Medical Surveillance Services

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 621111 - Offices of Physicians (except Mental Health Specialists)
Posted Date: Jun 28, 2020
Due Date: Jul 21, 2020
Solicitation No: RFP RFP#123:20-007-1
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RFP RFP#123:20-007-1
  • Medical Surveillance Services
  • Small Business Set-Aside Award Priority
  • Status: Open
  • Time Left:22 days
  • Closing: 7/21/20 3:00 PM
  • Issued: 6/26/20 8:37 AM
  • Last Amended:
  • Buyer:Amanda Ragan
  • amanda.c.ragan.nfg@mail.mil
  • 434-292-8652

  • Issued By:Department of Military Affairs
  • Type:Request for Proposals (RFP)
  • Category:Professional Services
  • Work Location: Fort Pickett, Blackstone, VA 23824 Camp Pendleton, Virginia Beach, VA 23451
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Provide job-related Medical Surveillance Examinations and Occupational Health Services to the Department of Military Affairs full time and part time employees who are or could potentially by exposed to health hazards in the work environment per year.

Attachments
Attachment Size Description Posted On Type
Medical Surveillance Services RFP#123-20-007 .pdf (444.93 KB) RFP#123:20-007 06/26/20 Solicitation

Attachment Preview

Issue Date: June 26, 2020
REQUEST FOR PROPOSAL (RFP)
SET ASIDE FOR SMALL BUSINESSES
RFP# 123:20-007
Title: Medical Surveillance Services
Commodity Code: 94874
Issuing Agency:
Using Agency And/Or Location
Where Work Will Be Performed:
Commonwealth of Virginia___________
Department of Military Affairs(DMA)__
VAFA-PRN159 ATTN: Amanda Ragan_
Building 316, Fort Pickett____________
Blackstone, VA 23824-6316__________
Fort Pickett, Blackstone, VA 23824-6316
Camp Pendleton, Virginia Beach, VA 23451
Initial Period Of Contract: September 1, 2020 to August 31, 2021 with four (4) one (1) year optional renewals.
Sealed Proposals Will Be Received Until July 21, 2020 at 3:00pm For Furnishing Services Described Herein.
All Inquiries For Information Should Be Directed To: Amanda Ragan by email: amanda.c.ragan.nfg@mail.mil or Phone: (434)298-
6420.
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE HAND
DELIVERED, THEN DELIVER TO:
Department of Military Affairs, VAFA Procurement Office ATTN: Amanda Ragan, Building 316, Fort Pickett VA, 23824. Office hours
are Tuesday-Friday 7:00am to 3:30pm. Closed on Mondays. It is the responsibility of the offeror to ensure that proposals are received
by the above prescribed date and time. If mailed, due to the Corona Virus outbreak, all daily incoming packages and mail are kept in
quarantine for 24 hours before personnel are allowed to pick-up. The offeror assumes the risk of non or late delivery.
In compliance with this Request For Proposals (RFP) and all conditions imposed in this RFP, the undersigned firm hereby offers and
agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent
negotiation, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true,
correct, and complete.
* Virginia Contractor License No. _____________________ * DSBSD-certified Small Business No. ________________
Class: __________ Specialty Codes: __________________
Name And Address Of Firm:
_____________________________________________
_____________________________________________
_____________________________________________
__________________________Zip Code:___________
eVA Vendor ID or DUNS #: ______________________
Fax Number: (___) ____________________________
E-mail Address: _______________________________
Date: ________________________________________
By: ________________________________________
( Signature In Ink)
Name: ________________________________________
(Please Print)
Title: _________________________________________
Telephone Number: (___)_________________________
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against an offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity,
political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-
based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such
a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.
TABLE OF CONTENTS FOR RFP# 123:20-007
Page
I.
PURPOSE………………………………………………………………………………………………………. 3
II.
STATEMENT OF NEEDS…………………………………………………………………………………….... 3
III. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS………………………………………... 5
IV. EVALUATION AND AWARD CRITERIA…………………………………………………………………….. 7
V.
GENERAL TERMS AND CONDITIONS……………………………………………………………….…...... 7
VI. SPECIAL TERMS AND CONDITIONS………………………………………………………………….….... 13
VII. METHOD OF PAYMENT………………………………………………………………………………….….. 14
VIII. PRICING SCHEDULE…………………………………………………………………………………….…... 14
IX. ATTACHMENTS……………………………………………………………………………………………..... 14
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I.
PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract
through competitive negotiation for the purpose of providing job-related Medical Surveillance Examinations and
Occupational Health Services to the Department of Military Affairs full time and part time employees who are or
could potentially be exposed to health hazards in the work environment per year.
II. STATEMENT OF NEEDS: This contract is to support two (2) locations: Camp Pendleton, Virginia Beach, VA and
Fort Pickett, Blackstone VA with Occupational Medical Surveillance Examination Program in accordance with the
Occupational Safety and Health Administration (OSHA) and other regulations. The estimated number of personnel
to be examined per year is approximately 450. The Government has the right to increase and/or decrease the number
of employees and the location for service.
General Procedures and Standards: The Government shall evaluate the quality of professional and
administrative services provided, while the Government retains no control over the medical or professional aspects
of services rendered. The Contractor will indemnify the government for any liability producing act or omission by
the Contractor, its employees, and agents occurring during contract performance. The Contractor will maintain
medical liability insurance, as per Attachment 8. The Contractor is required to ensure that its employees, for
provisions of health care services, contain the requirements of the clause including the maintenance of medical
liability insurance per year.
Contractor shall:
Ensure that all procedures are conducted in accordance with applicable American Board of Occupational and
Environmental Medicine (ABOEM), American Association of Occupational Health Nurses (AAOHN), U.S.
Department of Labor, Occupational Safety and Health Administration (OSHA), and the National Institute for
Occupational Safety and Health (NIOSH) Standards.
Ensure all clinical laboratory services are performed by a laboratory licensed through the U.S. Department of
Health and Human Services (DHHS), Health Care Financing Administration pursuant to the terms of the Clinical
Laboratories Improvement Act of 1967 and the College of American Pathologies.
Provide the Contracting Officer’s Representative with a Quality Assurance Medical Surveillance Plan listing the
procedures and processes, which shall be utilized to meet the requirements discussed in this SOW.
Provide a Board eligible or Certified Occupational Medicine Physician to conduct job-related medical surveillance
physical examinations and Occupational Health consultation services.
Arrange for the opportunity to consult with the DMA State Safety and Occupational Health Manager by telephone
to coordinate or resolve issues that might arise before, during, and after the testing period.
Provide a copy of all DMA Employee Medical Records and results which must be sent to the Department of
Military Affairs, Attn: Rebecca Moses, Bldg, 316, 10th Street, Fort Pickett, Blackstone, VA 23824 within 30 days
of the appointment.
Provide the following medical evaluations/assessments:
a) Vital signs to include height, weight, blood pressure, pulse, respirations and temperature on all personnel.
b) Job Functional Analysis or Kraus-Weber test that includes back strength and flexibility. Note any pain or
recommended lifting limitation if less than 50 lbs. The estimated number of personnel to receive this testing is
250.
c) Perform audiogram and ensure that it is performed in accordance with 29 CFR 1910.95. The estimated number
of personnel to receive audiograms is 250. Hearing screenings will be conducted only on employees exposed
to occupational noise >85 dBA or 140 dBA impact noise.
d) Pulmonary Function Tests (PFTs) Performed by a licensed physician, Certified Pulmonary Function
Technician, or Registered Respiratory Therapist in accordance with 29 CFR 1910.1001. The estimated number
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of personnel to receive PFTs is 50. Screenings will only be conducted on employees exposed to respiratory
hazards that will require a respirator to mitigate their hazards that are above the action level. Test will include
as a minimum Forced Expiratory Volume in one second (FEV1), Forced Vital Capacity (FVC), comparison
with recognized normal’s for the individual’s height, weight, sex, race, age, and a documented interpretation
by a pulmonologist or certified Occupational Health Physician. The Contractor must also complete and sign
the Respiratory Protection Questionnaire provided by the agency.
e) Respirator Medical Clearances performed IAW 29 CFR 1910.134
f) Laboratory tests will be processed by certified clinical laboratories and performed by personnel certified under
the American Society of Clinical Pathology. The supporting laboratory will provide employee instruction and
equipment necessary for tests requiring special collection methods or containers. Document that the employee
has been counseled by examining provider about laboratory test results. Provide a copy of lab results to the
employee for their primary care physician and DMA Safety and Occupational Health Manager as documented
above. Tests include:
Blood Chemistries (serum) (CBC) with H&H, BUN, and Creatinine, Total Cholesterol, PSA, Hepatitis B Titer
- estimated quantity is 30
Lead Screening (Serum) - estimated quantity is 100
Ensure that chest X-rays will be performed by a certified X-ray technician. The interpretation and classification will be
performed by a B-reader, or a board eligible or certified radiologist meeting the requirements of 29 CFR 1910.1001,
Appendix E. The chest x-ray must be a posterior and left lateral view. Contactor shall ensure instrumentation must meet
or exceed appropriate performance standards, and accuracy must be verified in accordance with Occupational Medicine
Certification standards. The estimated number of personnel to receive chest X-rays are: 30.
The following tests shall also be performed and evaluated within the appropriate standards:
Electrocardiograms (EKG)- Estimated quantity = 30
5 Panel Drug Screen- Estimated Quantity = 250
Mantoux Tuberculin Skin Test- Estimated Quantity = 300
Hepatitis B Vaccination Series- Estimated Quantity = 300
Hepatitis B Vaccination Series- Estimated Quantity- 50
TdAP Vaccine- 50
Personal Protective Equipment (PPE): Contractor shall furnish and assure healthcare workers are provided with the
appropriate PPE such as, but not limited to: gloves, protective eyewear, and etc., where there is a potential for exposure
to blood or other potentially infectious materials. Contractor shall ensure each healthcare worker complies with the
requirements of 29 CFR 1910.1030, Bloodborne Pathogens Standard.
Infectious Waste Disposal: Disposal of all infectious waste shall be in accordance with local, state, and federal
regulations and disposed of by the contractor unless other accommodations have been coordinated in writing.
Contractor shall ensure puncture resistant sharps containers are readily accessible to healthcare workers and located in
all treatment areas where sharps could potentially be used.
Mobile Unit Configuration: If possible, Medical Surveillance screening shall be accomplished via mobile unit
designed to ensure complete individual privacy. Features of the unit shall include, but are not limited to, a climate
controlled atmosphere, patient waiting/holding area for registration, changing room, on-board restroom,
testing/phlebotomy station, individual audiometric testing booth, appropriate x-ray equipment/area, and physical
examination area.
Mobile units shall be equipped with a self-contained power source. The Government shall not provide power to the
contractor’s mobile unit unless other accommodations have been coordinated in writing.
Medical Reports and Recordkeeping: Contractors shall immediately communicate to the Occupational Health
Manager by telephone at 434-298-5927 (office) or 434-294-3585 (mobile) if results of medical surveillance
screening(s), which are questionable and/or of critical significance and/or require follow-up. Contractor shall send all
results to include all diagnostic tests, graphs, charts, reports, questionnaires, waivers, employee consent forms, physical
4|Page
findings, and examination results to the State Safety and Occupational Health Manager within 30 working days of
completion of testing to: Department of Military Affairs, Attn: Rebecca Moses, 316 10th Street, Fort Pickett,
Blackstone, VA, 23824.
Identify all medical records with the employee’s full name, social security number date of birth, job title, and the name
of the employee’s work place or facility at a minimum. The Contractor shall ensure that the forms and reports are
complete and legible.
Coordination and Scheduling: Coordination of scheduling shall be a joint effort between the State Safety and
Occupational Health Manager and the Contractor. A draft copy of the schedule will be initiated by the State Safety and
Occupational Health Manager and sent to the Contractor for review and any needed adjustments. One patient/employee
per 15 minute intervals is a guide. Per CDC Guidelines, all workstations shall be 6 feet apart to adhere to social
distancing. All workdays include a one-hour lunch break. No testing shall be performed between 1130-1230 hours.
In the event of a Contractor equipment failure, specific testing and/or parts of examinations that are not completed during
the testing period shall be completed at a scheduled time mutually convenient for the Contractor, State Safety and
Occupational Health Manager and the Facility(ies). Unfinished testing/examinations will be completed at no additional
cost to the Government. The option to schedule physicals not completed due to equipment failure, through a local
occupational medical facility shall be done at no cost to the Government. The Contractor shall be directly responsible to
cover costs for completing these make-up screenings.
III. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
A. RFP Response: In order to be considered for selection, offerors must submit a complete response to this RFP.
One (1) original and three (3) copies of each proposal must be submitted to the issuing agency. No other
distribution of the proposal shall be made by the offeror.
1. Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the offeror. All information requested
should be submitted. Failure to submit all information requested may result in the purchasing agency
requiring prompt submission of missing information and/or giving a lowered evaluation of the
proposal. Proposals which are substantially incomplete or lack key information may be rejected by
the purchasing agency. Mandatory requirements are those required by law or regulation or are such
that they cannot be waived and are not subject to negotiation.
b. Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on
completeness and clarity of content.
c. Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers
more than one page, the paragraph number and subletter should be repeated at the top of the next
page. The proposal should contain a table of contents which cross-references the RFP requirements.
Information which the offeror desires to present that does not fall within any of the requirements of
the RFP should be inserted at an appropriate place or be attached at the end of the proposal and
designated as additional material. Proposals that are not organized in this manner risk elimination
from consideration if the evaluators are unable to find where the RFP requirements are specifically
addressed.
d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of
requirements. "Must" and "shall" identify requirements whose absence will have a major negative
impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly
desirable, although their absence will not have a large impact and would be useful, but are not
necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items
may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall"
5|Page

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