SOW KSARNG Medical Dental.doc

Combined Synopsis/Solicitation W912JC-11-R-5700

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This is issued as a request for proposal (RFP) and is unrestricted. The NAICS Code is 621399, with a business size standard of $ 7.0M.

The Government intends to fulfill this requirement by awarding a single Indefinite Delivery/ Indefinite Quantity (ID/IQ) Contract with one (1) base year and four (4) option years.

This solicitation is for non-personal health care services contract, as defined in 37.101, under which the contractor is an independent contractor. The government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for medication treatment, etc). The contractor indemnifies the Government for any liability producing act or omission by the contractor, its employees and agents occurring during contract performance. The Government requires the contractor maintain medical liability insurance, in coverage amounts which his not less than the amount normally prevailing within the local community for the medical specialty concerned. The contractor is required to ensure that its subcontracts for provisions of health care services contain the requirement of the clause at 52.237-7, including the maintenance of medical liability insurance.

The minimum order amount for the contract is $10,000 and the maximum contract amount over the life of the contract, including all options if exercised is $10,000,000.

The Kansas Army National Guard Medical Detachment Office has a requirement for Medical and Dental Services to be provided for KSARNG soldiers. The Contractor will be required to furnish labor, material, and equipment necessary to complete the task identified in the attached Performance Work Statement (PWS).

Federal Acquisition Regulation (FAR) provision at 52.212-1, Instruction to Offerors—Commercial, applies to this acquisition. Award will be made based on an evaluation of the criteria of price, past performance, and technical capability. Provision for Evaluation: Award will be made to the contractor whose offer represents the Best Value to the Government. In accordance with FAR Subparts 15.304 and 15.305 and the clause at 52.212-2, the Government will consider the following for award: 1) Price; 2) Past Performance; 3) Technical Capability. A consideration when evaluating technical capability will be the continuity of personnel offered by the contractor. Continuity of personnel will limit the need for constant training of new personnel month to month. Past Performance and Technical Capability, when combined are significantly more important than price. The offeror must demonstrate in the proposal the capability to meet all contract requirements through past performance at similar events (Assessing military member for medical fitness to standards in accordance with Army Regulation 40-501, either as a prime or first tier subcontractor, and by identification of key personnel that have past performance experience. The Government intends to evaluate proposals and make award without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore the initial proposal should contain the offerors best terms from a cost or price standpoint. Do not assume that you will have the opportunity to clarify, discuss, or revise your proposal. Offerors may, at the discretion of the Government, be asked to provide more information and clarification regarding their proposal. Request for such information does not constitute discussions. The Government reserves the Right to conduct discussions if the Contracting Officer later determines them to be necessary.

Submittal requirements: Offeror’s shall submit proposals (one hard copy and one electronic .pdf copy) including information required by the applicable provisions which outline the following:

1. Pricing/Rate Schedules for each Performance Period.

2. Discounts Offered for Prompt Payment.

3. Resumes of Key Personnel.

4. Description of owned mobile vehicles including photographs of interior and exterior of the mobile vehicles.

5. Offerors Safety and Health Program.

6. Offerors Quality Assurance Program.

7. Reasonably available past performance information that is recent and relevant (performance that has occurred within the last five (5) years). Contractor shall submit no more than five (5) Past Performance Documents.

8. Proposals must also include completed representations and certifications in the provisions 52.212-3 and 252.212-7000, except that 252.212-7000 need not be filled out if the offeror has completed the pertinent representations and certifications in Online Representation and Certifications Application (ORCA) at www.bpn.gov with the past 12 months.

Potential contractor must complete the Central Contractor Registration prior to award of the contract.

Offers are due by 12:00 noon CST on Monday, January 17, 2011. Mail offers to USPFO for Kansas, Attn: Karen Robben, 2737 S Kansas Ave, Topeka KS 66611. Faxed or Emailed proposals will not be accepted. Any questions shall be addressed to Karen Robben, Contracting Officer, 785-274-1273 or email Karen.robben@us.army.mil.

FAR 52.233-2, Service of Protest;

Protest to the independent review authority shall be filed with the Contracting Officer:

USPFO for Kansas

Attn: Karen Robben

2737 S Kansas Ave

Topeka KS 66611

Fax: 785-274-1642 ONLY WRITTEN PROTESTS WILL BE CONSIDERED. NO PROTESTS MAY BE FILED BY ELECTRONIC MAIL.

PERFORMANCE WORK STATEMENT

MEDICAL / DENTAL READINESS CONTRACT

FOR THE

KANSAS ARMY NATIONAL GUARD

1. BACKGROUND: Individual Medical Readiness (IMR) and Fully Medically Ready (FMR) are the basic principles of force-sustainment for Kansas Army National Guard (KSARNG) forces. Medical and dental health is vital for force health protection and failure to achieve and maintain a standard of medical and oral health could preclude a soldier from deploying. Medical and Dental Readiness is a command responsibility. This Performance Work Statement (PWS) is for an Indefinite Delivery Indefinite Quantity (IDIQ) Agreement for one (1) base year and Four (4) option years and covers the various components of Medical and Dental Readiness. The PWS identifies the purpose of the work to be performed by the contractor and provides a description of work to be completed and any required outcomes. The contractor shall provide qualified personnel and required equipment and materials to perform the services and be capable of providing OSHA, HIPAA, ADA and Privacy Act Compliant Mobile, Self-Contained, Medical/Dental/Hearing/Optometry Practices depending on the individual site needs for the KSARNG.

This Performance Work Statement for Health Care Services covers the various components of IMR/FMR to include:

A. Dental – Annual dental exams, digital bitewing X-rays, digital panoramic X-rays, real-time or near real-time DENCLASS data entry of all X-rays and dental records, identification and on-site treatment of all eligible Class 3 soldiers to convert to Class 2 or better, per National Guard Bureau (NGB) guidance.

B. Medical – Periodic Health Assessments (PHAs), Soldier Readiness Programs (SRPs) Specialty Physical Exams required per AR 40-501 including Chapter 2 (schools and accession physicals), “over-40” physicals and age specific testing requirements, Flight physicals, women’s health requirements, laboratory and phlebotomy work such as HIV, pregnancy testing, PAP smear, DNA, G6PD, Rapid Plasma Reagin (RPR), PSA, urine and other blood tests, immunizations required for Individual Medical Readiness (IMR) / Fully Medically Ready (FMR) and theater specific compliance such as Hepatitis A/B, Influenza, and Purified Protein Derivative (PPD) also known as Tuberculin Skin Tests, visual acuity and Optometry exams, DOEHRS compatible audiometric exams and SPRINT testing, real-time MEDPROS entry and update of all applicable and appropriate IMR/FMR functions. Services are to be completed on site throughout Kansas.

Department of Defense established a uniform dental classification in HA Policy 02-11. Department of Defense policy requires dental screening examinations to be accomplished and documented on 90% of service members. Members of the Army National Guard shall receive an annual dental screening examination to determine their dental classification. As well, Soldiers alerted and on Mobilization Orders are eligible for Dental Treatment if they result in a Class 3 Status from examination. For Class 3 soldiers, the results of that screening examination shall be entered into the DENCLASS database immediately in order to allow the State Dental Officer to approve a treatment plans. For all others, the results of the examination shall be entered into the DENCLASS database within 5 days from the date of examination. The DENCLASS database updates the Army Medical Protection System (MEDPROS). Dental treatment that may be required is essential to be provided at the Soldier Readiness Process (SRP) site to ensure the highest dental deployment rate for the mobilizing Soldiers.

Department of The Army established a requirement for a routine, annual Periodic Health Assessment (PHA) to be conducted for all members of the Active Duty and the Selected Reserves. This program focuses on optimizing the health and wellness of Soldiers. It includes a self-reported health status of each Soldier, an update of DD Form 2766 Adult Preventive Care Flow sheet and the IMR portion of MEDPROS to update current medical conditions, medications, required immunizations, readiness labs, audiology and optometry exams; screening and patient education for stress, alcohol and tobacco use; and referrals for age and gender appropriate screening exams IAW the US Preventive Task Force (USPSTF) recommendations A provider will review the questionnaire and all medical files, issue a permanent PULHES and profile if necessary, and determine the Soldier’s deployability within 6 months. All information will be recorded into necessary medical files and approved KSARNG web-based modules (MEDPROS and DENCLASS) in real time, but not later than 5 days after an event.

2. OBJECTIVES AND SCOPE: The objective of this Performance Work Statement is to conduct and complete the requirements of the KSARNG IMR/FMR – Medical & Dental Readiness on all eligible Service Members (SMs) in the KSARNG utilizing a HIPAA, ADA, Privacy Act, and OSHA-Compliant, Mobile Health/Dental Practice. Medical services will be performed by licensed medical professionals with oversight by the KSARNG Medical Services Office Representative. As well, SMs in the KSARNG that are Class 3 Dental Status (non-deployable without approved dental treatment) require an OSHA & ADA-Compliant mobile dental facility. These requirements include:

A. Estimated Workload - Contractor shall be prepared to see an average of 250 to 500 SM’s who will be in attendance at each event for IMR exams. For planning purposes, estimate 5% Female, 1% over 40 female, 10% over 40 male, and 40% dental Class 3 requiring on-site treatment.

B. The Contractor can expect that all blood draws and women’s health testing will take place the first day of the event, normally starting not later than (NLT) 0700 but exact starting time will be determined by the KSARNG per event. A tracking spreadsheet shall be maintained daily for all lab testing, by type.

C. Medical evaluation by a licensed provider (Physician, Physicians Assistant, or Nurse Practitioner IAW prescribed Army and NGB policy for Periodic Health Assessments and Physical Exams (Over-40, flight, etc. and licensed to practice within the State of Kansas)

D. Results entry and input/entry of all medical related FMR/IMR functions into the MEDPROS module of MODS in real time or near real-time the day of the event, but not later than 5 days post event.

E. Annotation and entry of services into the DD Form 2766 – Adult Preventive and Chronic Care Flow sheet or appropriate document.

F. Behavioral health screenings as required for assessing retainability and deployability.

G. Hardcopy medical documentation file and organization in accordance with AR 40-66 in the Soldier Treatment Record

H. Case management for prescription medications through subcontracted local pharmacies.

I. Individual SM case management of SMs requiring referrals and follow-up.

J. Clinical evaluation of the oral cavity by a State of Kansas licensed dentist using visual, clinical exam supported by bitewings taken by dental technicians.

K. Each dental exam will be entered into the DENCLASS reporting system immediately for Class 3, and within 5 business days of the event for all others, and annotated on the SF 603 (Health Record – Dental) and the SF 5570 (Health Questionnaire for Dental Treatment) of the Soldier’s dental records.

L. A photo print of each digital bitewing (Radiograph) and digital panograph (if necessary) will be posted in the Soldier’s Dental Record per AR 40-66, and entered into the DENCLASS module of the Medical Operational Data System (MODS). Thermal printers printing film radiographs are preferred as clarity of radiographs is superior.

M. Personnel performing the dental screening examination have a moral and ethical obligation to inform the Soldier if they observe or are apprised of any sign or symptom for which the Soldier should obtain further evaluation or care.

N. A dental screening examination identifies deficiencies but does NOT include the dental treatment required to restore those deficiencies unless Class 3 Status.

O. Dental treatment may be called upon as well for Class 3 Status.

P. Case Management services for non-remediated (remaining Class 3) Soldiers.

Q. Onsite during events and post-event Case Management of General and Specialty Dental treatment through subcontracted local network of fixed-site practices near events, service member’s home, or duty location.

R.

The contractor will have a plan of action in the event of any equipment malfunction during this significant time of operation. Back-up plans will need to be in place. Contractor will need to be operational within 4 hours of malfunction. This time will include troubleshooting, removing and replacing equipment.

3.

REFERENCES (available on www.apd.army.mil) A. AR-40-35, Dental Readiness & Community Oral Health Prevention

B. AR 40-66, Medical Record Administration and Health Care Documentation

C. AR 40-501, Standards of Medical Fitness

D. AR 40-562, Immunizations and Chemoprophylaxis

E. AR600-8-101, Personnel Processing (In-, Out-, Soldier Readiness, Mobilization, and Deployment Processing).

F. Department of Defense Instruction 6025.19, Individual Medical Readiness, 3 JAN 06.

G. TB MED 250, Dental Record Administration Recording and Appointment Control.

H. Army MEDCOM Memorandum, “Army Medical command Individual Medical Readiness (IMR) and Post-Deployment Health Reassessment (PDHRA) Guidance, 15 OCT 07.

4.

DEFINITIONS

A.

IMR – Individual Medical Readiness: is defined as being free of health-related conditions that limit a Soldier’s ability to actively fulfill his/her assigned mission. Individual Medical Readiness consists of six elements: Dental Readiness, Immunization Status, Periodic Health Assessment (PHA), No deployment limiting conditions, Medical Readiness Laboratory Tests (HIV testing, DNA sampling, G6PD test), and Individual Medical Equipment (Eyeglasses, hearing protection). When all of these factors are considered, the individual Soldier is classified as:

1) GREEN – Fully Medically Ready. Current in all categories including Dental Class 1 or 2.

2) AMBER – Partially Medically Ready. Lacking one or more immunizations, readiness laboratory studies, or medical equipment. Needs an element that can be corrected prior to mobilization.

3) RED – Not Medically Ready. Existence of a chronic or prolonged deployment limiting condition (per Service-specific physical standards guidelines), including Service members who are hospitalized or convalescing from serious illness or injury, or individuals in dental class 3. Has a limiting condition that requires hospitalization or required medical care not available in the theater of operation.

4) Medical readiness indeterminate. Inability to determine the Service member’s current health status because of missing health information such as a lost medical record, an overdue PHA or being in dental class 4.

B. FMR – Fully Medically Ready: Current in all categories including Dental Class 1 or 2.

C. MODS - The Medical Operational Data System (MODS) (http://www.mods.army.mil) is an MHSS objective system that provides the Army Medical Department (AMEDD) with an integrated automation system that supports all phases of Human Resource Life -Cycle Management in both peacetime and mobilization. This on-line system provides commanders, staffs and functional managers of AMEDD organizations with a real time source of information on the qualifications, training, special pay and readiness of Army Medical Department (AMEDD) personnel. MODS currently maintains sixty system interfaces which are updated on a daily, weekly, monthly or semi-annual basis. These interfaces bring in over 75% of the data used in the system. The AMEDD community has a powerful tool with which decision makers and managers can effect their work requirements quickly. As a desktop resource for the personnel manager, MODS places critical assignment, training and qualification information at his fingertips. Time spent acquiring data can now be used in analyzing the information.

D. DENCLASS – Dental Classification: An approved KSARNG web-based module (through MODS) designed to standardize dental classifications, eliminate duplicate data system entry, facilitate the dental exam workflow, standardize the documentation of the health history and record of dental exam and integrate dental readiness within the MODS architecture. The DENCLASS module has been designed to document the dental readiness requirements of all KSARNG Soldiers. Components of DENCLASS include; an automated health history, an automated SF603A, an automated letter outlining the dental treatment plan, a repository for dental radiographs, a library of dental readiness policy and statistical reporting of all components of DENCLASS.

E. MEDPROS –The Medical Protection System (MEDPROS) (available through MODS) was developed by the AMEDD to track all immunization, medical readiness and deployability data for all Active and Reserve components of the Army as well as DA Civilians, contractors and others. The comprehensive Medical Readiness data includes all medical and dental readiness requirements, IAW AR 600-8-101. They include immunizations, permanent physical profiles/duty limitations, eyeglasses/inserts, blood type, medical warning tags, personal deployment meds, pregnancy screening, DNA, HIV and dental status among other data elements.

F. PHA – Periodic Health Assessment: An annual assessment for changes in health status, especially those that could impact a member’s ability to perform military duties.

G. Additional terms defined in Army MEDCOM Memorandum, 15 OCT 07, as cited above.

5.

SERVICES

A. The contractor shall provide all management, labor, material, equipment, certifications and supplies necessary to provide all listed services in a mobile, HIPAA, Privacy Act, OSHA & ADA compliant, stand-alone environment. Services listed in the PWS will be delivered throughout the period of performance based on the Estimated Workload, at locations designated by the KSARNG. The services will provide mandated medical and dental requirements to meet readiness and deployability standards to ensure mission capability of the KSARNG.

B. Setup and breakdown of the Contractor’s equipment is the sole responsibility of the Contractor. Automation to include computers, printers, and internet access, shall be the sole responsibility of the contractor and shall be tested prior to each event. All equipment, staff and supplies shall be in place prior to scheduled start time of event.

C. The contractor will be required to provide and have available on request credentialing, privileging and prime-source verification of all licenses and specialties of medical professionals that work events for the KSARNG.

· Providers (Physicians, Physician Assistants, Social Worker, Dentists, Nurse Practitioners etc. must have an unrestricted license to practice in the State of Kansas.

· Must have current privileges to perform all requirements outlined within their scope of practice.

D. Medical Requirements:

1) OSHA/HIPAA/ADA Compliant and Self-Contained Mobile Medical Practice

2) Fully equipped, environmentally controlled, private exam rooms for full PHA and Specialty Physical Exams to included dedicated facilities for women’s health requirements (with female providers) and behavioral health screenings that assure confidentiality.

3) TITMUS Visual Acuity Screener

4) CLEA – Waived Rapid Laboratory Screenings (Lipid Profile, PT/INR, BNP, CK, CKMB, BMP, CHEM 8, Hemoglobin, Blood Glucose, Total Cholesterol, Urinalysis & Urine HCG).

5) Vital signs to include Blood Pressure, Pulse Oximetry, Height/Weight/Temperature

6) Tonometry

7) Optometry with Visual Refraction

8) Ability to perform Blood Collection for HIV, DNA, G6PD, RPR, PSA

9) Ability to perform all required immunizations (vaccines to be provided by government)

10) Ability to perform Women’s Health Exams to include PAP smears, STD testing and case manage Mammography

11) All necessary Clinicians and medical technicians to complete full PHA, PDHRA and/or Physical Exam Requirements.

12) CAOHC Certified Hearing conservationist

13) Must be able to keep and dispose of all Medical Waste

14) Typical Mobile Medical Equipment and Services Required (For information purposes only--may not be all inclusive):

· DOEHRS Compatible Audiometer

· TITMUS Visual Acuity Screener

· CLEA – Waived Rapid Laboratory Screenings (Lipid Profile, PT/INR, BNP, CK, CKMB, BMP, CHEM 8, Hemoglobin, Blood Glucose, Total Cholesterol, Urinalysis & Urine HCG)

· Blood Pressure, Pulse Oximetry, Height/Weight/Temperature

· Tonometry

· EKG & Pulmonary Function Testing

· Optometry with Visual Refraction

· Ability to perform blood collection for HIV, DNA, G6PD, RPR, PSA, and any other serum analysis required by the KSARNG.

· Ability to perform all required immunizations required for IMR.

15) Typical Medical Staffing (For information purposes only--may not be all inclusive):

· Medical Credentialed Physician

· Physician’s Assistant (P.A.)

· Nurse Practitioner (N.P.)

· Phlebotomist

· Emergency Medical Technician (EMT)

· Certified Nursing Assistant (CNA)

· Licensed Practical Nurse (LPN)

· Registered Nurse (R.N.)

· Behavioral Health Specialist

· CAOHC Certified Audiology Technician

· Optometrist

· Ophthalmologist

· Optometry Technician

· Audiologist

16) Medical Supplies (not all inclusive):

· Able to customized medical supplies for PHA and/or Full Physical Exams as listed necessary for medical services above

· OSHA Required Personal Protective Equipment (PPE)

· All Immunization Serums not provided by the Government will be supplied by the Contractor.

· All immunizations to be administered by the Contractor.

17) Additional Medical Resources:

· MODS and MEDPROS access required at event, and post-event for data entry (personnel must be able to pass a background check and obtain a government issued CAC Card) 18) Dental Restoration

· Dental Restoration will comply with Appendix E.

E.

Hearing Requirements:

1) Mobile Hearing Practice capable of completing up to 250-500 DOEHRS tests and 50 SPRINT tests per day

2) Focused on DOEHRS/SPRINT Hearing Tests

3) Must be able to export to the DOEHRS Repository in real-time or near real-time

4) Minimal necessary staffing of 1 Audiologist and 1 Hearing Conservationist

F.

Dental Requirements:

1) OSHA/HIPAA/ADA Compliant and Self-Contained Mobile Dental Practice

2) Fully digital exams/Bite-wing radiographs/pano focus

3) Necessary staffing of Dentists, Dental Assistants and RDA / X-ray Technicians to support dental exams of 250-500 SMs per day and expected dental treatment of 40%, to include 1 Project Manager and 1 Project Manager Assistant

4) Treatment available if needed with all necessary clinical supplies, equipment and instruments

5) Reception area for data intake and outtake within vehicle for health history and data processing

6) Meets all state radiological requirements including lead-lines walls and trigger systems for RDAs outside of operatory during x-ray exposure

7) Separate sterilization area within the Mobile Dental Practice

8) Equipped with printers that provide AGFA Film-Based printing

9) Must contain biohazard waste receptacles

10) Kodak Sensors

11) Must have a Dental Quality Assurance Consultant with Military Experience

12) Must have capability for LIVE DENCLASS Entry At Event

13) Must have capability for DENCLASS Entry post Event

G.

Behavioral Health Services: Onsite at Event & Post-Event Case Management of Behavioral Health specific conditions/services.

1) Contractor shall set up network & accounts with Behavioral Health Specialists near event location

2) Contractor will ensure appropriate HIPAA and Privacy Act considerations are in place regarding the sensitive issues of Behavioral Health cases

3) Contract Case Manager will identify, track, and provide clinical oversight of both

Temporary and Permanent Behavioral Health Profiles (P2 and P3) of KSARNG soldiers via hardcopy record/spreadsheet, as well as the MND module of MODS

4) When required, Case Manager will coordinate and arrange for fulfillment of required

Behavioral Health consultations - either network or KSARNG 'organic' ("Green-Suit") providers

5) Government, Soldier, and/or Contractor to provide transportation of soldier to local

Behavioral Health required consultation services

6) Contract Case Manager will provide completed Behavioral Health cases to the KSARNG Medical Services Office Representative (or identified representative) for review and approval

7) Case Manager will provide completed and approved cases, to the Health Services Section of the KSARNG Medical Services Office Representative

8) Case Manager will maintain oversight on completed required MMRBs and/or

MEBs/PEBs for identified Soldiers

9) Local Behavioral Health Specialists & Contractor to explain applicable instructions to KSARNG treated soldiers and any other POC at the direction of the KSARNG Medical Services Office Representative

10) Follow-up conversations between Contractor and KSARNG treated soldier & Supervisor may be necessary depending on complexity of treatment and potential additional requirements

11) Contractor to collect & tally all expenses of Behavioral Health services & Case management related services

12) Contractor shall submit costs to authorized Government representative

H.

Information Technology Requirements:

1) OSHA and HIPAA Compliant Data Processing and Uploading Capability Mobile Practice

2) 12+ Station Data Processing and Health Records Check-in and Check-out Vehicle

3) Necessary Staffing of 1 IT Project Manager

4) Provision of self contained internet connectivity regardless of location of event in order to complete real-time access and updates to various electronic health record repositories used by the KSARNG including (but not limited to) ePHA, DENCLASS, MEDPROS, HRR etc.

5) An Enterprise System that is CLIENT ACCESSIBLE to obtain operational details, insurance information, live event tracking and automatic status e-mail updates.

I.

Other Mobile Portable Requirements:

1) Contractor must be prepared to provide portable office buildings to facilitate the more efficient in/out processing of Soldiers (primarily for administrative functions).

2) All portable office buildings must be climate controlled.

3) All portable office buildings must be HIPAA Compliant and provide appropriate privacy.

6.

GOVERNMENT-FURNISHED PROPERTY AND INFORMATION:

A.

The government shall only furnish parking for HIPAA Privacy Act, OSHA & ADA-Compliant, Self-Contained Mobile Medical, Dental and Hearing Practices and portable office buildings when requested. No armory, TMC, or office space will be provided or utilized unless prior approval from the KSARNG Medical Services Office Representative.

B.

KSARNG shall provide all supplies and shipping materials associated with HIV testing.

7.

CONTRACTOR FURNISHED ITEMS:

A.

Contractors will provide all items and licensed personnel needed to perform the Medical & Dental Readiness requirements, any employee benefits, vacation days, paid holidays and sick leave plan.

B.

The contractor must own its fleet of Mobile Medical and Dental Practices that meet all OSHA, ADA & HIPAA standards to ensure a safe, comfortable, and productive workspace for medical services under the Individual Medical / Dental Readiness Requirements. Except as noted in item 6, no additional space will be given inside military buildings.

C.

Due to the size of the KSARNG force and need for very large, short-term events, Contractor shall possess an owned and operated fleet of mobile health practices containing a minimum of 25 vehicles to accommodate multiple large scale events concurrently. Internet connectivity must be available to allow for real-time data entry at events. Patient education screens are ideal to ensure Soldiers receive continuing education. Due to the nature of military training, Mobile Health & Dental practices must be able to be moved at short notice of no more than one-hour notice to follow movement of the patient-base to be served. Offerors that do not own their own fleet of Mobile Health/Dental Practices will not be in compliance.

D.

Each Mobile Medical vehicle must contain a minimum of two fully equipped and private medical exam rooms, a lab with an eye wash station, biohazard separated work areas, a significant sized reception area with fully functional office technology including a local area network (LAN) with redundant computer systems and printing/copying capabilities, and an on-board ventilation system to minimize blood-borne pathogens and handicap accessibility. Mobile Practices shall contain fully functional administrative offices in order to accommodate events that may be in remote areas such as weapons ranges.

E.

Each Mobile Dental vehicle shall contain lead-lined walls for radiograph radiation protection, digital bite-wing and panoramic to provide digital radiograph files at the end of the event, all emergency medical resources consistent with OSHA standards such as eye wash stations, distilled water tanks, separate and walled operatories to provide confidentiality for patients, individually temperature controlled rooms, sterilization equipment in separate sterilization area, biohazard waste receptacles, biohazard separated work areas, fully functional standard medical and dental equipment, a designated reception area with fully functional office technology including a local area network (LAN) with redundant computer systems and printing/copying capabilities, and an on-board ventilation system to minimize blood-borne pathogens. For dental treatment to be performed, the Mobile Dental Practice shall have full treatment functionality consistent with traditional, fixed-site, private practice dental offices. This includes non-portable and professional quality dental chairs, compressor systems, vacuum systems, and treatment instruments for fillings, extractions, root canals, and other work authorized by the National Guard Bureau. The contractor’s safety program will include equipment training, occupational safety, health and fire protection guidance, to ensure the protection and health of all work personnel.

F.

Each Mobile Dental vehicle must have the capability for real-time, point of service DENCLASS upload. This requires the contractor to have high speed, broadband or satellite communication channel. The contractor must have CAC enabled Event Managers and support staff. The work stations should have bar code scanning capability to ensure high quality standards of data entry. Contractor must be able to do Post-Operatory Panoramic X-rays upon completion of treatment whereby the forensics image will change materially. Also, contractor must be able to upload images to the Active Duty Dental Repository (ADDR) system for DENCOM requirements of deployability.

G.

Government property will be protected during the period of time the property is under the control or possession of the contractor.

H.

The contractor must provide access to Event Managers before and after the event to ensure proper coordination and follow up. The contractor must provide contact information for all Event Managers no later than 5 days prior to the event. All Event Managers must be full-time employees and possess a Common Access Card (CAC) and have received training in MODS, MEDPROS, DENCLASS and HIPAA.

I.

Contractor shall have on-base, local and national network of Case Managers available to assist with expanded dental case management functions during and post-event to ensure remediation of Class 3 Soldiers. Contractor will have access to a fully accredited licensed network of general and specialty dental and medical providers. Contractor will fulfill prescription medication services through local pharmacies as needed during events when required.

8.

SPECIFIC TASKS:

A. Dental Exam. A periodic oral evaluation shall assess the current state of oral health, risk for future dental disease as well as general health factors that relate to the treatment of the patient. The following measures are required for each periodic oral evaluation:

1) Caries risk assessment – Classify Soldiers as low, moderate or high risk for caries as described by the American Dental Association’s 1995 Special Supplement. This assessment will identify those at high risk for future disease.

2) Periodontal assessment – Periodontal Screening and Recording (PSR), a screening procedure endorsed by the American Dental Association and the American academy of Periodontology, should be utilized to determine the need for periodontal treatment.

3) Tobacco risk assessment – Classify Soldiers as a smoker, user of smokeless tobacco or as both.

4) Oral cancer screening – Perform a thorough oral Cancer screening on all beneficiaries as part of all annual examinations.

5) Radiographs should be taken only for clinical reasons according to FDA guidelines as determined by the patient’s dentist. Radiograph should be of diagnostic quality property identified and dated. A panograph is required to be present in the dental record and that it is of adequate quality for diagnostic / identification purposes. There is no time requirement on updating panographic radiograph. However, the panographic radiograph will adequately represent the current oral condition of the Soldier.

6) Digital Bitewings, Digital Panoramic X-rays and Dental Exams: The Contractor shall perform required dental examinations to include digital bitewings and digital panoramic X-rays if clinically indicated in support of the annual medical and dental screenings in accordance with the AR 40-501 and AR 40-35 at an undetermined number of armories and training sites in Kansas. The Contractor must have experience in and capability to upload all exams and digital X-rays into the DENCLASS system. The Contractor will ensure all Soldiers have a current Panoramic X-ray on file and if missing, the Contractor will perform new radiographs. Adherence to all OSHA requirements, State and Federal Regulations are mandatory. Diagnostic quality IR required or work needs to be re-done.

7) Each exam shall be entered into the DENCLASS reporting system and annotated on the SF 603 (Health Record – Dental) and the SF 5570 (Health Questionnaire for Dental Treatment) of the Soldier’s dental records. All Soldiers shall have a complete military dental record. No dental record is complete unless the documentation is complete and in the proper order as outlined in TB MED 250. The Contractor shall provide electronic documentation (to include radiographs) in the KSARNG approved system (DENCLASS) and charting of current oral condition Class 2 issues identified and a listing of Class 3 treatment needs.

8) As required, provide timely feedback and work progress / status of the number of dental examinations completed to the Medical Team Officer in Charge as to timelines or factors that may negatively impact processing the scheduled number of soldiers.

9) Contractor shall contact the KSARNG Medical Services Office Representative or his/her designated representative at the end of each day during the event.

10) Contractor shall be licensed on any services rendered and equipment operated during the mission.

B.

Dental Treatment: Based on National Guard Bureau’s national statistics, it is estimated that 30% of eligible Soldier exams will be Classification 3, Non-Deployable without Dental Treatment. The more likely estimation for the KSARNG at the time of this document is 40%. This creates an estimated population of Soldiers that will require dental treatment to upgrade those Soldiers to a minimum Class 2 Status. The Contractor shall provide approved dental treatment only within an OSHA & ADA-Compliant Mobile Dental facility. See Appendix C – Authorized Dental Treatment.

C.

Periodic Health Assessments and Physical Exams: The Contractor shall conduct Periodic Health Assessments (PHA) and other physical exams (Over-40, Chapter 2, Flight, etc.) in accordance with AR 40-501 and requirements defined by the KSARNG Medical Services Office Representative for an undetermined number of Soldiers and at undetermined locations throughout Kansas. The Contractor shall conduct physicals in a HIPAA, Privacy Act, OSHA & ADA Compliant Mobile / Portable Health Vehicle and / or equipment to include visual acuity, ANCI certified and DOEHRS compatible audiometry, on-site laboratory testing for lipids, glucose, urinalysis, HCG and hemoglobin’s, a complete physical exam by provider, tonometry and vital signs. All professionals shall be licensed and adhere to all requirements of OSHA, State and Federal regulations. Contractor will provide KSARNG Medical Services Office Representative staff a copy of the PHA on the day of the event.

D.

Visual Acuity Testing: The Contractor shall conduct visual acuity testing in accordance with AR 40-501. Adherence to OSHA, State and Federal Regulations is mandatory. The Contractor shall schedule all vision services in conjunction with other services. The contractor will provide licensed providers, ancillary staff, and necessary testing equipment. The Contractor shall provide vision screening to include a Snellen test for all SMs, and screening to determine optometrically determined near and far vision measurements, refractions, pupillary distance for SMs requiring prescription lenses. The Contractor shall ensure the HCP (OD) fully completes the DD Form 771. The contractor will provide all necessary testing equipment to provide prescriptions. Upon request the contractor must have the capability to conduct complete optometry exams. The Contractor shall provide all prescriptions to the KSARNG. The contractor will transfer current existing prescriptions to DD Form 771. The contractor must have the capability to verify that the eyeglass/optical insert prescription is correct upon receipt from Naval Ophthalmic Support and Training Activity (NOSTRA) and will assure any prescription eyeware is delivered directly to the SM or the SM’s unit of record as designated by the KSARNG. Visual screening results shall be documented in MEDPROS by the contractor. Each SM shall be assigned a Vision Readiness Classification by a military physician.

E.

DOEHRS (Defense Occupations and Environmental Health Readiness System) Compatible Audiometer Testing: The Contractor shall conduct audiometric evaluations in accordance with AR-501 for an undetermined number of Soldiers and undetermined locations throughout Kansas. Audiometric evaluations shall be DOEHRS compatible. Adherence to all requirements of OSHA, State and Federal Regulations is mandatory. SPRINT testing will be performed IAW all applicable OSHA, State and Federal guidelines. Contractor will have Audiologist on site of the event. Results of the hearing test need to be forwarded to KSARNG Medical Services Office Representative staff the same day of the event. Hearing test will need to be conducted utilizing a Mobile Hearing Practice. The Contractor shall ensure effectiveness and accuracy of tests and create an environment most suited to limit noise pollution than could affect testing. If SPRINT test is required and cannot be done on site, Contractor will need to have a plan in place to sub-contract and case manage this on the day of the event. It is highly preferred to perform all testing on site.

F.

Immunizations: The Contractor shall conduct immunizations in accordance with AR 40-501, AR 40-562, with guidance from the KSARNG Medical Services Office Representative as needed. Immunizations shall include, but are not limited to, all routine adult immunizations and theater specific immunizations, such as: Influenza, Novel H1N1, Yellow Fever, Typhoid, Tetanus, Hepatitis A, Hepatitis B, TDAP. Adherence to all requirements of the OSHA and all State and Federal Regulations for handling immunizations is mandatory. Where possible, vaccines will be supplied by the Government. In the event the government will not provide the vaccines, the government will give the Contractor 30 days notice.

G.

Phlebotomy / Lab: The Contractor shall conduct all phlebotomy services such as, but not limited to, HIV and G6PD blood draws, pregnancy testing, lipid profiles, PSA, and other designated requirements in accordance with AR 40-501 and KSARNG guidance. All HIV specimens shall be turned over to the Laboratory that is currently under contract with the KSARNG for testing. The Contractor shall utilize the current accepted shipping method. All other laboratory supplies/testing is the responsibility of the contractor. A copy of results from laboratory work is required to be received at KSARNG Medical Services Office Representative within four (4) days of the draw. The contractor shall update MEDPROS with laboratory results within six (6) days of receiving results. Shipping labels and supplies will be provided by government.

H.

DNA Collection; The Contractor shall conduct DNA collection in accordance with AR 40-501. The KSARNG may provide DNA supplies, shipping supplies and shipping guidance. However, the Contractor must be prepared to furnish all required DNA supplies and services. Adherence to all requirements of OSHA, State and Federal Regulations is mandatory.

I.

Women’s Health: All Female personnel below the age of 30 are required to have a Pap smear within 6 months prior to deployment (and/or 9 months for those not deploying for 365 days.) Those Females 30 years or older with no history of dysplasia in the past and have had 3 consecutive normal pap smears (all females must bring both the pap results along with the Cytology report with them to the Clinical Review station at the SRP site) will have had to have a pap smear within the last 24 calendar months.. Females who have had a hysterectomy for any reason other than cervical dysplasia or cancer, and have not had a supra-cervical hysterectomy (with a cervix still being present) will be exempt from having a pap smear.

1) Contractor will be prepared to perform Pap smear and screening to include required gynecological screening for HPV and Chlamydia. Contractor should be prepared to sub-contract out anything that cannot be performed on site and case managed the same day of the event.

2) In order to promote the comfort and compliance of service members, the Contractor shall provide providers to perform Pap smears and pelvic exams and other female specific examinations, and shall ensure care is taken to maintain privacy in testing areas.

3) Women who are 40 years of age and older must have a mammogram within 12 calendar months prior to deployment and must produce such results at the deployment site. Contractor will provide mammogram services within the time period of the event. Contractor will manage the results and provide hard copies to the KSARNG Medical Services Office Representative. Results should arrive within 14 days following the event. MEDPROS will be updated by KSARNG Medical Services Office Representative or by the Contractor as directed by the KSARNG Medical Services Office Representative.

J.

Case Management. The contractor must have the capability to provide both medical and dental case management services during and after the event. Procedures to be case managed will be approved by the Deputy State Surgeon (DSS). A roster will be provided monthly that annotates Soldier information, type of procedure, date completed and costs associated. Government will be invoiced monthly for case management services approved by the DSS. Contract Case management personnel may work out of the KSARNG Medical Services Office if sufficient office space and equipment can be provided by the government. This is at the discretion of, and would be coordinated by, the KSARNG Deputy State Surgeon.

9.

INFORMATION TECHNOLOGY SUPPORT

A.

The contractor must provide an Enterprise System that is CLIENT ACCESSIBLE to obtain operational details, insurance information, live event tracking and automatic status e-mail updates.

B.

Contractor must be able to replace faulty IT equipment within 24 hours.

C.

Must provide the capability to accomplish Electronic Periodic Health Assessments (ePHA) to include the hardware and onsite technical support.

D.

Contractor must be able to demonstrate a plan the includes 24/7 IT Support

E.

Contractor must have the capability to maintain full electronic medical/dental records

F.

Contractor must have the capability to track soldiers through an electronic process that provides for the ability to search both during and post event.

G.

Contractor must have the capability to conduct electronic, automated upload of medical/dental information to military reporting endpoints to include DENCLASS, MEDPROS, HRR, ePHA and eProfile.

H.

Contractor must have the capability providing point of service ePHA data entry for the SMs portion of the ePHA.

10.

APPLICABLE DOCUMENTS:

The Contractor shall ensure that all appropriate DA,DD or other authorized and approved forms (in accordance with referenced) are utilized for each service supplied and utilized IAW AR 40-66 and TB MED 250. The forms will be made available through the KSARNG Medical Services Office Representative. The Contractor will provide all documentation concerning dental and medical treatment to the KSARNG.

11.

PLACE OF PERFORMANCE:

A.

To be determined by each delivery order, generally throughout the entire State of Kansas, but could be across CONUS should the KSARNG train or need to operate outside the home state. In any case, contractor must be able to respond within a minimum of three (3) days notice.

12.

PERIOD OF PERFORMANCE: Base Year Plus 4 Option Years

Base Year:

Award Date through 30 September 2011

Option Year 1:

1 October 2011 through 30 September 2012

Option Year 2:

1 October 2012 through 30 September 2013

Option Year 3:

1 October 2013 through 30 September 2014

Option Year 4:

1 October 2014 through 30 September 2015

· Arrive / set-up / prep – Day before each event start

· Event – Full duration of event for estimated 10 hours per work day

· Tear-down / depart – day after each event ends 13.

OTHER CONDITIONS / SECURITY:

A.

Safety: The Contractor must establish a safety and health program in accordance with the standards of the Federal Occupational Safety and Health Standard (OSHA), Health Information Portability and Accountability Act (HIPAA) and The Privacy Act.

B.

Performance work statement is “UNCLASSIFIED” and under HIPAA regulations. Contractor shall notify the Contracting Officer if requirements exist for “secret” classification and circumstances requiring “secret” classification for Readiness impact reporting.

C.

Quality Control: The Contractor shall adopt a quality assurance program that monitors all services being provided. The program shall be approved by the KSARNG. Contractor needs to include in their process Military QA, and PULHES assignments.

D.

Hours of Operation: Depends on mission requirements. Contractor must be prepared to operate 24/7. Normally 0600-1800 First Day of event; 0700-1800 daily

E.

Security Requirements: All contractor personnel will be required to comply with all security requirements for entry to closed military training facilities.

F.

Recognized identification card or driver’s license and all vehicles are subject to search without reason. The Contractor shall comply with all installation security requirements.

G.

Reporting: The Contractor shall provide a final report for all services provided to include a by name, unit and social security number roster of all Soldiers receiving services. The report shall be approved and verified by the KSARNG liaison with the KSARNG Medical Services Office Representative of the KSARNG.

14. ACCEPTANCE PLAN: All work performed, all materials and tasks data to be submitted under this task shall be made available to be inspected for compliance with the PWS and accepted by the COR or authorized representative as specified herein.

15. CONTRACT PERIOD: The resultant contract shall be for a period of one (1) Base year with the option to extend for four (4) one-year option periods. The Contract shall be in effect from Award Date through 30 September 2015. The Contractor shall be notified within 60 calendar days of the expiration date of the Government’s intent to exercise each option period. The total life of the Contract shall not exceed five years.

16.

ARMY CONTRACTOR MANPOWER REPORTING: The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor…