Health care exams for employees

This is a combined synopsis/solicitation for commercial goods and commercial services prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued. The solicitation number is 12405B23R0013 and is issued as a request for quotation (RFQ). The NAICS code is 621111. This solicitation document incorporates those provisions and clauses in effect through Federal Acquisition Circular 2022-06.

The purpose of the Occupational Medical Surveillance Program is to provide medical surveillance for all authorized USDA-ARS employees who are exposed to hazards, even just occasionally, that could potentially result in a work-related illness.  The results of the medical testing and examination will determine if action is required on the part of USDA-ARS to correct actual or potential health problems, and possibly eliminate exposures.  The medical provider shall identify problems and determine what changes may be necessary.

                      Specific Services

Mark Here If You

Can Meet

These Criteria

Price

(Mark N/A if Service is

Not Available)

Occupational History and Baseline Physical Evaluation

(Height, weight, TPR, and blood pressure are considered normal components of the physical exam and there is not a separate charge for these items.  The charge for this exam does not include Lab work and other components-these may be charged separately as noted below)

USDA shall provide the required forms.  They are USDA forms

186-A, - B, -C, -D.

Respirator Medical Clearance may be required as a part of the exam.

We expect that the client having the physical exam shall be scheduled for a minimum of 30 minutes with the examiner.  This time should include a full explanation of all lab test and exam results, a comprehensive physical examination, and an opportunity for the Federal Employee to get any questions answered.  Employees are to receive copies of any tests or reports as requested.

Any employee, who has a life-threatening condition, or serious finding requiring urgent evaluation or intervention, must be notified by the vendor within 24 hours.

Yes, can meet criteria  

No, can Not meet criteria

Examiners shall be licensed to practice in the state where services are provided.  A Certified Occupational Health Physician would be preferred.

Please check which personnel would be performing the exams:

Physician          Certified Occupational Health Physician

Certified Physician’s Assistant         Certified Nurse Practitioner

Check Correct Box on left.

Originals of All USDA/ARS forms and copies of ALL test results are to be sent within two weeks of the date of the exam to the Medical Review Officer.

Federal Occupational Health, Room 443

50 United Nations Plaza

San Francisco, CA 94102

The Medical Review Officer is Lee Wugofski, MD, PhD. Certified Occupational Health Physician.  Please feel free to call Lily Murphy, RN, Certified Occupational Health Nurse Specialist, at (415) 437-8020 for any questions or concerns about the medical review process.

Yes, can meet criteria  

No, can Not meet criteria

Specific Exam Components

Mark Here If You

Can Meet

These Criteria

Price

(Mark N/A if Service is

Not Available)

AUDIOMETRY                      Using AAOHN Standards.

Use certified, regularly calibrated microprocessor audiometer (with a noise reduction booth.  Consistent with 29 CFR 1910.95)

Usual Standard:  an audiogram should be done as a baseline and at an exit exam.  It should be done with each yearly exam if the client is exposed to noise at work or gets Respiratory Medical Clearance.  Periodic audiograms may be done every one to four years if the client has had an abnormal audiogram and may be done at the client’s request.

Audiogram retests will be done (within 30 days) for a standard threshold shift (STS) or if indicated by the physician.  Required frequencies to be tested are 500, 1000, 2000, 3000, 4000, 6000, 8000 Hertz.  Copy of results (audiometer printout) to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

CHEST X-RAY (PA) (Including cost of interpretation)

Usual Standard:  A chest x-ray should be done for any employee who will need medical clearance for respirator use (baseline x-ray only), or who may be occupationally exposed to lung toxins (irritants) or dust that may cause pneumoconiosis, or who is an asbestos worker (follow OSHA standard for asbestos chest x-rays) or who has a histoplasmosis test that converts from negative to positive, or who has a TB test that converts from negative to positive, or who severely decreased Pulmonary Function Tests, is Short of Breath, or symptomatic.  AS A GENERAL RULE, ROUTINE PERIODIC X-RAYS ARE NOT INDICATED (unless medically indicated).

Copy of results to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

EKG-RESTING (12Lead EKG)

Usual Standard:  An EKG should be done as a baseline at first exam, repeat at age 35, and then every 5 years until age 50.  At age 50+, do an EKG every 2 years.

EXCEPTION:  At 40+, do an EKG every two years if 2 or more risk factors for coronary artery disease such as diabetes, smoking, family history of premature coronary artery disease, high B/P, high cholesterol, or when symptomatic.

Copy of results to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

EXERCISE STRESS TEST (EST) using Bruce Protocol

An EST is routinely needed when the employee needs medical clearance to wear a Self-Contained Breathing Apparatus (SCBA) and is age 50 or older.  After age 50, periodic ESTs are needed every 2 years (or yearly if medically indicated).  The EST is begun at age 45 when the employee needs medical clearance to wear a Self-Contained Breathing Apparatus (SCBA) and has 2 or more major risk factors for heart disease such as Hypertension, Diabetes, a family history of heart disease, high cholesterol, or tobacco. 

Copy of results to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

GLAUCOMA TEST

Puff Tonometer or other method.  Use certified regularly calibrated equipment.  Copy of results to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria   

No, can Not meet criteria

RESPIRATOR MEDICAL CLEARANCE (RMC)

The Local USDA point of contact must give vendor a list of employees that require Respirator Medical Clearance and the type of respirator they will be using.  RMC is the responsibility of the local vendor.  The Medical Review Officer does not make RMC decisions.  RMC is not standardized throughout the country.  The vendor should follow their own policies and OSHA’s standards as well.

Recommendation:  all employees who are to have medical clearance to wear a respirator should have a complete baseline physical exam including spirometry and a baseline PA chest x-ray.  Vendor must send RMC information directly to USDA Local Contact.  Note that the USDA Local Contact is to receive notification of clearance or no clearance ONLY.  No actual test results or confidential information is to be given to the USDA Local Contact.  Copy of results (complete print out of test curves and results) to be sent MEDICAL REVIEW OFFICER if employee also has a physical examination.  No forms need to be sent to the Medical Review Officer if employee has a Respirator Medical Clearance without an exam.

Yes, can meet criteria  

No, can Not meet criteria

SPIROMETRY

NIOSH Standards.  The best three curves should be printed out.  Use Clinical Standard including FVC, FEV-1 ratio.  Use certified, regularly calibrated equipment, and personnel who have successfully completed a NIOSH approved course in Spirometry consistent with applicable sections of 29 CFR 1910.

Usual Standard:  PFT done at the baseline exam, exit exam, and when the client needs a respirator Medical Clearance.  In addition, PFT should be repeated at each exam if history of lung problems such as asthma, chronic bronchitis, COPD, TB, or is a smoker. Copy of results with complete print out of test curves and results to be sent Medical Review Officer.

STOOL FOR OCCULT BLOOD TEST

Usually done as a patient self test at home.  Results to be noted on physical                                                                                 exam form and sent to MEDICAL REVIEW OFFICER.                                                    

Yes, can meet criteria  

No, can Not meet criteria

Yes, can meet criteria  

No, can Not meet criteria

VISUAL ACUITY

Includes near and far vision, with glasses or contacts.  Includes color vision and peripheral vision test.

Copy of results to be sent MEDICAL REVIEW OFFICER

Yes, can meet criteria  

No, can Not meet criteria

IMMUNIZATIONS

Mark Here If You

Can Meet

These Criteria

Price

(Mark N/A if Service is

Not Available)

HEPATITIS-A VACCINATION

A series of 2 shots to be charged per injection.

Verification of vaccination to USDA Local Contact and copy to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

HEPATITIS-B VACCINATION

A series of 3shots to be charged per injection.

Verification of vaccination to USDA Local Contact and copy to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

TETANUS PIPHTHERIA VACCINATION

Due every ten years.

Note vaccination on chart and send to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

TUBERCULOSIS SKIN TESTING (MANTOUX)

Includes reading test within 72 hours.

Note results on chart and send to MEDICAL REVIEW OFFICER.

Yes, can meet criteria   X

No, can Not meet criteria

PHOTOCOPYING

ORIGINALS of all USDA forms and copies of all test results must be provided to the MEDICAL REVIEW OFFICER.

NOTE:  NO FORMS OR TEST RESULTS ARE TO GO TO USDA/ARS Local Management.  This is Confidential Medical Information!

NOTE:  Two Exceptions

1.  Hepatitis A and B Vaccination forms may go directly to the

     USDA Local Contact with a copy to the Medical Review Officer.

2.  Information regarding Respirator Medical Clearance does go directly

     to the USDA Local Contact.  However, the USDA is to receive

     notification of clearance or no clearance only.  No test results or

     confidential information is to be given to the USDA Local Contact.

    (See section regarding Respirator Medical Clearance.)

Yes, can meet criteria  

No, can Not meet criteria

If your clinic sends a formal letter to the employee regarding their exam results, please send a copy to the MEDICAL REVIEW OFFICER.  The Medical Review Officer will then refer to the

letter the employee has already received, instead of repeating the same information in another letter.

Yes, can meet criteria  

No, can Not meet criteria

If the examiner uses a different form, the clinic’s form, and then transcribes information onto the ARS form D, please send a copy of the completed actual exam form used to the MEDICAL REVIEW OFFICER. 

Yes, can meet criteria  

No, can Not meet criteria

                POSTAGE / HANDLING

Mark Here If You

Can Meet

These Criteria

Price

(Mark N/A if Service is

Not Available)

If not already, include in prices.

Yes, can meet criteria  

No, can Not meet criteria

RECORDS MANAGEMENT

Maintain medical records in a system that assures security and confidentiality.  Vendor acts as “custodian” of the records and agrees to transfer employee records to another vendor as determined by ARS if termination of contract.

Yes, can meet criteria  

No, can Not meet criteria

LAB TESTS

The lab must have current certification of program quality such as by accreditation by the College of American Pathologists, certification as a Medicare provider, or active participation in the Clinical Laboratory Improvement Program of the Centers for Disease Control and Prevention or the American Association for Clinical Chemistry.

Yes, can meet criteria  

No, can Not meet criteria

LAB PROFILE FASTING

1.  CBC

2.  Routine Urinalysis

3.  Chemistry to include:  Fasting glucose, electrolytes, albumin, liver enzymes (ALT, AST, Alk. Phos., Total Bilirubin), and lipids (Total cholesterol, Triglycerides, HdL, calculated LDL, ratio)

Reports of all lab teats to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

Provide initial blood drawing for all participating employees  

Yes, can meet criteria  

No, can Not meet criteria

Provide blood drawing for Summer Employee Cholinesterase Screening

Yes, can meet criteria  

No, can Not meet criteria

RBC and PLASMA CHOLINESTERASE

Baseline testing should be RBC and Plasma Cholinesterase.  This is provided upon entrance to the Medical Surveillance Program where there has been exposure on the job or has had a high-risk potential.  A NEW baseline is required if vendor changes the lab where testing is done.  All baselines should be collected at least FOUR WEEKS AFTER any pesticide spraying has been done and must consist of two samples taken on different days, but within two weeks of each other.  If unable to collect two specimens within this time frame, draw second specimen as soon as possible, but later than four weeks from last exposure.  LAB REPORT TO INDICATE DATE OF LAST EXPOSURE.

 Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

RBC CHOLINESTERASE

Use RBC Cholinesterase testing for medical surveillance once the RBC &

Plasma cholinesterase baselines have been established.

Cholinesterase levels should be collected as soon as pesticide spraying has been done, within one week of exposure.

Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

RETICULOCYTE COUNT

This test is to be run ONLY if there is clear evidence of actual occupational exposure to Benzene.

Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

URINE ARSENIC

This test is to be run ONLY if there is clear evidence of actual occupational exposure.  If the vendor suspects the need for this test, please call the Medical Review Officer, Dr. Lee Wugofski at

(415) 437-8056 for consultation.

Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

PHENOL URINE

This test is to be run ONLY if there is clear evidence of actual occupational exposure.  If the vendor suspects the need for this test, please call the Medical Review Officer, Dr. Lee Wugofski at

(415) 437-8056 for consultation.

Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

HEAVY METAL URINE (Arsenic, Lead, Mercury, and Cadmium)

This test is to be run ONLY if there is clear evidence of actual occupational exposure.  If the vendor suspects the need for this test, please call the Medical Review Officer, Dr. Lee Wugofski at

(415) 437-8056 for consultation.

Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria   

No, can Not meet criteria

HISTOPLASMOSIS ANTIBODY

This test is to be run ONLY if there is clear evidence of actual occupational exposure.  If the vendor suspects the need for this test, please call the Medical Review Officer, Dr. Lee Wugofski at

(415) 437-8056 for consultation.

Reports of all lab tests to be sent to MEDICAL REVIEW OFFICER.

Yes, can meet criteria  

No, can Not meet criteria

DOCUMENTS TO BE INCLUDED IN QUOTE: In order to be considered for award, Offerors shall respond by:

1)Providing a quote on company letterhead addressing all the requirements of the RFQ, clearly note per item pricing in accordance with specifications (attached), shipping/handling/delivery costs, and be valid for at least 30 days after receipt of quote.

2)Have an Active SAM.gov registration and complete the Representations in FAR 52.204-54; the Representation and Certification section should also be completed electronically in the System for Award Management (SAM) at www.sam.gov.

Any amendment and documents related to this procurement will be available electronically at the Government Point of Entry (beta.sam.gov). FAR clauses 52.212-1, 52.212-2, 52.212-3, 52.212-4 and 52.212-5 (and any addenda to those clauses) are included in the attached clauses and provisions document. Additionally, other contract requirements and terms/conditions can be located in the same document. The Government anticipates award of a contract resulting from this solicitation to the responsible offeror whose quote conforms to the specifications that will be the most advantageous to the Government in accordance with FAR 13.106-2 considering three major areas: technical acceptance, past performance and price. Quotes will be evaluated by performing a comparative evaluation in accordance with FAR 13.106- 2(b)(3) to determine which quote represents the best as a whole. The Government has the discretion to accept other than the lowest priced quote that provides additional benefits. All sources wishing to quote shall furnish a quotation by 5:00 p.m. Eastern Time, on or before Friday June 20, 2023. Quotations are to be sent via email to Kelly Bero at Kelly.Bero@usda.gov Failure to provide the required information in the requested format may result in quotes not being considered for award. Attached Provisions/Clauses apply to this RFQ and any subsequent award.