RFQS_1100_DCM4010_0500_v1.pdf

SCOPE OF WORK

Mobile Medical Surveillance Services

Solicitation No.

RFQS 1100 DCM4010

Scope of Work – RFQS 1100 DCM4010 Page 1 of 10

1. PURPOSE

The purpose of this contract is for a Mobile Medical Surveillance Services provider to provide onsite medical screening, medical surveillance testing and related medical services for Austin Energy employees.

Medical screening, medical surveillance test and related medical services include but are not limited to:

Hearing/Audiometry Testing Anthropometry screening Respirator Medical Clearance & Review Respiratory Fit Testing Chest x-Rays (B-Read Services) Pulmonary function testing OSHA Health History Questionnaire Blood work with lab services and other biomedical sampling Pandemic and/or localized health event assistance with on-site screenings Cloud-based reporting and data management Fitness for duty DOT Physical Vaccinations- Hepatitis A & B, Tetanus

2. BACKGROUND

Austin Energy is the municipally owned electric utility of the City. Austin Energy is the nation’s eighth (8th) largest publicly owned electric utility. Austin Energy’s service area covers over 437 square miles, and includes all of Austin and Travis County, as well as 15-square miles of Williamson County. Austin Energy’s mission is to safely deliver clean, affordable, reliable energy and excellent customer service.

3. TERM OF CONTRACT

This Contract shall remain in effect for an initial term of 36-months, or the City terminates the Contract. This Contract may be extended automatically beyond the initial term for up to two (2) additional 12-month periods at the City’s sole option.

4. OBJECTIVE

This Program is necessary to assess and monitor Austin Energy’s employees’ health status and monitor short-term and long-term effects of potential exposure to occupational hazards during employment.

5. CONTRACTOR RESPONSIBILITIES

5.1. Mobile Health Services

5.1.1. The Contractor shall provide a mobilization fee inclusive of all costs, for onsite mobile units.

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5.1.2. The Contractor shall provide mobile health services, to handle occupational medical testing. Vehicles should serve as fully functional mobile testing facilities with services ranging from medical surveillance to pandemic testing.

5.1.3. On-site mobile health services shall have licensed paramedics and nurses trained to provide a safe and healthy workplace for Austin Energy employees.

5.1.4. Mobile Health Services shall be equipped with:

a. Climate-controlled heating and air conditioning

b. Document printing, scanning and computer services

c. Mobile offices with Wi-Fi

d. Adequate lighting

e. Refrigerator

f. Exam Rooms

g. Privacy Screens

h. Desk for workspace for staff

i. Audiometric Test Rooms

j. Restrooms with handwashing sinks

k. Full electric with a 120V A/C plug-in

l. Generators.

5.2. Locations

5.2.1. The Contractor shall perform onsite mobile screenings and medical surveillance testing for Austin Energy employees at the following Austin Energy facilities.

Austin Energy Facilities for Medical Screening Facility Address City, State Zip

Decker Creek Power Station 8003 Decker Lane Austin, TX 78754 Sand Hill Energy Center 1101 Fallwell Lane Del Valle, TX 78617 Kramer Lane, Building C 2412 Kramer Lane Austin, TX 78758 Kramer Lane, Building E 2526 Kramer Lane Austin, TX 78758 St. Elmo Service Center 4411-B Meinardus Dr. Austin TX 78744

5.2.2. Austin Energy reserves the right to add or remove locations during the contract term.

5.3. Medical Services

5.3.1. Audiometric Testing

5.3.1.1 The Contractor shall provide technicians who can deliver hearing/ audiometry screening in English, Spanish, or other languages.

5.3.1.2 The Contractor shall provide audiometric testing for each ear.

5.3.1.3 The Contractor shall provide employees with an Otologic questionnaire.

5.3.1.4 The Contractor shall provide Otoscopic examinations.

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5.3.1.5 The Contractor shall provide training to meet program requirements and demonstrate the proper way to wear hearing protection.

5.3.1.6 The Contractor shall provide copies of the hearing test results, to employee and Austin Energy.

5.3.1.7 The Contractor’s audiometric test results shall include name, job classification, date, examiner’s name, date of acoustic and exhaustive calibration, measurements of the background sound pressure levels in the audiometric test rooms and employees’ most recent noise exposure measurement.

5.3.1.8 The Contractor shall deliver test results to Austin Energy Project Manager within 24-72 hours to arrange for retests, follow-ups, or medical recommendations.

5.3.2. Anthropometry Screening

5.3.2.1 The Contractor shall provide anthropometry screening services, including measurement of blood pressure, pulse, height, weight.

5.3.3. Respirator Clearance/Respiratory Fit Testing

5.3.3.1 The Contractor shall provide Respirator Clearance/Respiratory Fit Testing to ensure that an employee’s facepiece respirator fits tight and properly, per OSHA’s Respiratory Protection Standard 29 CFR 1910.134 Section 1910.134(f). Fit testing will be performed in accordance with the fit testing requirements of OSHA’s Respiratory Protection Standard 29 CFR 1910.134

(f) and the Fit Testing Procedures found in Appendix A of OSHA’s Respiratory Protection Standard 29 CFR 1910.134.

5.3.3.2 The Contractor shall provide an OSHA Respirator Medical Evaluation Questionnaire (Mandatory) for every employee who has been selected to use any type of respirator per OSHA Standard 1910.134 Appendix C.

5.3.3.3 The Contractor shall provide one of the following Respirator Fit Testing (type depending on mask and environmental use):

a. Qualitative Bitrix Solution Respirator Fit Tester (QLFT)

b. Quantitative PortaCount Respirator Fit Tester (QNFT)

5.3.3.4 The Contractor shall provide Fit Test for employees to use NIOSH approved respirators, such as:

a. Elastomeric Half Mask Respirators (EHFR)

b. Full Particulate Filtering Facepiece Respirators

c. Self-contained breathing apparatus (SCBA) in accordance with NIOSH

Regulation 42 CFR 84

d. Disposable NIOSH approved filtering respirators (Filter Class N95, R99 or P100 series)

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5.3.4. Lead testing/Zinc Protoporphyrin (ZPP)

5.3.4.1 The Contractor shall perform Zinc Protoporphyrin (ZPP) testing each time a blood lead level test is administered.

5.3.5. X-rays with Certified B-Reader

5.3.5.1 The Contractor shall provide B-Reader Services performed by NDI certified

Radiologist who have a current National Institute of Occupational Safety and Health (NIOSH) Certification.

5.3.5.2 The Contractor shall provide copies of current B-Reader Certifications to the Austin Energy Project Manager.

5.3.5.3 The Contractors X-rays must be read and interpreted by a Certified B- Reader. B-Readers play a critical function in supplying medical surveillance for workers with occupational exposures to respirable mineral dust. The Certified B-Reader is not required to be onsite taking the x-ray(s).

The health history questionnaire is something that will be done prior to any appointment.

5.3.6 Pulmonary/Spirometry Function Testing

5.3.6.1 The Contractor shall provide NIOSH Certified Spirometry Technicians who have a current National Institute of Occupational Safety and Health (NIOSH) Certification.

5.3.6.2 The Contractor shall provide copies of current NIOSH Certified Spirometry Technicians Certifications to the Austin Energy Project Manager.

5.3.6.3 The Contractor shall provide testing to include pulmonary function testing, and spirometry services.

a. Pulmonary tests are utilized for industrial screening and surveillance purposes as required by OSHA - NIOSH.

b. Spirometry services to evaluate work respiratory health in medical surveillance programs and to screen workers.

5.3.6.4 The Contractor shall provide flash drive or comparable electronic media as requested by employee or employee’s authorized primary care provider.

5.3.6.5 The Contractor shall perform a daily calibration check on the spirometry system prior to testing.

5.3.7 Blood Draws and other Biomedical Sampling

5.3.7.1 The Contractor shall provide Certified Phlebotomist technicians to safely draw blood from the patient and transport the blood sample to the lab for analysis.

5.3.7.2 The Contractor shall provide copies of current National Phlebotomy Certifications to the Austin Energy Project Manager.

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5.3.7.3 The Contractor shall conduct the drawing of blood on an impervious surface which must be cleaned and maintained in a medically safe manner.

5.3.7.4 The Contractor shall provide full disclosure of each blood result and its meaning to both the employee and Austin Energy.

5.3.7.5 The Contractor shall provide the following additional Bloodwork as requested:

a. Occupational Comprehensive Metabolic Panel (fka Chem 28)

b. Complete Blood Count with Differential (CBC)

5.3.7.6 The Contractor shall provide testing of hazardous substances and/or health hazards to assist in determining exposure levels including, but not limited to:

a. Lead

b. PCBs

c. Chromium VI

d. Cadmium

e. Zinc Protoporphyrin

5.3.8 Pandemic and/or localized health event

5.3.8.1 The Contractor shall provide pandemic and/or localized health event assistance with on-site screenings as required by the Centers for Disease Control and Prevention, the National Public Health Agency of the United States, and/or Austin Public Health.

5.3.9 Physical Exam

5.3.9.1 The Contractor shall provide onsite physical exam services to meet various medical requirements.

5.3.10 Pathogenic Exams

5.3.10.1 The Contractor shall provide pathogenic exams and testing as determined and requested by the Austin Energy Project Manager.

5.3.11 Vaccinations- Hepatitis A & B, Tetanus

5.3.11.1 The Contractor shall provide vaccinations as determined and requested by the Austin Energy Project Manager.

5.4 Reports and Records

5.4.1 The Contractor shall provide and maintain all records for each employee. Records shall at a minimum include:

a. Employee’s name,

b. Date of each appointment,

c. Examination and test results, as applicable.

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5.4.2 The Contractor shall provide a list of the names of all employees tested and tests administered to the designated Austin Energy Project Manager within 48-hours after completion of testing at each location.

5.4.3 The Contractor shall analyze and consolidate data and prepare various reports as requested.

5.4.4 The Contractor shall provide detailed reports including all supporting data and medical summaries and written medical opinions letters, to include examination results and related records.

5.4.5 The Contractor shall mail reports to employee’s home address.

5.4.6 The Contractor shall e-mail, via secure password protected electronic e-mail, directly to the designated Austin Energy Project Manager within 15-business days of the conclusion of testing and examination.

5.4.7 The Contractor shall notify the designated Austin Energy Project Manager of abnormal reports which may require retesting or re-imaging within 48-hours of receipt of results.

5.4.8 The Contractor shall transfer all employee testing records to the designated Austin Energy Project Manager within 10-business days of termination or expiration of the contract if the Contractor ceases to provide this service to Austin Energy due to expiration or termination of the contract.

5.4.9 The Contractor shall provide a report detailing what tests are due for each employee during that quarter to the designated Austin Energy Project Manager at the beginning of each quarter.

5.4.10 The Contractor shall be compliant with all The Health Insurance Portability and Accountability Act of 1996 (HIPAA-Exhibit B) requirements with respect to medical surveillance and personal data collected from employees.

5.5 Availability and Scheduling

Services Scheduling Routine Services Monday through Friday between the hours of 7:00 a.m. and 7:00 p.m. CST

Scheduled at least 20-business days in advance. Routine work will not be scheduled on City of Austin holidays.

Emergency Services Respond to emergency requests within 24-hours Capable of mobilizing within 96-hours of receipt of Austin Energy Project Managers approval to mobilize

Non-Routine Services Scheduled at least 15 business days in advance of receipt of Austin Energy Project Managers approval to mobilize.

Weekend Services Scheduled at least 15 business days in advance of receipt of Austin Energy Project Managers approval to mobilize.

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5.6 Staff Requirements

5.6.1 The Contractor shall ensure that all examinations be performed under the supervision of a licensed physician. A licensed physician does not need to be present during testing.

5.6.2 The Contractor shall provide qualified technicians and examiners who are trained and certified in the required services. Qualified technicians and examiners shall satisfy, the requirements of a medical surveillance program described in regulations promulgated by the United States Environmental Protection Agency, Title 40, Code of Federal Regulations (40 CFR) and OSHA’s Regulations Standard 29 CFR.

5.6.3 The Contractor shall provide documentation of any key personnel changes with regard to licensed physicians and account managers to the Austin Energy Project Manager. Austin Energy reserves the right to reject personnel based on lack of experience or credentials.

5.6.4 The Contractor and Subcontractors shall maintain current licenses and certifications for all approved personnel conducting tests and examinations throughout the term of the contract. The Contract Manager shall provide this documentation upon request of Austin Energy’s Project Manager.

5.7 Contractor Responsibilities

5.7.1 The Contractor shall administer all services in strict compliance with applicable federal, state, and local laws.

5.7.2 The Contractor shall be responsible for the transfer and processing of historic medical data from another vendor (including any requirements to obtain required authorization) required to perform the Services. The Contractor shall provide evidence of these services within five (5) days to the Austin Energy Project Manager.

5.7.3 The Contractor shall be responsible for maintaining current Safety Data Sheets for hazardous materials utilized in performing examinations.

5.7.4 The Contractor shall be compliant with all the Health Insurance Portability and Accountability Act of 1996 (HIPAA) requirements to protect sensitive patient health information from being disclosed without the patient’s consent or knowledge.

5.7.5 The Contractor shall flag employees for testing on a routine basis.

5.7.6 The Contractor shall be responsible for backing up all data to secure data servers to prevent the loss of data.

5.7.7 The Contractor shall export and provide data to Austin Energy Project Manager in a consumable format – specifically Microsoft Excel or CSV.

5.7.8 The Contractor shall provide office phone service, answering service and cell phones to all personnel as required by Austin Energy at the Contractor’s expense. Cell Phone Numbers shall be provided to the Project Manager within five (5) days after contract award. Cell phones should have the capability of sending and receiving phone calls as well as texting messages to and from all makes of phones and cell phone providers.

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5.8 Materials and Equipment

5.8.1 The Contractor shall be responsible for calibrating all equipment.

5.8.2 The Contractor shall be responsible for keeping the calibration certification current through the term of the contract. The Contractor shall provide documentation within 48-hours upon request of the Austin Energy Project Manager.

5.8.3 The Contractor shall provide all necessary equipment, materials, labor, travel and staff to perform mobile screenings and medical surveillance testing throughout the term of the contract.

5.9 Single Point of Contact

5.9.1 The Contractor shall designate a Single Point of Contact (SPOC) who shall be at the work site during all hours worked by the Contractor's employees.

5.9.2 The Contractor’s SPOC shall be fluent in the English language and shall be able to communicate effectively with the Project Manager.

5.9.3 The Contractor’s SPOC shall have the authority to dispatch Contractor personnel; and shall have full decision-making authority on behalf of the Contractor for all services provided under this Contract.

5.9.4 The Contractor’s SPOC shall be responsible for inspecting, monitoring, and supervising the Contractor’s employees, ensuring adherence to the work schedule, safety requirements, and quality of work.

5.9.5 The Contractor shall not remove the SPOC from the project without prior written consent by the Project Manager.

5.9.6 The Contractor shall provide a designee for the SPOC, during times the SPOC is unavailable (due to vacation, travel, etc., for example). The designee shall meet the same requirements as specified for the SPOC within this Scope of Work and shall have the same authority as the SPOC.

5.10 Regulatory Standards

5.10.1 Contractor shall perform all work in accordance with all federal, state, local codes and City of Austin terms and conditions and the following applicable codes and regulations including, but not limited to:

5.10.1.1 Health Insurance Portability and Accountability Act of 1996 (“HIPAA”)

5.10.1.2 OSHA’s Respiratory Protection Standard 29 CFR 1910.134 Section

1910.134(f)

5.10.1.3 NIOSH approved respirators, Disposable N, R, or P series (95.99.100)

5.10.1.4 National Institute of Occupational Safety and Health (NIOSH) Certification Centers for Disease Control and Prevention,

5.10.1.5 National Public Health Agency of the United States, and/or

5.10.1.6 City of Austin Public Health Department

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5.10.1.7 United States Environmental Protection Agency, Title 40, Code of Federal Regulations (40 CFR) and

5.10.1.8 OSHA’s Regulations Standard 29 CFR.

6 Invoices and Payment Address

6.1 The City’s preference is to have invoices emailed to the assigned Austin Energy Project Manager. E-mail addresses will be provided at the Contract Kick-off Meeting.

6.2 Invoices shall include the following:

a. Unique invoice Number

b. Delivery Order Number

c. Employee Name who performed the work

d. Breakdown of work done

e. Amount

f. Location

6.3 For questions regarding your invoice/payment please contact the City Contract Manager.

7 Austin Energy Responsibilities

7.1 Austin Energy will appoint one or more points of contact for scheduling employees for medical surveillance and mobile units deployed under this Program.

7.2 Austin Energy will provide instructions for setting up mobile units and will provide power as available for the mobile units. The Contractor shall make requests for power within 10-business days in advance of the testing date.

7.3 Austin Energy reserves the right to add additional related testing, exams, and inoculations to the contract as needed.

7.4 Austin Energy reserves the right to designate the time of day when the on-site medical services shall be available.

7.5 Austin Energy will provide the number of employees and employee details, including but not limited to name, employee ID number, contact information, and date of birth to the Contractor at least 10-business days in advance for routine screenings.

8 Deliverables

Item No.

Deliverable Description Timeframe

8.1

X-rays

Provide flash drive or similar media

As requested by employee or employee’s authorized primary care provider

8.2

Confirmation Report

The Contractor shall send a list of the names of all employees tested and tests administered to the designated Austin Energy Point of Contact

Within 48 hours after completion of testing at each location

8.3

Detailed Reports including all supporting data and medical summaries and written

Mailed to employees’ home address.

Emailed to Austin Energy Point of Contact

Within 15 business days of testing and examination

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Item No.

Deliverable Description Timeframe opinions via secure, password protected, electronic email

8.4

Abnormal Reports

Submitted to Austin Energy Project Manager to re-schedule retest

Within 48 hours of received results