REVISED__IFB_I-1516-06_Bid_Document.pdf

Printed on Recycled Paper

Department of Toxic Substances Control

Barbara A. Lee, Director 1001 I Street

Sacramento, California 95812

Matthew Rodriquez Secretary

Environmental Protection

Edmund G. Brown Jr.

Governor

INVITATION FOR BID “ REVISED ”

Notice to Prospective Bidders

IFB No. I- 1516-06 April 21, 2016

You are invited to review and respond to the Department of Toxic Substances Control (DTSC) Invitation for Bid (IFB) entitled Biomedical Monitoring Services for Sacramento, Berkeley, Clovis, Chatsworth, Cypress, El Centro and San Diego, California, IFB No. I- 1516-06. The purpose of this solicitation is to award four (4) contracts for the specified services. In submitting your bid, you must comply with these instructions.

DTSC is not obligated to award and reserves the right to reject all bids.

Shown below are the four (4) areas that will each be awarded a Contract through this IFB.

Note that all Contracts entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site: http://www.dgs.ca.gov/ols under “Standard Contract Language”. If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of DTSC, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this IFB is:

Contracts and Business Management Branch

Attention: David Faulkner P. O. Box 806 (Mail)

1001 I Street (Hand Delivery) Sacramento, CA 95812-0806

(916) 323-3719 e-mail: David.Faulkner@dtsc.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Ed Scholte Procurement and Contracting Officer

Areas Includes Northern Central CA (1) Sacramento Northern Coastal CA (2) Berkeley

Central CA (3) Clovis Southern CA (4) Chatsworth, Cypress, El Centro, San Diego http://www.dgs.ca.gov/ols

IFB Number I-1516-06

TABLE OF CONTENTS

Section Page

I. Purpose and Description of Services A. Background and General Scope of Work………………… B. Authorization Letter for Release of Employee Medical Record……………… C. Employee Participation Notice and Consent Form……………………………….17 D. Medical Certification………………………………………………………………….19 E. Staff Member Refusal Form…………………………………………………...… F. Rules of Bidding…… G. Disabled Veterans Business Enterprise (DVBE) Requirements H. Subcontracting Requirements…

I. Questions

II. Bidder Minimum Qualifications A. Bidder Experience… B. Bidder References C. Bidder Business License D. Disabled Veteran Business Enterprise Participation Program Requirements ... 23 E. Biomedical Monitoring Regions……………………………………………………..24

III. Bid Requirements and Information

A. Key Action Dates B. Submission of Bid C. Evaluation and Selection D. Award and Protest E. Disposition of Bids F. Contract Execution and Performance

IV. Special Considerations and Requirements A. Preference Programs

ATTACHMENT 1 Required Attachment Check List ATTACHMENT 2 Bid/Bidder Certification Sheet ATTACHMENT 2a Darfur Contracting Act Certification Sheet ATTACHMENT 3 Cost Sheet ATTACHMENT 4 Bidder References ATTACHMENT 5 Bidder List of Subcontractors ATTACHMENT 6 DVBE Participation Program Requirements ATTACHMENT 7 Payee Data Record Form ATTACHMENT 8 Contractor Certification Clauses Form

Sample Standard Contract (STD 213)…………………………

1) Exhibit A, Scope of Work……………………………………………………

2) Exhibit B, Budget Detail and Payment Provisions……………………………

3) Exhibit C, General Terms and Conditions by reference http://www.dgs.ca.gov/ols

4) Exhibit D, Special Terms and Conditions

5) Exhibit E, Additional Provisions http://www.dgs.ca.gov/ols

I. PURPOSE AND DESCRIPTION OF SERVICES

The purpose of this document is to solicit bids from Contractors who have the ability to provide all necessary personnel services, materials, supplies, facilities and equipment to a network of occupational medical care for services to field staff in the Sacramento, Berkeley, Clovis, Chatsworth, Cypress, El Centro and San Diego cities of the Department of Toxic Substances Control (DTSC) field staff. Services comply with the biomedical monitoring program required by Title 8 CCR, 29 CFR and the California Labor Code (CLC) and in accordance with the Scope of Work.

The “anticipated” dollar amount for this agreement is $330,000 for Sacramento, $150,000 for Berkeley, $50,000 for Clovis and $330,000 for Southern California for a term of three (3) years with the option to renew for one (1) additional year. The actual expanded amounts for the contract could be higher or lower, depending on program needs. Agreement amounts are not guaranteed.

Geographical Distribution

Contractor will provide biological medical monitoring services to the DTSC Sacramento field staff located at the address below. Contractor's facility shall be located within a 25-mile (road miles) radius from the State office location. (Note: DTSC offices may change locations however; this will have no effect on the 25-mile (road miles) radius requirement.)

Sacramento

DTSC Cal Center 8800 Cal Center Drive Sacramento, CA 95826

DTSC Headquarters 1001 I Street Sacramento, CA 95812

Berkeley

DTSC Berkeley 700 Heinz Avenue Berkeley, CA 94710

Southern California

DTSC San Diego 2375 Northside Dr., Ste# 100 San Diego, CA 92108

DTSC Chatsworth 9211 Oakdale Avenue Chatsworth, CA 91311

DTSC Cypress 5796 Corporate Avenue Cypress, CA 90630

DTSC El Centro 627 Wake Avenue EL Centro, CA 92243

Clovis

DTSC Clovis 1515 Tollhouse Road Clovis, CA 93614

Background The mission of DTSC is to protect California’s people and environment from harmful effects of toxic substances by restoring contaminated resources, enforcing hazardous waste laws, reducing hazardous waste generation, and encouraging the manufacture of chemically safer products.

DTSC staff are exposed to potentially hazardous conditions while performing their duties at hazardous waste sites in California. These conditions include exposures to harmful physical, chemical or biological agents.

DTSC is required by policy and the California Labor Code, Section 6400 to provide a safe and healthful work place for its employees. California Occupational Safety and Health Administration (OSHA) promulgated, Title 8, California Code of Regulations (T8 CCR) Sections 5095-5100, 5144, 5194-5220, 5192, as well as other regulations, address hazardous waste operations and emergency response, hearing conservation, respiratory protection and other occupational health and safety hazards. In order to comply with mandated law and implementation of DTSC's policy, an effective program to provide biological/medical monitoring for affected DTSC personnel is required.

A. Scope of Work

Purpose and Description of Services

Using an agreed upon price schedule and Contract implementation plan, the Contractor shall provide biological/medical monitoring for DTSC personnel exposed or potentially exposed to toxic chemicals or physical agents.

All current field employees and new field employees shall have baseline examinations and thereafter appropriate medical examinations. Special examinations for employees exposed to specific hazards shall be scheduled on an as-needed basis or as required by applicable regulations.

1) Contactor shall furnish labor, materials, and equipment necessary to perform physical examinations for the DTSC employees as described below. Contractor shall conduct examinations on an ongoing basis throughout the duration of this Contract with appointments available to DTSC Staff at least four (4) State business days a week with the first appointment commencing not later than 9:00 AM and no fewer than two (2) appointments available before noon per day. Walk-in clinics are not acceptable.

2) Contractor shall provide DTSC a list of the scheduled exams including times and dates, for all future appointments, on the first State business day of the week by 9:00 AM.

3) Contractor shall ensure that all physical examinations are conducted by a physician with licenses and certifications unrestricted by their respective boards or qualified medical professional under the direction of licensed physician.

4) Contractor shall schedule exam appointments within fourteen (14) calendar days of DTSC employee's initial request (phone, email).

5) Contractor shall assess employee's physical ability and determine and certify employee to wear air-purifying and air-supplied respirators and other personal protective equipment, and determine their ability to work in hazardous waste/substance environments. (NOTE: DTSC’s medical certification form must be completed by the physician, see page 19-20.)

6) If there are specific limitations, then the physician will specify the limitations based on the examination and records received. Work restrictions shall be limited to employee’s job description (box checked, or additional information provided). All limitations must be based on documentation and the medical examination. (NOTE: DTSC’s medical certification form must be completed by the physician, see page 19-20.)

7) Contractor shall provide consultation services to DTSC's Health and Safety Program and/or management on the following issues:

a. Industrial hygiene, safety, etc.; and

b. On an as-needed basis for the purpose of conducting quality-assurance meetings.

8) Contractor shall provide informational sessions to DTSC staff (no more than fifty (50) staff per session), at the request of the State. These training sessions will be in the area of the Contractor's expertise, i.e., occupational disease, medical and biological monitoring, and toxicology.

9) Contractor shall mail a copy of the physician’s written report along with a copy of all tests and forms to the employee’s home address within thirty (30) calendar days of the medical examination.

10) Contractor shall ensure the confidentiality of medical records.

11) All requests for information by DTSC Contract Manager and staff through email, or phone shall be responded to by the contractor within one (1) state business day.

12) DTSC staff will evaluate Contractor’s performance and discuss any remedial actions which may be necessary in response to employee complaints. Contractor shall provide a written plan with due dates and check points within three calendar days of the discussion/communication. DTSC will also inspect the facilities to ensure the contract facilities are in compliance with the contract.

Medical Examination

Contractor shall provide all personnel services, materials, supplies, facilities and equipment to continue a network of occupational medical care. Contractor shall perform all examinations and specimen collection at only one site during the initial examination. Analysis of specimens may be performed off-site; all contractors’ name(s), location(s) and telephone number(s) of colleagues/associates who may substitute for the Contractor in his/her absence shall be provided to the State. All medical examinations shall be conducted by a licensed physician or qualified medical professional under the direction of licensed physician.

1) Medical Examination

All examinations as described in this attachment shall be provided by Contractor to current employees, commencing within fourteen (14) calendar days of Contract award.

All medical examination elements, including electrocardiogram tests, shall be conducted by a licensed physician or qualified medical professional under the direction of licensed physician , at one medical facility (including, but not limited to the following: blood draw, x-ray, EKG, spirometry, audiometry) of the Contractor, except for laboratory analysis. The personal and family history, with pertinent genetic, occupational and environmental factors, shall be obtained by the Contractor. The Contractor shall consider whether factors exist such as reduced immunological competence, treatment with steroids or cytotoxic agents, pregnancy and cigarette smoking which predispose the employee to increased risk. The consulting physician or qualified medical professional under the direction of licensed physician shall discuss the preliminary results of the exam with the staff member prior to ending the examination.

DTSC staff shall have a minimum of two (2) physicians or qualified medical professional under the direction of licensed physician to choose from for the medical examination.

Contractor shall subcontract to a facility that specializes in blood draws for DTSC staff members that are more comfortable in another facility; the alternate blood draw location must be open by 8:00 AM on state business days. DTSC must approve the location and provider before providing services. Alternate facilities must be within five (5) miles of the medical facility, DTSC office, or the employee’s home.

Contractor shall provide an option for DTSC staff to have their blood draws completed prior to their examination date.

The Contractor shall obtain the medical authorization and “Employee Participation Notice and Consent Form” from all DTSC employees prior to performing services. This notice places time limitations on the DTSC staff and the purpose of this service shall only be limited to these authorized staff.

2) Medical Report

The Contractor shall provide (within thirty (30) calendar days) a typewritten summary of findings for each examination. Incomplete medical examinations/reports will not be accepted for processing/payment. All examination elements are critical and are required by regulation and the contract. This summary shall include:

a. Description of current health status of the employee.

b. Discussion of any changes in health status as compared to previous periodic and baseline examinations. If needed, the State will provide the Contractor with any available exposure records.

c. Recommendations for appropriate follow-up by DTSC, the employee, or his/her private medical professional.

d. A statement that the employee has been informed by the medical professional of the results of the medical examination and any medical conditions which require further examination or treatment.

e. The results of the medical examination tests. Whenever non-work related medical conditions are diagnosed requiring follow-up, the Contractor shall inform the employee verbally (at the time of the examination) and in writing of the condition and recommended action. Whenever follow-up by the employee's private physician is recommended, the Contractor shall send a complete copy of the medical records to the private physician.

f. A statement that the employee is approved to work at hazardous waste sites, or condition(s) limiting the employee's ability to work at a hazardous waste site, as provided in the Medical Certification, see page 19-20.

g. If the employee refuses any required element of the examination, then:

1. The medical facility will have the employee sign the attached form (attachment “DTSC

Staff Member Refusal” form, page 21) indicating which exam elements were refused.

2. The field certification is deferred (no check marks) and is treated as a limitation.

3. The Contractor shall immediately notify the DTSC Technical Advisor within eight (8) hours by phone, and scan and send a copy of the failed field certification by email to the Technical Advisor, the supervisor and the staff member.

h. If the employee fails any part of the examination, and is limited in his/her duties (including any aspect of field work), then:

1. The Contractor shall immediately notify the employee by phone and in writing.

2. The Contractor shall immediately notify the DTSC Technical Advisor within 8 hours by phone and scan and send a copy of the failed field certification by email to the Technical Advisor, the supervisor and the staff member.

i. If the employee passes the examination, then the contractor shall scan and email the medical certification within ten (10) calendar days of the examination to:

medicalmonitoring@dtsc.ca.gov, the staff member, and the supervisor.

j. A statement as follows: “This summary including the recommendations, copies of all medical tests, and the Medical Certification, will be sent to the patient.”

3) Medical Consultation

When medically indicated, certain tests (e.g. biological monitoring) that are not usually performed may be conducted provided prior approval is granted by the DTSC Technical Advisor.

4) Prior to Medical Examination

Before his/her examination date, the Contractor shall provide each DTSC employee with the following:

a) A complete address of the facility, including Suite number and signage along with a phone number and name of the clinic. The information shall include the business name in the building directory and on the door.

b) Information on the sequence of tests to be done, approximate time of each test and any preparation required of the employee (e.g., overnight fasting, bring glasses as necessary, and remove contract lenses at the exam).

c) The Contractor’s health history questionnaire that includes the OSHA’s respiratory protection questionnaire (T8 5144) and OSHA’s asbestos questionnaire. The health history questionnaire shall include details of past occupational exposures and injuries, including exposure to noise, vibration and physical and chemical hazards.

d) All required forms as listed in Number 5, pages 15 through 21.

5) Forms (Modifications of these forms by DTSC does not require a formal amendment.)

The Contractor shall ensure that the following three (3) forms are completed at the time that it provides a medical examination for each DTSC employee. Please see pages 15 through 21 for a copy of the forms.

a) "Authorization Letter for Release of Employee Medical Record Information"

b) “Employee Participation Notice and Consent Form"

c) "Medical Certification"

d) “DTSC Staff Member Refusal”, as required.

6) Physical Examination Content – REQUIRED except for “20” , “23”, “24”, and “25”

The Annual, Baseline, and Exit examinations on DTSC staff shall consist of physician or qualified medical professional under the direction of licensed physician services to include occupational and general medical history, reproductive history, age and date of birth and the following, unless refused by the employee (attach form “DTSC Staff Member Refusal)

a. Complete Physical Examination

1. Anthropometric measurements – Determine employee’s height (without shoes) and weight (without shoes) using a balance beam scale and measuring rod. Height and weight parameters will be used to calculate various other physiologic and anatomic values.

2. General appearance and development - Note any posture defects, perceptible limp, tremor, or other defects.

3. Lungs/Chest - Stethoscopic examination is required. Note wounds, injuries, scars, or weakness of thoracic muscles that would be indicative of an underlying pathology sufficient to interfere with normal breathing. If any lung disease is detected, state whether active or arrested; if arrested, include your opinion as to how long it has been quiescent. List any diagnosis such as asthma and medications the employee uses to control symptoms related to the disorder.

4. Heart and Circulatory System - Stethoscopic examination is required. Note murmurs and arrhythmias, and any past or present history of cardiovascular disease of a variety known to be accompanied by syncope, dyspnea, collapse, enlarged heart, or congestive heart failure. Perfusion of the extremities must be included in the cardiac assessment. List any diagnosis such as angina, arrhythmias, status post myocardial infraction, or other factors, and medications the employee uses to control symptoms related to the disorder.

5. Pulse and Blood Pressure - Measure blood pressures using aneroid sphygmomanometers. The employee will be in a sitting position during the reading. If blood pressure results exceed either systolic (140) or diastolic (90) reference range, repeat test after the employee has been at rest for ten (10) minutes. Calibrate aneroid sphygmomanometers on a monthly basis, or more frequently if indicated, using a mercury column baumanometer. If the employee has been diagnosed as hypertensive, list all medications that the employee is using to control the hypertension.

6. Extremities – range of motion, joint stability, loss of limb - Record the loss or impairment of a leg, foot, toe, arm, hand, or fingers. Also, record any impairments or structural defects which may interfere with the employee’s use of an extremity.

7. Gastrointestinal - Note any disease of the gastrointestinal system.

8. Skin condition

9. Neurologic - Describe employee’s motor and sensory deficits in detail. Knee jerks are to be reported absent only when not obtainable upon reinforcement and as increased when foot is actually lifted from the floor following a light blow on the patellar tendon.

Note any vibratory and/or positional abnormalities.

10. Spine - Note deformities, limitations of motion, or any history of pain, injuries, or disease, past or presently experienced in the cervical, thoracic, or lumbar regions of the spine. Describe any scars that have been caused by a surgical procedure, or prosthetic devices that the employee uses for lumbar support or scoliosis.

11. General impressions

12. Head: eyes, ears, nose, throat and teeth - Eyes, ears, nose, sinuses and throat will be free of injuries and disease.

a) Ears - Note evidence of mastoid or middle ear disease, temperal membrane perforation or scaring, discharge, symptoms of aural vertigo, or Meniere’s syndrome.

b) Nose and Throat - Note any evidence of disease, irremediable deformities of the nose or throat that could interfere with breathing.

c) Teeth - Dentition must be adequate to support the normal facial structures. Note any evidence of deformities of the teeth, loose teeth, or prosthetic devices that could interfere with breathing.

13. Hearing (Audiometry) – audiometry is completed for all exams.

a) Note the use of hearing aids or obvious hearing deficits.

Audiometry must be conducted at least 500- 4000 Hz, from 0- 90 db. Audiometry must be conducted in a certified booth and administered by either an automated audiometer, or a properly trained technician. Rooms used for audiometric testing should not have background sound levels exceeding those specified in the agency’s Occupational Noise Exposure Standard, 8 CCR 5095-5100. The report must state precisely under what conditions the examination was done (e.g., "Madsen Audiometer Model 260, calibrated ANSI 1969 standards on 2/24/87, certified booth and technician"). If OSHA certified sound booth is not employed, the contractor must document the measurements of background noise levels which will be recorded prior to each test program to comply with OSHA permissible background noise standards; 8 CCR 5095 – 5100.

b) Attach printout of audiometric test.

14. Visual screening, including:

a) Document the use of corrective lenses or contact lenses.

b) Note ptosis, discharge, visual fields, ocular muscle imbalance, corneal scars, exopthalmus, or strabismus, uncorrected by corrective lenses.

c) Record near and distant visual acuity (corrected and uncorrected), both individually and simultaneously.

d) Assess basic color vision using Ishihara plates and guidelines for interpretation.

Assess depth perception.

e) Radial Keratotomy: persons who have undergone radial keratotomy must demonstrate stable visual function before being assigned to a position that requires the use of a respirator. Persons will not be considered for fit testing until a minimum of two months postoperative.

f) Contact lenses - indicate whether or not employee wears contacts.

Contacts must be removed for uncorrected vision.

15. Complete blood count, including red blood cell (RBC) indices and white blood cell

(WBC) differential, basophils (absolute and percentage), hemoglobin, hematocrit, eosinophils (absolute and percentage), MCV, MCH, MCHC, MPV, lymphocytes (absolute and percentage), monocytes (absolute and percentage), RDW, platelet count, and neutrophils (absolute and percentage).

16. Complete urinalysis, including microscopic examinations. Different components of urinalysis include: Nitrates, Leukocyte Esterase, Ketones, Glucose, Red Blood Cells, Appearance, Bilirubin, Color, Specific Gravity, pH, Protein, Urobilinogen, Occult Blood

17. Blood Chemistry

Albumin A/G Ratio

Alanine aminotranferase (ALT) Aspartate aminotransferase (AST) Alkaline Phosphates Blood Urea Nitrogen (BUN) BUN/Creatinine Ratio Calcium Chloride Cholesterol Cholesterol/HDL Ratio Cholesterol, percentile Creatinine Direct Bilirubin Glucose Gamma Glutamyl Transferase Globulin HDL Cholesterol Iron Lactodehydregenase (LDH) LDL Cholesterol (Calculated) Magnesium Phosphorous Potassium Sodium Total Bilirubin Total Protein Triglycerides Uric Acid

18.Blood Lead and Cholinesterase

a) Blood lead and ZPP - expressed in mcg/dl and Zinc Protoporphrin – tests shall be sensitive to 1 mcg/dl, ZPP per the Cal-OSHA lead standard (8CCR 5198).

b) Cholinesterase (RBC and plasma) – one step cholinesterase test

19. Spirometry, including:

a) Note: If the employee’s breathing is labored or tachypnic. Confirm whether the employee has used a bronchodilator or anti-inflammatory agent within the preceding forty-eight (48) hours.

b) Testing to determine forced vital capacity (FVC) and forced expiratory volume at one second (FEV1) must be conducted according to the American Thoracic Society standards. This requires a column time curve showing a minimum of three acceptable FVC maneuvers. Measurements must be made of the FVC and the FEV1. Calculate and express the FVC/FEV1 ratio as a percentage. Record the largest FVC and the largest FEV1. Record the percentage FEV-1/predicted.

Attach a copy of the actual tracing along with the calculation (computerized printout preferred).

c) All DTSC lung function tests shall be conducted by a trained, qualified, and certified technician using a flow spirometer that meets the American Thoracic Society’s specifications. Spirometers must be cleaned and maintained according to the manufacturer’s specifications and calibrated as recommended by the American Thoracic Society.

20. Chest x-ray, 14 by 17 inches - REQUIRED FOR BASELINE, EXIT AND

ASBESTOS/SILICA EXPOSURES.

This is required for all baseline and exit examinations. If a DTSC staff member works in or around asbestos, then the x-ray will be done every three years. (X-ray shall be taken at the physician’s discretion pursuant to Cal-OSHA’s asbestos standard. X-ray shall be taken at the staff member’s request even if it’s not medically required). X-ray provides images of the chest, lungs, heart, large arteries, ribs and diaphragm. Two views are usually taken by an X-ray technician while you stand and hold your breath:

a) Posterior-anterior view – x-ray pass through the chest from the back

b) Lateral view – the x-ray pass through the chest from one side to the other

21. Cardiology Resting EKG.

a) Resting electrocardiogram

b) Blood pressure

c) Pulse rate - A radial pulse can be used. If the pulse is irregular, compare the apical pulse with the radial pulse. Record the rate and rhythm. Be specific when describing the pulse rate, rhythm, and differences between the apical and radial pulses.

22. Cardiology Consultation. If the cardiology examination findings are not normal, then the Contractor shall have a board certified cardiologist review the medical tests, patient history and any other applicable information and issue a written opinion.

23. Hernia examination (males only) PSA Test, also.

24. Hepatitis B Vaccination. This is only if pre-approved by the DTSC contract or technical contract manager.

25. Other examinations will be provided by the Contractor if pre-approved by DTSC’s Technical Advisor in writing.

b. Other

1. Consultation or Retainer Fee (hourly rate) only if DTSC requests consultation not related to an exam. For example, for a qualified medical professional to present a medically related topic to DTSC.

2. DTSC AED Medical Director – If DTSC chooses to use the contractor to fulfill the role, per regulation, as the AED medical director.

3. DTSC AED medical director review of AED incidences.

Subcontracting

Any subcontracting and subsequent subcontractor must be pre-approved by DTSC’s Contract Manager or Technical Advisor. All sub-contractors may be inspected by DTSC prior to their approval. If DTSC cites three (3) or more serious concerns to the contractor, the contractor shall change sub-contractors to a sub-contractor that is mutually approved by DTSC and the contractor.

Standards for Occupational Health Services

1) Only the following entities may conduct medical examinations of DTSC employees:

a) A University of California occupational medicine surveillance program or affiliate that provides physical examinations to employees.

b) Any entity authorized as a health care provider organization by the Commissioner of

Corporations to provide occupational medical services.

c) An entity licensed as a full-service health care plan under the Health and Safety Code or a Health Care Organization under the California Code of Regulations.

d) Board Certified Physician(s) licensed to practice in the State of California who are currently providing occupational medical services described in the scope of work outlined in the invitation for bid.

2) An occupational health provider/administrator must continuously meet all of the requirements in order to contract with DTSC to provide medical examinations to DTSC employees. The occupational health provider/administrator must initially submit to DTSC a plan that shows a clear and concise description of how the organization will provide medical examinations, including all documentation necessary to demonstrate their ability to meet the requirements of this Contract. The Contractor shall also demonstrate their ability to have the field certification available within ten (10) calendar days and the complete medical report available within thirty

(30) calendar days.

3) The occupational health provider/administrator must provide written certification that it is not in violation of any provision of law or rules or orders of the Commissioner of Corporations, and that there are no outstanding orders, undertakings, or deficiency letters which involve the occupational health services provider. This requirement may be satisfied by verified statement under penalty of perjury by the president or managing officer of the occupational health services provider/administrator that the applicant meets the requirements set forth by DTSC, subject to verification by DTSC. If there is a change in this requirement, the Contract Manager shall be notified immediately in writing of the change in circumstances.

4) An occupational health provider/administrator who is in compliance with requirements for certification by the Department of Corporations shall submit to the Contract Manager copies of any relevant exhibits, sections or other documents to meet any of the requirements of this article, provided that the occupational health provider/administrator verifies that it is certified by the Department of Corporations.

5) The occupational provider must submit with their bid package a copy of their blood borne pathogens program and injury and illness prevention program. Training records for staff that will have contact with DTSC staff will be required. The programs must be in compliance with specific OSHA requirements.

6) DTSC will inspect the medical facilities and equipment prior to contract award, and periodically during the contract, to ensure the medical facilities meet with the contract specifications.

General Standards

The Contractor must demonstrate that they will continuously, throughout the term of the Contract, meet the following requirements:

1) All facilities including, but not limited to, clinics, hospitals, mobile units and laboratories to be utilized by the contractor for the delivery of occupational medical and health care services shall be licensed by the State Department of Health Services, if such licensure is required by law, and shall meet any other relevant certification requirements.

2) All personnel employed by or under contract to the Contractor shall be licensed or certified by their respective board or agency, where such licensure or certification is required by law.

3) All equipment required to be licensed or registered by law shall be so licensed or registered and the operating personnel for such equipment shall be licensed or certified as required by law.

4) Contractor shall have the organizational, financial, and administrative capacity to provide the services to DTSC employees within the timeframes specified in this contract. Contractor shall be able to demonstrate to DTSC that medical decisions are rendered by qualified providers unhindered by fiscal and administrative management, and that such decisions adhere to professionally recognized standards of care.

Authorization Letter For Release Of Employee Medical Record

I __________________________________________________ have chosen to (full name of employee and employee number) participate in a biological and medical surveillance program and hereby authorize:

(name of person or organization holding the medical records) to release to: Nannette Oseas, CIH, Supervising Industrial Hygienist

Health and Safety Program C/O Criselda Datoc

9211 Oakdale Avenue Chatsworth, CA 91311 the following medical information from my work related medical exams:

• summary report of employee’s suitability for continued work activities;

• certification of physical ability and respirator use;

• reports of all baseline and periodic medical tests provided as part of required medical examinations to participate in hazardous waste management field investigations;

• any additional procedures or tests conducted to determine employee’s health status or work related disease conditions;

• opinions regarding possible work related health conditions (i.e., audiometry/hearing loss, drug medication use, alcohol intake) which may impair normal work activities or abilities; and

• occupational health history.

Secretary for

Environmental Protection

Barbara A. Lee, Director 1001 “I” Street P.O. Box 806

Sacramento, California 95812-0806

Notice to Employee

The following information is provided to you concerning the medical records in accordance with Information Practices Act of 1977 and California Civil Code Section 1798 et seq.

1. Information gathering

Agency Name: State of California - Environmental Protection Agency

2. Requests for copies of the medical records should be addressed to:

Health and Safety Program c/o Criselda Datoc Chatsworth Office 9211 Oakdale Avenue Chatsworth, CA 91311

3. The authority for collecting this medical record is:

Labor code Section 142.3; California General Industry Safety Order Section 5144(h) medical limitations of respiratory use.

4. Consequences of Non-Participation

Please note: Failure to authorize release of medical record information in order to participate in this medical monitoring program may result in excessive risks to your health due to lack of appropriate precautions. Nevertheless, all appropriate administrative procedures would be taken to prevent excessive health risks. In any event, you may choose to be seen and examined by the physician of your choice who is board certified in occupational medicine. In this instance, the State will NOT pay for your examination.

5. Access Rights: Under Title 8 CCR, General Industry Safety Order, Section 3204, you and your designated representative, as well as a representative of the Chief of the Division of Occupational Safety and Health, have the right to access these records upon written request.

ACKNOWLEDGMENT

I have read and authorized the foregoing notice to employee and specifically authorize the release of the listed medical information to my employer at the address shown for my participation in a biological and medical surveillance program.

Printed Name Title Signature Date

Employee Participation Notice & Consent Form

C. As an employee of the Department of Toxic Substances Control (DTSC), you are hereby advised that the biological/medical surveillance program provided to you is not a substitute for general medical checkups of other periodic examinations designed to promote general health. Your employer provides the occupational medical monitoring program required by the California Code of Regulations (CCR) to screen for evidence of adverse effects or occupational exposures to harmful chemical or physical agents. It is also designed to ensure that employees are fit for work while wearing required personal protective equipment such as chemical protective clothing and respirators.

1. The medical surveillance examination is required to determine your physical suitability for participation in DTSC field activities. This occupational health program examination does not provide significant screening for many of the common non-occupational chronic disorders or acute non-work related injuries.

2. If you are diagnosed by the State’s medical contractor as having a non-work related medical condition, you will be notified in writing of the condition(s). If the condition(s) preclude you from performing your tasks in a safe and competent manner, you will be requested to seek appropriate care for such conditions from your private medical officer (PMO). You will be responsible for payment of cost incurred for this procedure. If you are unable to be certified, the State shall reasonably accommodate your medical condition. PMO certification will be subject to review by the State’s medical contractor for quality assurance.

3. Medical information concerning your health will be kept confidential. NOTE:

All information associated with the biological/medical surveillance program to be utilized for teaching, statistical research or epidemiological purposes will have all identifying data removed and made unrecognizable as to individual identity.

Environmental Protection

Barbara A. Lee, Director 1001 “I” Street

4. A copy of biological medical surveillance results will be in the custody of the examining physician. The original copy of these records will be maintained at DTSC’s Health and Safety Program (HSP) for at least 30 years. These records will be securely maintained with access limited to the Chief of DTSC, his authorized assistants or those agents you authorize under Title 8 CCR, General Industry Safety Order, Section 3204.

5. Employees may request copies of their medical records in a letter directed to DTSC’s Health and Safety Program.

Health and Safety Program c/o Criselda Datoc Chatsworth Office 9211 Oakdale Avenue

Chatsworth, CA 91311

Certification and Consent

I have received a copy of this Employee Participation Notice and Consent Form and may receive additional copies of this statement upon request. I understand that a copy of this statement will be placed in my health and safety records for acknowledgement of this notice and my consent to participate in the biological medical surveillance program.

Signature Date

Employee’s Printed Name

Supervisor’s Printed Name

MEDICAL CERTIFICATION

Name of Employee and Employee Number The above named employee has been medically examined on / / under provisions of the Department of Toxic Substances Control, biological medical surveillance program for field health and safety, and has been advised of the medical examination findings.

In the opinion of the examining physician, this employee:

I. CERTIFICATION FOR HAZARDOUS WASTE SITE WORK

[ ] will not experience an increased risk of material impairment from working in hazardous waste operations or emergency response.

[ ] will experience an increased risk of material impairment from working in hazardous waste operations or emergency response.

II. CERTIFICATION FOR RESPIRATOR USE

[ ] is medically qualified to wear a full-face air purifying respirator and/or a self-contained breathing apparatus.

[ ] medically qualified to wear only a full-face air purifying respirator.

[ ] is not medically qualified to wear respiratory protective equipment.

[ ] escape only

III. CERTIFICATION FOR IMPERMEABLE FULL BODY SUIT USE

[ ] is medically qualified to wear impermeable full body suits.

[ ] is not medically qualified to wear impermeable full body suits.

IV. OTHER WORK RELATED LIMITATIONS:

Environmental Protection

Barbara A. Lee, Director 1001 “I” Street

This medical facility will provide the DTSC employee with a copy of this certification and the physician’s written summary including recommendations, and a copy of all medical tests and the results.

Signature of Examining Physician: Date:

Printed Physician’s Name:

DTSC Staff Member Refusal

Employee Name:

Employee Number: _________

INFORMATION: If you refuse a required element of the biomedical surveillance examination, you will not be issued a medical certification to perform field work with DTSC. You will not be field certified.

I,___________________(name of employee) refuse the following required medical tests during my field certification exam for DTSC, my employer. Please initial each test refused.

Initial 1-12) Complete Physical Examination ____

13) Hearing (Audiometry) ____

14) Visual screening ____

15) Complete blood count ____

16) Complete urinalysis ____

17) Blood Chemistry ____ 18a) Blood Lead and Zinc Protoporphrin ____ 18b) Cholinesterase (RBC and plasma) ____

19) Spirometry ____

20) Chest x-ray, 14 by 17 inches. This is required for all baseline and exit examinations. If a DTSC staff member works in or around asbestos, then the x-ray will be done every three years. ____

21) Cardiology Resting EKG. ____

Signature of Staff Member: Date:

Signature of Examining Physician: Date:

Printed Physician’s Name:

Environmental Protection

Barbara A. Lee, Director 1001 “I” Street

5) All contracts with providers and other persons or entities furnishing services shall be consistent with the requirements of the Labor Code and the California Code of Regulations.

F. Rules of Bidding

Bidder shall be either a corporation, partnership, or other entity lawfully authorized to do business in the State of California with the exception of joint ventures. Joint ventures are unacceptable for this procurement. A successful bidder shall be referred to as Contractor when it is necessary to distinguish Contractor from subcontractors. The bidder shall set forth in his/her bid (a) the name and business address of each subcontractor who will perform work or labor or render service and (b) the amount and type of work to be done by each subcontractor.

Bidder shall be responsible for the performance and completion of all Contract work, including work of all subcontractors. State may exclude any entity related to bidder (i.e., parent or subsidiary firms) from bidding on any sub-contract being procured by Contractor.

Bids will be evaluated in accordance with the Bidder’s Qualifications detailed in this IFB.

DTSC will award a Contract to the lowest responsive, responsible bidder that meets all Minimum Qualifications (MQs) and submission of all required documents.

G. Disabled Veterans Business Enterprise (DVBE)

Bidder must fully comply with DVBE Participation Program requirements (see attachment 6 on page 39-40)

H. Subcontracting Requirements

Bidder must identify all subcontractors to be utilized for the services identified in this IFB.

(see attachment 5 on page 38)

DTSC RESERVES THE RIGHT TO REJECT ALL BIDS.

I. Questions

All questions pertaining to this IFB must be received by the date identified in the Key Action Dates. Questions shall be submitted by email to David.Faulkner@dtsc.ca.gov with the bid number appearing in the title. Comments or responses to oral inquiries or email shall not be binding.

II. BIDDER MINIMUM QUALIFICATIONS

This IFB is for one bid for each geographical area. Bidders must demonstrate that they can meet or exceed the minimum qualifications upon submission of the bid and throughout the term of the Contract. Bidder shall have successful experience with similar services or products of such services to be provided as described above.

mailto:David.Faulkner@dtsc.ca.gov

Bidder shall have available all personnel, equipment, materials and training necessary to comply with the provisions of this IFB from date of bid submission through full duration of the Contract.

There is no established format for this bid submittal. To ensure that DTSC’s evaluation staff give full credit to those responding to the IFB, DTSC would prefer that bidder take each question individually and provide the documentation that meets the required qualifications before moving to the next one. All information must be included for the bid to be considered responsive.

A. Experience

1. Bidder must have a minimum of five (5) years experience in performing the services listed in the Scope of Work in the geographical area of the contract.

2. Bidder must show the ability to perform and provide services for the area they are bidding for (see Figure 1 on page 24).

3. Bidder will include a letter with bid that indicates the number of years performing required duties in Scope of Work and explaining how company qualifies to perform work described in IFB. The letter shall be on company letterhead and signed by the person authorized to bind the company.

B. References

Bidders must provide name, telephone number, and address of three (3) business firms or governmental agencies they have provided services to at the locations this contract is asking for services similar to those detailed in the Scope of Work and discussed in the Bidders Letter. The State will verify references and request appropriate information. Additionally, the bidder must have five (5) years of experience performing similar services in the geographical area as defined by twenty-five (25) miles (road miles) from the office location.

C. Bidder shall submit a copy of their Business License

Provide for Bidder and any identified subcontractors in the bid, one copy and a reference to an internet web page to verify (if available) each current license, registration, certificate, including but not limited to:

a. Physician licenses and certifications unrestricted by their respective boards, including expiration date,

b. Professional laboratory personnel licenses including expiration date,

c. Certified Industrial Hygienist license including expiration date, and

d. Laboratory’s State of California Certification and expiration date.

D. Disabled Veteran Business Enterprise Participation Program Requirements

Bidder must fully comply with DVBE Participation Program requirements (see Attachment 6 on page 39-40).

FIGURE 1

Biomedical Monitoring Regions, Offices and Counties

REGION COUNTIES

Northern Central California (1) DTSC Cal Center 8800 Cal Center Drive Sacramento, California 95826

(916) 255-3545

DTSC Headquarters 1001 I Street Sacramento, CA 95812

(916) 255-3618

Trinity, Siskiyou, Modoc, Shasta, Lassen, Tehama, Plumas, Glenn, Butte, Sierra, Lake, Sutter, Yuba, Colusa, Nevada, El Dorado, Sacramento, Yolo, San Joaquin, Placer, Amador, Calaveras, Alpine, Mono, Tuolumne, Stanislaus, and Solano (east).

Same as above

Northern Coastal California (2) DTSC Berkeley 700 Heinz Avenue., # 200 Berkeley, California 94710

(510) 540-2122

Alameda (Berkeley)

Central California (3) DTSC Clovis 1515 Tollhouse Road Clovis, California 93611

(559) 297-3901

Merced, Mariposa, Madera, Fresno, Kings, Tulare, Inyo, Kern, and San Luis Obispo.

Southern California (4) DTSC San Diego 2375 Northside Dr., Ste# 100 San Diego, CA 92108

(858) 637-5531

DTSC Chatsworth 9211 Oakdale Avenue Chatsworth, California 91311

(818) 717-6500

DTSC Cypress 5796 Corporate Avenue Cypress, California 90630

(714) 484-5300

DTSC El Centro 627 Wake Avenue EL Centro, CA 92243

(760) 352-0381

San Diego, Orange, Riverside, and Imperial.

Santa Barbara, Ventura, and Los Angeles.

San Bernardino, Riverside, San Diego, Imperial (El Centro), and Orange.

Imperial, San Diego, and Riverside

III. BID REQUIREMENTS AND INFORMATION

A. Key Action Dates

Event Date

IFB available to prospective bidders April 1, 2016 Submit Questions April 15, 2016 Answers Posted April 21, 2016 Final Date for Bid Submission May 5, 2016, 3:00 p.m. PST Bid Opening May 6, 2016, 10:00 a.m. PST Evaluations Completed May 13, 2016 Proposed Award Date May 16, 2016 Start Date of Contract July 1, 2016

B. Submission of Bid

1. If bid is for more than one (1) region then separate bids for each region have to be submitted.

2. All bids must be submitted under sealed cover and sent to Department of Toxic

Substances Control by dates and times shown in Bid Requirements and Information, Item A. Key Action Dates. Bids not submitted under sealed cover shall be rejected. A minimum of two (2) originals of the bid package must be submitted. The sealed bid must be plainly marked with the IFB number and title, must show firm’s name and address, and must be marked with "DO NOT OPEN", as shown below:

Attn: David Faulkner 1001 I Street, 21st Floor

Sacramento, CA 95812-0806

IFB I-1516-06

“Biomedical Monitoring Services for Northern Central CA” (1), “Biomedical Monitoring Services for Northern Coastal” (2), “Biomedical Monitoring

Services for Central CA” (3) OR “Biomedical Monitoring Services for Southern CA” (4)

DO NOT OPEN

DEADLINE FOR BID SUBMITTAL:

May 2, 2016, 3:00 p.m. Pacific Standard Time

3. All bids shall include the documents identified in Attachment 1, Required Attachment

Checklist. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

4. All documents requiring a signature (in blue ink) must bear an original signature of a person authorized to bind the bidding firm.

5. Mail or deliver bids to the following address:

U.S. Postal Service Deliveries

Business Services Branch Attention: David Faulkner P. O. Box 806 Sacramento, CA 95812-0806

UPS, Express Mail, Federal Express Department of Toxic Substances Control Attention: David Faulkner 1001 I Street, 21st Floor Sacramento, CA 95814

Hand Deliveries Department of Toxic Substances Control Environmental Services Center 1st Floor, West Side of Lobby 1001 I Street Sacramento, CA 95814

DO NOT DELIVER TO THE BUILDING LOADING DOCK

6. Bids must be…