Request For Quote - Medical Screening_vF.pdf

DEPARTMENT OF COMMERCE

SHARED SERVICES PROCUREMENT OFFICE

REQUEST FOR QUOTE – MEDICAL SCREENING

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REQUEST FOR QUOTE:

MEDICAL SCREENING

FOR

BUREAU OF INDUSTRY AND SECURITY

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Table of Contents

1.0 General Information

1.1 Purpose

1.2 Method of Acquisition

2.0 Communications & Quotation Submission

2.1 Questions

2.2 Quotation Submission

3.0 Quotation Preparation Instructions

4.0 Evaluation Method and Factors

4.1 Evaluation Method

4.2 Evaluation Factors

5.0 Terms and Conditions

6.0 Attachments

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1.0 General Information

1.1 Purpose

This Request for Quote (RFQ) solicits Quotes for Bureau of Industry and Security Medical Screening on behalf of the Department of Commerce (DOC) bureaus and offices.

This will result in the establishment of a single award firm fixed unit price Blanket Purchase Agreement

(BPA).

The contract will consist of a 12-month base period and four additional 12-month option periods.

1.2 Method of Acquisition

The Government intends to acquire these services by using Revolutionary FAR Overhaul (RFO )Part 12 ordering procedures set-aside to small businesses under NAICS 621111 for a base with four (4) option periods.

2.0 Communications & Quotation Submission

2.1 Questions

The due date for questions concerning this RFQ is August 31, 2026, 11:00AM Eastern Time (ET).

Questions received after the cutoff time will generally not be considered.

Contractors shall submit Questions in a MS Excel file following the format in the table below:

Table 1 Questions Format

Question No. Reference Question Category Question

# RFQ, PWS or attachments, and Section Solicitation, PWS or Price Matrix Question

The Government point(s) of contact are identified below.

Omar Mohamed Contracting Officer Omohamed@doc.gov

2.2 Quotation Submission

mailto:Omohamed@doc.gov

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The quotation due date and time of the solicitation is September 7, 2026, 11:00 AM Eastern Time (ET).

Quote submissions shall be submitted via email:

Omar Mohamed Contract Specialist Omohamed@doc.gov

Acceptable evidence to establish the time of receipt will be based on the receipt date/time stamp in the quotation submission email. In instances of technical delays, the Contracting Officer (CO) has the discretion to provide fair consideration for quotations where evidence exists that the quotation was submitted prior to the submission deadline.

3.0 Quotation Preparation Instructions

In response to this RFQ, the Contractor shall prepare a detailed Quote for meeting all stated requirements. The Quoter must demonstrate the ability to perform tasks within all functional areas described in the Performance Work Statement (PWS). Quotation documents shall comply with the following limitations and characteristics:

A. Cover Page containing the information below:

• Company Name

• Company Address

• Unique Entity Identification (UEID)

• CAGE Code

• Point of Contact(s) For This Quote

• Point of Contact(s) Phone Number(s)

• Point of Contact(s) Email Address(es)

• Do not include marketing materials.

• Margins (Top, Bottom, Right and Left) no smaller than 1" (headers and footers are allowed in the margins)

• Submission shall be provided in electronic format only.

• Arial size 11 font or Times New Roman 12 font shall be used.

• Offers shall be submitted in a format readable by Microsoft (MS) Word 2007, MS

Excel 2007, (or later) or in text searchable PDF format, as applicable.

• Quotations shall be limited to a total of fifteen (15) pages for the Technical

Quotation. Price Quotation are limited to five (5) pages. Quotations shall be subdivided into sections/electronic files and submitted as separate documents as follows: Attachment 1 Technical Quotation and Attachment 2 Price Quotation.

mailto:Omohamed@doc.gov

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4.0 Evaluation Method and Factors

4.1 Evaluation Method

a. The Government anticipates it will issue a single award firm-fixed-price blanket purchase agreement (BPA) resulting from this RFQ to the responsible Vendor whose Quote is determined to provide best value/ trade off to the Government, considering both price and non-price factors

b. The evaluation includes the following factors: Technical and Price. When combined, the technical factors are significantly more important than price.

c. The evaluation includes a Price factor. Evaluation of the Price factor will encompass an evaluation of the fairness and reasonability of the Quoter’s labor rates and of the Quoter’s approach to task order pricing and labor category management that will enable the Quoter to provide best value solution. Quoters are encouraged to submit a volume based tiered pricing structure.

d. Quotes will be reviewed for page limitations and formatting deviations. Pages exceeding the applicable page limitation will be eliminated from evaluation at the outset and will not be considered by the evaluation team.

e. Quotes will also be reviewed for compliance with solicitation instructions. Quotes that are determined “Non-compliant” with solicitation instructions may be removed from consideration for award during evaluation.

f. A Quote that lacks sufficient information or otherwise fails to comply with solicitation instructions in one or more factors may be removed from further consideration for award or continued evaluation.

g. The Government reserves the right to waive any minor informality or irregularity in the quotations received.

h. The Government anticipates selecting awardees based on initial quotes, without engaging in exchanges with Quoters. Quoters should recognize that their initial price and technical volumes may be used as the sole and final basis for award and should quote accordingly. Quoters are thus strongly encouraged to submit their best technical solutions and price in response to this RFQ. The Government reserves the right to request additional information, such as revisions to correct minor clerical errors, or to request additional discounts if it is in the Government’s best interest to do so.

i. This method does not use any aspects of FAR subpart 15.3. The use of this process does not obligate the Government to determine a competitive range, conduct negotiations with any contractors, solicit quotes or revisions thereto, or use any other source selection techniques associated with subpart 15.3.

j. Exchanges with Best-Suited Contractor(s): Once the Government determines the Quoter(s) that are the best-suited (i.e., the apparent successful Quoter(s)), the Government reserves the right

6 | P a g e to communicate with only those Quoter(s) to address any remaining issues, if necessary, and finalize an agreement with those Quoter(s). These issues may include technical, management and price. If the parties cannot successfully address any remaining issues, as determined pertinent at the sole discretion of the Government, the Government reserves the right to communicate with the next best-suited Quoter(s) based on the original analysis and address any remaining issues. Once the Government has begun communications with next best-suited Quoter(s), no further communications with the previous Quoter(s) will be entertained until after the award is made.

4.2 Evaluation Factors

The evaluation of each non-price factor will be done holistically with a rating scale of "high confidence," "some confidence," and "low confidence," representing the technical team’s confidence that the Quoter understands the requirement and will be successful in performing the work. Each non-price factor will receive an individual confidence rating as outlined in the table below; there will not be an overall or roll-up confidence rating for the nonprice factors.

High Confidence

The Government has high confidence that the Quoter understands the requirement, proposes a sound approach, and will be successful in performing the agreement with little or no Government intervention.

Some Confidence

The Government has some confidence that the Quoter understands the requirement, proposes a sound approach, and will be successful in performing the agreement with some Government intervention.

Low Confidence

The Government has low confidence that the Quoter understands the requirement, proposes a sound approach or will be successful in performing the agreement even with Government intervention.

4.2.1 The following factors will be used to evaluate Quotes.

4.2.2 Technical Approach

The Government will evaluate the Quoters understanding of the requirement and its proposed approach for performing medical clearance reviews, fitness-for-duty evaluations, and occupational medical surveillance case reviews and all tasks described in Section 4 of the PWS. The quoter shall also detail how they plan to meet the performance requirements in Technical Exhibit 1 – 3.

The evaluation will consider the Offeror's ability to:

• Proposed Methodology for Examinations: How will the offeror ensure all required examination components (e.g., medical history review, physical exam, lab testing, audiogram, vision testing, EKG) are performed thoroughly and consistently?

• Approach to Medical Determinations: Detail the quoters plan for the RMO to conduct medical screening and surveillance case reviews, including how they will develop consistent protocols based on sound occupational health practice, especially when specific OSHA guidance is absent, and how they will collaborate with the agency POC.

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• Scheduling and Coordination Protocol: Outline the proposed standard protocol for timely scheduling of both applicant and periodic incumbent examinations, demonstrating how it will support agency hiring timelines and meet medical surveillance requirements.

• Preliminary Consultation Process: Describe the approach for conducting the preliminary consultation with a Subject Matter Expert knowledgeable in the nature of the work

• Provide access to a nationwide network of qualified occupational health providers, clinics, laboratories, and medical specialists capable of supporting applicants and employees located throughout the United States and its territories. The Quoter shall describe the size, geographic coverage, and capabilities of its network and its ability to coordinate examinations, testing, and medical evaluations in a timely manner regardless of employee location.

4.2.3 Relevant Experience

The Government will evaluate the Quoters demonstrated experience within the past five (5) years in performing occupational medicine review services similar in size, scope, and complexity to this requirement. The Quoter shall submit a minimum of three (3) relevant experience examples. (Relevant experience is not limited to Federal Government experience.)

The evaluation will consider the Offeror's experience with:

• Medical clearance and fitness-for-duty determinations.

• Occupational medical surveillance programs.

• OSHA-regulated medical monitoring programs.

• Review of medical examinations, laboratory testing, and exposure-related health assessments.

• Development of medical review protocols and occupational health guidance.

• Support provided to Federal agencies or organizations with comparable regulatory requirements.

The Government will assess the degree to which prior experience demonstrates successful performance of services similar to those required under this solicitation.

4.2.4 Management and Quality Control

The Government will evaluate the Quoters ability to manage performance and ensure the quality, consistency, and timeliness of medical determinations.

The evaluation will consider:

1. Quality assurance and quality control procedures.

2. Processes for maintaining consistency in medical determinations.

3. Internal review procedures for complex or high-risk cases.

4. Methods for communicating with Government points of contact.

5. Procedures for tracking workload, managing case volumes, and meeting required turnaround times.

6. Risk mitigation strategies to ensure continuity of services.

4.2.5 Price

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Quoters shall complete the attached Price-matrix and provide fixed-unit pricing for medical clearance reviews. The Government will evaluate pricing to determine whether prices are fair and reasonable.

Quoters are encouraged to propose volume-based pricing structures that provide cost savings to the Government as screening volumes increase. Examples include, but are not limited to:

1–10 screenings at $X per screening 11–25 screenings at $X per screening 26–100 screenings at $X per screening 101+ screenings at $X per screening

Quoters may propose alternative volume tiers if they believe a different structure provides greater value to the Government. Proposed pricing shall clearly identify the screening volume thresholds associated with each pricing tier.

5.0 Terms and Conditions

All applicable open market terms and conditions from RFO 12.205 apply to this solicitation. Clauses Incorporated by Reference:

NUMBER TITLE DATE

52.212-4 Terms and Conditions – Commercial NOV 2023

Products and Commercial Services 52.227-17 Rights in Data – Special Works DEC 2007 52.227-16 Additional Data Requirements JUN 1987 1352.201-70 Contracting Officer's Authority APR 2010 1352.209-71 Limitation of future contracting APR 2010 1352.209-72 Restrictions against disclosure APR 2010 1352.209-73 Compliance with the Laws APR 2010 1352.215-75 Evaluation Criteria APR 2010 1352.227-70 Rights in Data, Assignment of Copyright APR 2010

Clauses Incorporated by Full Text:

CAR 1352.209-74 Organizational conflict of interest (APR 2010)

(a) Purpose. The purpose of this clause is to ensure that the contractor and its subcontractors:

(1) Are not biased because of their financial, contractual, organizational, or other interests which relate to the work under this contract, and

(2) Do not obtain any unfair competitive advantage over other parties by virtue of their performance of this contract.

(b) Scope. The restrictions described herein shall apply to performance or participation by the contractor, its parents, affiliates, divisions and subsidiaries, and successors in interest (hereinafter

9 | P a g e collectively referred to as “contractor”) in the activities covered by this clause as a prime contractor, subcontractor, co-sponsor, joint venturer, consultant, or in any similar capacity. For the purpose of this clause, affiliation occurs when a business concern is controlled by or has the power to control another or when a third party has the power to control both.

(c) Warrant and Disclosure. The warrant and disclosure requirements of this paragraph apply with full force to both the contractor and all subcontractors. The contractor warrants that, to the best of the contractor's knowledge and belief, there are no relevant facts or circumstances which would give rise to an organizational conflict of interest, as defined in FAR Subpart 9.5, and that the contractor has disclosed all relevant information regarding any actual or potential conflict. The contractor agrees it shall make an immediate and full disclosure, in writing, to the Contracting Officer of any potential or actual organizational conflict of interest or the existence of any facts that may cause a reasonably prudent person to question the contractor's impartiality because of the appearance or existence of bias or an unfair competitive advantage. Such disclosure shall include a description of the actions the contractor has taken or proposes to take in order to avoid, neutralize, or mitigate any resulting conflict of interest.

(d) Remedies. The Contracting Officer may terminate this contract for convenience, in whole or in part, if the Contracting Officer deems such termination necessary to avoid, neutralize or mitigate an actual or apparent organizational conflict of interest. If the contractor fails to disclose facts pertaining to the existence of a potential or actual organizational conflict of interest or misrepresents relevant information to the Contracting Officer, the Government may terminate the contract for default, suspend or debar the contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

(e) Subcontracts. The contractor shall include a clause substantially similar to this clause, including paragraphs (f) and (g), in any subcontract or consultant agreement at any tier expected to exceed the simplified acquisition threshold. The terms “contract,” “contractor,” and “Contracting Officer” shall be appropriately modified to preserve the Government's rights.

(f) Prime Contractor Responsibilities. The contractor shall obtain from its subcontractors or consultants the disclosure required in FAR Part 9.507–1 and shall determine in writing whether the interests disclosed present an actual, or significant potential for, an organizational conflict of interest. The contractor shall identify and avoid, neutralize, or mitigate any subcontractor organizational conflict prior to award of the contract to the satisfaction of the Contracting Officer. If the subcontractor's organizational conflict cannot be avoided, neutralized, or mitigated, the contractor must obtain the written approval of the Contracting Officer prior to entering into the subcontract. If the contractor becomes aware of a subcontractor's potential or actual organizational conflict of interest after contract award, the contractor agrees that the Contractor may be required to eliminate the subcontractor from its team, at the contractor's own risk.

(g) Waiver. The parties recognize that this clause has potential effects which will survive the performance of this contract and that it is impossible to foresee each circumstance to which it might be applied in the future. Accordingly, the contractor may at any time seek a waiver from the Head of the Contracting Activity by submitting such waiver request to the Contracting Officer, including a full written description of the requested waiver and the reasons in support thereof.

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RFO 52.217-5 Evaluation of Options (JUL 1990)

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

RFO 52.217-8 Option to Extend Services (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the task order period.

RFO 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor any time prior to contract expiration, provided that the Government gives the Contractor a preliminary written notice of its intent to extend any time before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months.

6.0 Attachments

Attachment 1: Performance Work Statement Attachment 2: Price Schedule Template https://www.acquisition.gov/far/current/html/Subpart%2017_2.html#wp1078150