S-24800-00006188 Request For Proposal Medical Services for KFFD.pdf

REQUEST FOR PROPOSAL

OPEN MARKET BIG S-24800-00006188

G:\13 Contracts\2023 Contracts\23-006 KF Fire Dept Physicals\RFP\S-24800-00006188 Request For Proposal Medical Services for KFFD.doc

STATE OF OREGON

ACTING BY AND THROUGH

THE OREGON MILITARY DEPARTMENT

IS ISSUING A REQUEST FOR PROPOSAL

FOR:

CONTRACTORS IN THE LOCAL GEOGRAPHICAL

AREA

TO PROVIDE:

MEDICAL SERVICES FOR FIREFIGHTERS @

KINGSLEY FIELD FIRE DEPARTMENT (KFFD)

(FIRE PROTECTION PERSONNEL PHYSICALS)

Klamath Falls International Airport Kingsley Field Air National Guard Base Fire Department

Closing Date and Time: August 16th, 2023 @ 2:00 PM PST (at the issuing office)

Issued by and Single Point of Contact for this Solicitation is:

Oregon Military Department

Financial Administration Division AGC Nathan Brumfield

Procurement & Contract Specialist II 1776 Militia Way SE

PO Box 14350 Salem, Oregon 97309-5047 Phone: 971-355-4237

Fax: 503-584-3050 E-Mail: Nathan.brumfield@omd.oregon.gov

OPEN MARKET BID S-24800-00006188

I. PURPOSE

The Oregon Military Department, hereinafter referred to as the Agency, is requesting proposals from qualified contractors, located in the local geographic area only, to provide physicals and optional medical services for up to Thirty (30) fire protection personnel of the Kingsley Field Air National Guard Base Fire Department. The awarded contract shall be for a period of 1 year initially and may be renewed for an additional 2 years at the Agency’s discretion.

The medical monitoring includes:

A. Baseline examination for new firefighters as required in accordance with National Fire

Protection Association (NFPA) 1582 to include:

• Physical Examination with medical and occupation health histories and respirator qualification.

• Titmus Vision Test including Ishihara color vision screening.

• Complete Blood Count.

• Chemistry Screen (Blood Chemistry).

• Urinalysis including microscope exam.

• Chest X-Ray, PA and Lateral (with interpretation).

• Spirometry (lung function test).

• Audiogram with Hearing Conservation Reporting.

• Resting Electrocardiogram with physician interpretation and year-to-year comparisons.

• Cardiovascular Tread Test, Body Comp/Body Fat, Grip Test, Vitals.

• Personal Wellness Profile (health risk appraisal with individual comparison).

• 5-Panel Drug Screen including collection and (MRO) Review Services.

• Tuberculosis Test Skin Test.

• Back Screening (10 point).

• Hepatitis B Immunity Status Components.

Other Age or Clinically Indicated Services:

• PSA after age 40 for positive family hx, African-American or clinically indicated, after age 50 for all others.

• Stress EKG with or without echocardiography or radio nuclide scanning shall be performed as clinically indicated by history or symptoms.

• Mammography over the age of 40.

• Hepatitus C virus screen.

• Tetanus/diphtheria vaccine – booster every 10 years if indicated.

• Hepatitis A vaccine – offered to high risk personnel.

• Varicella vaccine – offered to all non-immune personnel.

• Influenza vaccine – normally offered through the State.

• Fecal occult blood testing to members above age 40 or clinically indicated.

• Screening colonoscopy recommended above age 50 or clinically indicated.

B. Annual Examination for existing firefighters as required and with frequency recommended in accordance with NFPA 1582 to include:

• Physical Examination with medical health histories and respirator qualification.

• Titmus Vision Test including Ishihara color vision screening.

• Complete Blood Count.

• Chemistry Screen (Blood Chemistry).

• Urinalysis including microscopic exam.

• Spirometry (lung function test).

• Audiogram with Hearing Conservation Reporting.

• Resting Electrocardiogram with physician interpretation and year-to-year reporting.

• Cardiovascular Tread Test.

• Personnel Wellness Profile (health risk appraisal with individual comparison).

• Tuberculosis Test Skin Test.

• Hemmoccult (Colon Cancer Screen).

• Back Screening (10 Point).

Other Age or Clinically Indicated Services:

• PSA after age 40 for positive family hx, African-American or clinically indicated, after age 50 for all others.

• Stress EKG with or without echocardiography or radio nuclide scanning shall be performed as clinically indicated by history or symptoms.

• Mammography over the age of 40.

• Tetanus/diphtheria vaccine – booster every 10 years if indicated.

• Hepatitis A vaccine – offered to high risk personnel.

• Varicella vaccine – offered to all non-immune personnel.

• Influenza vaccine – normally offered through the State.

• Screening colonoscopy recommended above age 50 or clinically indicated.

C. Return to Duty Evaluation as needed in accordance with NFPA 1582 paragraph 2-5.1 through 2-5.3. May include the following based on reason for the examination:

• Firefighter Medical Examination.

• Titmus Vision Test including Ishihara color vision screening.

• Complete Blood Count.

• Chemistry Screen (Blood Chemistry).

• Urinalysis including microscopic exam.

• Chest X-Ray, PA and Lateral (with interpretation).

• Spirometry (lung function test).

• Audiogram with Hearing Conservation Reporting.

• Resting Electrocardiogram with physician interpretation and year-to-year reporting.

D. PFAS Blood Testing to include all six of the following analytes:

• perfluorobutanesulfonic acid (PFBS).

• perfluoroheptanoic acid (PFHpA).

• perfluorohexanesulfonic acid (PFHxS).

• perfluoronanoic acid (PFNA).

• perfluorooctane sulfonate (PFOS).

• perfluorooctanoic acid (PFOA).

II. SERVICES & DELIVERABLES TO BE PROVIDED

Contractor shall perform evaluations and examinations during predetermined scheduled appointments. Appointments will be scheduled by the Kingsley Field Air National Guard Base Fire Chief directly with the Contractor.

III. PROPOSAL INFORMATION

A. All responses must be sealed and received by the Financial Administration Division on or before the RFP closing date and time.

B. Request for changes/additions or clarification to the RFP must be delivered to Agency No Later Than, Wednesday, August 2nd, 2023, at 2:00 PM PT. Please refer requests for additional information or clarification of requirements to the Single Point of Contact only.

The Agency will notify all respondents of any substantive clarification provided in response to any inquiry in OregonBuys via an Amendment to the Open Market Bid S-24800- 00006188. The Agency will extend the due date if such information significantly amends this solicitation or makes compliance with the original proposed due date impractical. Any requests for changes or clarification in the RFP must be made via email to Nathan.brumfield@omd.oregon.gov with the Open Market Bid S-24800-00006188 referenced in the subject of the email. Please do not call the Agency.

C. General Instructions:

1. Proposals non-responsive to the specifications in this Request for Proposal (RFP) may not be considered.

2. Submit four (4) sealed copies of your Request for Proposal, along with a detailed statement of any exceptions taken to any part of the RFP (with reference to the specific paragraphs involved).

Please submit your offer on plain white paper, 50 pages or less, and stapled on the left upper corner. Please do not submit your offer in binders, folders or combed, etc.

Offers sent by FAX, E-MAIL, or by E-BIDDING (Electronic Procurement) will not be accepted.

3. Proposals must be delivered on or before the closing date and time. Proposals received after the closing date and time will be returned unopened and are considered NON- RESPONSIVE. Be advised that the Agency is not responsible for late offers. Please take into consideration mail delivery delays and any other contingencies that would preclude us receiving the bid on time. The mailroom clerk or receptionist, are not the receivers of your offer. It must be received by the Financial Administration Division only.

Office hours for receipt of proposals are: Monday through Friday: (except holidays) 8:00 a.m. - 3:00 p.m.

Mail or Hand Deliver proposal to the Financial Administration Office Only:

Oregon Military Department

Financial Administration Division AGC Attn: Nathan Brumfield

Procurement & Contract Specialist 1776 Militia Way SE PO Box 14350 Salem, OR 97309-5047

IV. CONTENT OF RESPONSE

Minimum Requirements (Responsive Offer):

A. Description of the proposing firm and the following information:

Company Name Address City, State, ZIP Contact Name Title Phone Number Fax Number E-Mail Address Federal Business Number (FID) Are You A Resident Bidder?

Corporate Affiliation (if any) Length of Time in Business

B. Your qualifications to perform the work required to complete this project. This should include a resume and a description of your experience with projects of this sort. Please describe each assignment that qualifies you to undertake the requested services. Section

VIII, Evaluation, lists the criteria for the selection of a successful contractor. Please prepare your response so that it addresses each of the criteria.

C. Three (3) current business references and three (3) current personal references.

D. The following information:

1. Description of the proposing firm (include length of time in business and corporate affiliation, if any).

2. Statement indicating the proposer is a legal entity (independent contractor or corporation).

3. Statement identifying individual(s) who prepared proposal.

4. Statement that no attempt has been made or will be made by the proposer to induce any other person or firm to submit or not submit a proposal.

5. Statement of Affirmative Action that proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, or national origin.

6. Statement that any submitted response and costs shall remain valid for sixty (60) days after the proposal due date or until a contract is approved, whichever comes first.

7. Statement that your business does not have an “Active Exclusion” in *SAM:

OFFEROR MUST BE CLEARED (“NO RECORDS FOUND FOR

ACTIVE EXCLUSION IN CURRENT SEARCH”) THROUGH THE

EXCLUDED PARTIES LIST SYSTEM (EPLS) TO BE ALLOWED

TO RECEIVE A FEDERALLY FUNDED CONTRACT. SEE

EXHIBIT B FOR ADDITIONAL INFORMATION.

THIS CHECK WILL BE PERFORMED BY OMD BEFORE THE

OFFEROR’S BID PACKAGE IS SUBMITTED FOR EVALUATION,

TO THE EVALUATION COMMITTEE.

NOTE: YOU DO NOT HAVE TO BE REGISTERED IN SAM, ONLY

THAT YOU DO NOT HAVE AN ACTIVE EXCLUSION.

LINK TO SAM WEBSITE: https://www.sam.gov/portal/public/SAM/

8. SAMPLE CONTRACT: Prospective contractors who submit proposals to this request shall certify that they or their firm meets or can meet all applicable requirements of these provisions in the contract example provided as EXHIBIT A of this RFP.

Insurance requirements are considered a negotiable part of this RFP.

https://www.sam.gov/portal/public/SAM/

9. Resumes of specific personnel assigned to the project. Personnel identified in the proposal and resulting contract cannot be changed by the contractor without written approval by the Agency.

10. COST: The prospective contractor will provide the total cost for services for up to thirty (30) individuals in this section:

1. Total Cost: $ _____.00 (Pg. 7 G.: A+B+C+D = Total Cost $)

The formula for computing points for cost will be based upon using the following formula:

Formula: “L” Divided by “X” Times “A” Equals “B” (L/X x A = B)

Note: Contractor shall include reimbursable/travel costs, if any, as part of the contract price and is not to be included as a separate cost breakdown.

G. Proposed cost of the required services:

Price Schedule (provide Sub-Total Cost as well below):

A. Baseline examination for new firefighters (NFPA 1582):

1. Baseline Exam for new firefighters: $______.00

2. Other Age or Clinically Indicated Services: $______.00

B. Annual examination for existing firefighters (NFPA 1582)

1. Annual Exam for existing firefighters: $______.00

2. Other Age or Clinically Indicated Services: $______.00

C. Return to duty examination (NFPA 1582, 2-5.1 through 2-5.3) $______.00

D.

Total Cost (A+B+C+D): $______.00

L = Lowest Price Proposal X = Price Proposal Being Compared

A = Total Possible Points B = Awarded Score

V. INFORMATION AND PROCEDURES

A. AMENDMENTS

1. The Agency reserves the right to amend the RFP prior to the date for proposal submission. Amendments to the RFP will be posted on OregonBuys as an Amendment.

2. Anticipated Contract Amendments:

The Agency reserves the right to amend the Contract for the Anticipated Amendments, listed below, in accordance with the rules of OAR 125-246-0560.

A. Circumstances Requiring Amendments. Agency may request Contractor to provide additional quantities of Work in the event the parties expend the maximum, not-to-exceed compensation payable to Contractor, and additional quantities of Work must be performed to meet Agency program needs. Agency may also request Contractor to provide additional quantities of Work that may be required after the expiration date of this Contract to meet Agency program needs or may determine a need for Contractor to perform new Work within the scope of the solicitation, if any, and if no solicitation to the extent permitted by applicable statutes and administrative rules. Also, Agency may request a change in the Statement of Work to conform to legislative or administrative rule requirements, or to meet an operational or practice change. In addition, Agency may decrease the quantity of Work or delete Work, and correspondingly decrease the maximum, not-to-exceed compensation payable to Contractor if Agency program needs are less than originally anticipated by Agency, and/or if legislative action so requires in the exercise of Agency’s reasonable administrative discretion. Agency may also increase the rate payable to Contractor to meet legislative action, changes in applicable rules, operations and practice, changes in the market place or increases in Agency standard payment rates. To address the circumstances described in this Section A, the parties may amend this Contract in accordance with Section B.

B. Scope of Amendments. During the term of this Contract, one or more of the following amendments may be made to this Contract:

1. Amendments to extend the term of this Contract for additional periods;

2. Amendment to increase the quantity of Work;

3. Amendments to add new Work within the scope of the solicitation, if any, or if no solicitation, to the extent permitted by applicable statutes and administrative rules;

4. Amendments to increase the maximum, not-to-exceed compensation payable to Contractor to cover new Work or additional quantity of Work added to the Contract;

5. Amendments to conform the Work to legislative, administrative rule requirements, operational and practice changes.

6. Amendments to delete Work;

7. Amendments to decrease the maximum, not-to-exceed compensation payable to Contractor; and

8. Amendments to increase the rate payable to Contractor, but only in the circumstances described in Section A.

C. Amendment Process. Upon identification of any of the circumstances set forth in Section A requiring an amendment to this Contract by either party, the parties may enter into negotiations regarding the proposed amendment to this Contract. All amendments must comply with Section 3.D of the Contract document.

The Agency reserves the right to amend the Contract for the Anticipated Amendments, listed below, in accordance with the rules of OAR 125-246-0560.

B. REJECTION

The Agency may, at any time during the solicitation or negotiation process, reject any or all proposals or cancel the solicitation without liability if it is in the best interest of the Agency as determined by the Agency to do so.

C. WITHDRAWAL

If a vendor wishes to withdraw a submitted proposal, it must be withdrawn prior to the proposal closing date and time. A written request to withdraw must be signed by the proposer and submitted to the name and address specified in paragraph III.B.3 above.

D. COST OF PREPARING PROPOSAL

All costs incurred in responding to this RFP and any supplemental requests by the Agency for supplemental information or presentations to the Agency are solely the responsibility of the proposers. The Agency will not provide reimbursement for such costs.

E. RELEASE OF INFORMATION

No information shall be given to any proposer (or any other individual) relative to their standing with other proposers during the RFP process. No proposers (or any other individual) shall be advised of the process proposed by other proposers, subject to Section VI.G.

F. PROTEST OF CONTRACT AWARD

Any person who has submitted a proposal may protest the award of contract. The following process for protesting the award must be followed:

1. Filing

All protests must be filed within seven (7) calendar days of the date of the announcement of the provisional award, in writing and signed. The protests must be filed with the Agency’s Designated Procurement Officer (DPO):

Debbie Stratman, Interim DPO Budget and Payroll Manager

2. Statement of Protest

All protests must state the basis for the protest in clear terms and provide an alternative the protester finds acceptable. The basis must be a violation of State or Federal contracting law, rule, or regulation that is applicable to this solicitation per ORS 279B.410:

REFERENCE: *ORS 279B.410 (b) (A)(B)(C)(D) & OAR 125-247-0740 & OAR 137-047-0740:

*(b) The reason for the protest is that:

(A) All lower bids or higher ranked proposals are nonresponsive;

(B) The contracting agency has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in the solicitation materials;

(C) The contracting agency has abused its discretion in rejecting the protestor’s bid or proposal as nonresponsive; or

(D) The contracting agency’s evaluation of bids or proposals or the contracting agency’s subsequent determination of award is otherwise in violation of this chapter or ORS chapter 279A.

3. Review by DPO

The DPO will review the protest for meeting the conditions of this section. Protests that are accepted will then be considered on the basis of merit. During the review or reconsideration, the protester may be asked to clarify or amplify statements or to provide proof of claims or other statements. Any such request must be fully responded to within the time designated by the DPO. In the event a protester fails to respond, the protest will be dismissed and no further protest will be accepted. After consideration of the protest, the DPO will provide the protester with a written response which is intended as a complete answer to the protest

G. PUBLIC INFORMATION

All proposals are public information after the proposals have been opened, and all protests are public information after the protest period ends. Per OAR 125-021-0005 any person may request copies of public information. All requests for information must be made in writing only. If any part of a proposal or protest is considered a trade secret, the proposer must clearly designate that portion as confidential in order to obtain protection, if any, from disclosure at the time of submission.

VI. GENERAL PROVISIONS

A. CONTRACT: A sample copy (EXHIBIT A) of the contract between State of Oregon and

Contractor is provided. Prospective contractors who submit proposals to this request shall certify that they or their firms meet or can meet all applicable requirements of these provisions.

B. INSURANCE COVERAGE: Insurance coverage requirements (EXHIBIT A) are designated in the sample contract (Negotiable Item).

C. Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work in compliance with the provisions of ORS 279.545.

VII. EVALUATION

Once Phase 1 of the evaluation process is completed the Agency will conduct a comprehensive, fair, and impartial evaluation of the responsive offers received. Evaluations will be scored and evaluated by each Evaluation Committee Member independently.

EVALUATION PROCESS OPTIONS:

If an excessive number of potential offers are received the Agency may elect to score the three (3) lowest cost (hourly rate) responsive and responsible offers. If more than three (3) offers are needed for the evaluation process the Agency will conduct all or additional evaluations, as needed.

A. Phase 1 - Evaluation of Mandatory Requirements

The purpose of this phase is to determine if the response meets the RFP minimum requirements. Responses will be evaluated to determine if they are complete. The respondent's failure to comply with the instructions or failure to submit a complete response may result in it being deemed non-responsive.

No Points Awarded: PASS or FAIL requirement to proceed to Phase 2.

B. Phase 2 - Evaluation of Experience and Cost

Proposals not eliminated from consideration by Phase 1 will be considered for further evaluation in Phase 2. The purpose of this phase is to determine which proposal has the highest level of experience in providing the services required and evaluate the cost. The Agency reserves the right to reject all proposals.

1. Experience in providing physicals and other medical services to fire protection personnel. 50 points

2. Experience in providing written medical evaluation reports as a result of testing 40 points

3. Total cost of the proposed contract 10 points

TOTAL POSSIBLE POINTS:100 points

E. Ranking of Proposals

After all proposals have been scored, the points of the response will be added together to determine the ranking and selection of the contractor. The response with the highest total points will be selected for award.

VIII. SELECTION & AWARD

The evaluation committee will prepare a written summary and justification for the final rank order of the proposals. The Agency will notify the selected respondent and request a signed contract. Other respondents will be notified of the selection. If no contract is consummated with the first choice respondent within fourteen (14) days of the selected respondent's receipt of the contract form, another selection may be made.

If all responses are rejected, respondents will be promptly notified.

IX. SCHEDULE

RFP Application Period Opens JULY 25, 2023

RFP Requests for Clarification and Changes Closes AUGUST 2, 2023 @ 2:00 PM (PST)

RFP Closes AUGUST 16, 2023 @ 2:00 PM (PST)

Notice of Intent To Award Date will depend on Evaluation Committee’s completion of all bids.

Award Protest Period Closes Date will vary depending on when the notice of provisional award is issued, but no earlier than 7 calendar days.

Contract Award Date Date will vary depending on contract document processing and any protests received.