardiovascular stress tests, chest x‐rays, colorectal cancer screening, electrocardiograms, mammography, pulmonary function testing, vision screenings, laser eye mapping, respiratory fit testing, vaccine administration, and independent medical evaluations. This also includes medical screenings for pre-employment, deployment, post-deployment Deployers and Overseas permanent change of station exams.

j. Outreach services may include blood pressure checks, immunizations, Influenza vaccines, cholesterol checks, and phlebotomy services. Physical examinations and other types of occupational health services may also be required via outreach. 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. Specialty services may be required, that may include, but are not limited to, phlebotomy services, chest x‐ray B‐reads, electrocardiogram over‐reads, or other specialty services.

k. Specific parameters for individual tests and procedures will be delineated on the work order.

Certain tests must always meet or exceed specified parameters (unless the contractor receives electronic 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. Certain agencies will require specialized testing services; examples include functional hearing testing, bone density screening, and cardiology diagnostic testing. 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.

l. 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 and then sent to the COR for approval. 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.

Task 3: Independent Medical Examinations (IME): Independent Medical Examinations (IME) may be requested by the USDA ARS BL. The provider requirements are for Board Certified physicians. These may include, but are not limited to the following specialties:

Allergist Audiologist

Cardiologist Dermatologist Endocrinologist Functional Capacity Examinations Gastroenterologist Hematologist Infectious Disease Nephrologists Neurologist Neurosurgery Occupational Health Oncologist Ophthalmologist Orthopedist Otolaryngology (E.N.T.)

Physical Medicine & Rehabilitation Psychiatrist Psychologist/Psychological examinations Pulmonologist Rheumatologist Urologist

The primary focus of Psychological reviews are fitness‐for‐duty, 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 defect that would preclude them from continued access to classified sensitive information, Pre-placement services, Neuro Psychological testing, and Post deployment health assessment services. 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 to determine medical limitations that may affect placement decisions. As a result of a FFD exam, a more detailed assessment by a physician specialist. Certain agencies, such as the Office of Inspector General, require that a provider who administers the under Psychological examinations for law enforcement or security officers cannot be one of the providers that administers the normal psychological fit-for-duty exams.

Also, the exams cannot be in person; it must be a teleconference.

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 medical records to the contractor. The contractor shall send the medical records to the provider.

The contractor shall purge those medical records after submission of the IME report.

The contracted private provider physician shall provide a well summarized report to the Government, answering the questions that were communicated to their office.

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 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, and Biographical Questionnaire.

The Contractor shall incorporate ARS BL policies and procedures into routine operations identified by the SOHU staff, the COR ,and the instructions provided within the forms and guidance documents found in Attachments 6-8.

Task 4 : Independent Medical Reviews: Independent Medical Reviews (IMR) are occasionally required. 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. Specialty Examinations with the certain specialists may be required. These may include but are not limited to: Cardiologists (Cardiology Exams), which in some cases could also be completed by an Internist with a sub‐specialty in cardiology; Otolaryngologists; and Pulmonologists (Pulmonary Exams). a. The Contractor shall incorporate ARS BL policies and procedures into routine operations identified by the SOHU staff, the COR ,and the instructions provided within the forms and guidance documents found in Attachments 6-8.

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 database 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.

Provide administrative and clerical support for 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. 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). Oversight of day-to-day operations of smoking cessation program which includes organization of phone interviewers, ordering and mailing of supplies, resource contact for OHC's, performing phone interviews, keeping handouts and related documents up to date, tracking quit rate statistics, renewing agreements from year to year. Assists OHC with obtaining materials for education programs.

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.

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 record shipment.

Requests for retrieval of a completed medical record housed at the contractors’ facility will be made through the COR. The request will be accompanied by a release of information form to the contractor.

Approximately 100 such requests for retrieval of employee medical records are made annually. The contractor will be responsible for any clerical costs associated with preparing the medical record for shipment. The Government will be responsible for all costs for customized forms not available on the contractor website. If the work order or recipient plan indicates the need for long‐term, on‐site record storage, the contractor must comply with Government guidelines. The contractor must maintain an appropriate facility for storage and retrieval of records, in compliance with HIPAA policies. The contractor’s facility shall have adequate storage space for medical records, and the contractor shall ensure that medical records stored in their facility will be safe from fire, theft, and other hazards.

Records will be readily available for tracking and retrieval of information, in accordance with industry standards and USDA ARS BL SOHU Safety needs.

The Contractor shall incorporate ARS BL policies and procedures into routine operations identified by the SOHU staff, the COR ,and the instructions provided within the forms and guidance documents found in Attachments 6-8.

SECTION 5 Performance Requirements

Requirements & End Results

Contractor shall perform the following:

a. Contractor Training: The Contractor is generally expected to maintain the professional qualifications and certifications of its personnel through on-going training. Unless specifically authorized in an individual Order, the Contractor shall not directly bill the Government for any training. The Contractor may be required to attend training provided by the Government for areas not outlined in the contract (e.g. security briefings, organizational orientations, equal opportunity and sensitivity training, annual program objective memorandum training, business system training).

b. Provide clinical services to USDA ARS BL employees, visitors, and students for the purpose of Occupational Health & Independent Medical Examination Services, independent Medical Review Services, and Program Management Support Services. These services includes consultation, medical services, maintenance and security of all medical records.

c. Track all medical service due dates for things such as immunization, boosters, and physical exams.

Provided the OMSP Coordinator from Safety and Occupational Health Unit (SOHU) with the tracking information. This must be provided either through access with a secured database or through an excel spreadsheet. The OMSP Coordinator and the contractor will work together to identify the specific information and data that needs to be tracked. This can change at any time based on the needs of the OMSP program and ARS BL.

d. Provide services related to and follow all medical surveillance requirements and guidelines of the

ARS Occupational Medical Surveillance Program (OMSP) Surveillance program, ARS Employee Animal Exposure Surveillance Program (EAESP), Animal Care Program for the Animal Care Staff, AAALAC requirements, and all other identified occupational medical requirements based on ARS BL’s needs.

e. Conduct of Contractor Employees: The contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary to ensure satisfactory contract performance. The Contracting Officer may require the Contractor to remove from the job site any employee for reasons of misconduct, security, or suspected or found to be under the influence of alcohol, drugs, or other incapacitating agent(s). In the event the contractor fails to remove any employee from the contract work whom the Contracting Officer or the Contracting Officer's designated representative deems incompetent, careless, insubordinate, unfit, objectionable or whose continued employment on the work is deemed by the Government to be detrimental to the Government's mission, the Contracting Officer or the Contracting Officer's designated representative may require, in writing, the contractor to remove the employee from work under this contract and any other contract awarded to contractor by ARS BL. The contractor must then remove the employee from the site and from all work under the contract or task order.

f. Nondisclosure of Sensitive and/or Proprietary Data: The contractor recognizes that in the performance of this contract it may receive or have access to certain sensitive information, including information provided on a proprietary basis but not limited to, planning, programming, budgeting or execution (PPBE)…