Posted: Jan. 29, 2024, 3:15 p.m. EST
Clinical East Staffing
I. Introductory
This is a Sources Sought. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this Sources Sought is to obtain a knowledge and information on potential vendor interest for project planning purposes for continued clinical staffing in the Clinical East Region, covering the states of Alabama, Arkansas, Connecticut, Delaware, Florida, Georgia, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Nebraska, New Hampshire, New Jersey, New York, North Carolina, North Dakota, Ohio, Oklahoma, Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Vermont, West Virginia, Wisconsin and Puerto Rico.
II. Project Description
Background:
The U.S. Department of Health and Human Services (HHS), Program Support Center (PSC), Federal Occupational Health (FOH) provides Occupational Health (OH) consultation, direct services, and safety programs throughout the Federal Government. FOH defines OH as a comprehensive approach with a public health focus, to improving the health and safety of the Federal work force and decreasing the Government's liability and health care costs through various clinical, environmental, educational, and risk-based prevention programs.
FOH's Mission is to improve the health, safety, and productivity of federal employees. Among its many functions, FOH assists Federal managers in establishing OH services for Federal employees, assessing and monitoring environmental hazards for special classes of employees, complying with mandated and voluntary OH standards, counseling employees at physical or emotional risk from alcoholism, drug abuse, stress, maintaining a drug-free workplace, and promoting employee wellness and physical fitness. FOH has several thousand agreements with 160 Federal departments and agencies. Agreements are negotiated with Departments' and Agencies' national headquarters, and/or with their regional/local components.
The current FOH Clinical Staffing contract contains more than 10 labor categories, including health care providers such as physicians, nurses, and medical administrative and support staff. For clinically focused positions, the quality of services provided by the Contractor and its providers must meet currently recognized national standards as established by The Joint Commission (TJC); the American Medical Association (AMA); the American Association of Occupational Health Nurses (AAOHN); the American College of Occupational and Environmental Medicine (ACOEM); established principles and ethics of the related professions; and the standards of care in the state or locality where the services are provided. Appendix A provides a current list of labor categories.
Purpose and Objectives:
Program Support Center (PSC) is conducting market research to prepare for the continued requirement of providing Clinical Staffing for the Clinical East Region to support FOH. There is a need to provide a fully trained and qualified staff of occupational health providers to deliver the complete suite of integrated Occupational Health and Safety (OHS) services offered by Federal Occupational Health (FOH).
All staff is required to have direct, verifiable experiences in occupational health, public health, or primary adult ambulatory care services, as well as all up-to-date state certifications to practice in their respective professional fields. Providers shall be required to provide a healthy working adult population with general types of occupational health services such as: response to emergencies; first aid and treatment for minor illnesses and injuries; provision of health education, health counseling, and/or coaching based on identified modifiable health risks Program Support Center (PSC) approved training materials, polices and protocols; and other services including but not limited to the following performance based objectives:
Walk-in care, first aid and emergency response (including use of portable automated external defibrillators (AEDs)), intravenous fluid resuscitation (in selected locations), and forensic collection for drug testing and other specialized lab analysis as needed; Provision of treatments prescribed by a personal physician such as: periodic bed rest, blood pressure monitoring; glucose monitoring (finger stick); allergy immunotherapy, other treatments and medications administered by injection; Provision of short-term prescriptions by licensed personnel as requested; Health education, health coaching and training programs using PSC training materials, policies and protocols (e.g. Physical Activity, Weight, Stress Reduction, Nutrition, Bloodborne Pathogens, Tobacco Cessation, Respirator Fit Testing etc.); Health screenings (e.g. cancer, diabetes, blood pressure, vision); Annual Wellness Assessment to include a basic Health Reimbursement Account (HRA); biometric screening; and referrals; Preventive health, medical surveillance and other work-related exams administered by physicians, nurse practitioners, or physician assistants as listed in Interagency Agreements; Administration of immunizations (e.g. Hepatitis A, Hepatitis B, Anthrax, Smallpox, etc.); and Testing related to medical surveillance and/or specific job requirements (e.g. audiometry, spirometry, electrocardiogram (EKG), vision testing).
Anticipated Period of Performance:
The anticipated start of performance is mid-late FY25 with a potential duration of five (5) years.
Project Requirements:
- Fulfill FOH staffing requests and requirements with qualified candidates within 30 calendar days of request.
- Develop and execute a 30-calendar day transition plan that ensures seamless continuity of services between the Incumbent Provider and Sources Sought Provider.
- Provide surge capacity for hires that support rapid response.
- Ensure comprehensive quality assurance and performance monitoring.
- Participate in quarterly program reviews with FOH Leadership.
- Where applicable, staff must have and maintain adequate security clearances.
- Maintain the security of documents associated with clients (patients): The Contractor shall maintain all medical documents related to all personnel receiving services under this contract either on paper or electronically. Paper documents shall be maintained in a secure, locked filing cabinet (i.e., desk with locking drawer, locking file cabinet, GSA-approved security container or equivalent) or locked room, separate from other medical files and with access restricted to individuals with a need to know in accordance with federal medical confidentiality laws. Electronic files shall be password protected to ensure controlled access by only those authorized to view the documents. At all times, medical records under this contract remain the property of FOH and the Contractor is prohibited from independently publicizing or disseminating any information without the prior written approval from the Contracting Officer (CO).
- Other important considerations:
a. Controls shall be implemented and maintained to prevent the information from physically or electronically leaving the Contractor's approved space or becoming known to persons without a need-to-know or an unexecuted non-disclosure agreement (NDA).
b. Buildings, or individual offices, where information is processed must have entrance doors that lock and that show evidence of unauthorized entry.
c. At the end of the contract, Contractor shall turn over all medical records as to remain the property of FOH.
d.The contractor shall ensure that all employees, physicians, and the clinic staff that generate, access, or handle documents containing health or personal information of federal agency clients (patients) follow Health Insurance Portability and Accountability Act (HIPAA) http://www.hhs.gov/ocr/privacy/ and medical confidentiality of all records and services to FOH clients.
PERSONNEL:
The Contractor and any subcontractor performing 20% or more workshare shall be The Joint Commission (TJC)-Health Care Staffing Services (HCSS) certified and/or be TJC-Ambulatory Care (AC) accredited for the life of this contract.
The Contractor shall recruit, hire, and retain qualified and competent Personal Service Contractors (PerSCs). PerSCs include but are not limited to: Area Clinical Managers (ACMs), Physicians, Physician Assistants (PAs), Nurse Practitioners (NPs), Nurse Coordinators (NCs), Staff Nurses (SNs), Medical Administrative Support Staff (MASS), Medical Technical Assistants, and other professionals as necessary.
Proposed Candidates: The Contractor shall provide fully screened, qualified, candidates that meet educational, training, competency, licensure, experience, and appropriate health status to perform the physical requirements of the position to be hired for, as well as the ability to obtain and maintain the level of security clearance identified by the Contracting Officer's Representative (COR) for a position. The Contractor shall provide (PerSCs) that have direct, verifiable experience in occupational health, public health, or primary adult ambulatory care services. PerSCs shall have current state license(s) and/or certifications to practice in their respective professional fields. PerSCs with pending actions against their state license shall not be considered for hire. PerSCs with past actions against any state license will be considered only if no loss of licensure or privileges resulted from the action. PerSC Licensed Independent Practitioners (LIPs) shall have and maintain a current hands-on Basic Life Support - Health Care Provider (BLS-HP) certification. PerSC nurses shall have and maintain a current BLS-HP certification.
Occupational Health Provider PerSCs must have Cardiopulmonary Resuscitation (CPR) Certification and Automatic External Defibrillator (AED) training. All licenses, registrations and certifications shall be renewed and maintained in a current status. On-line CPR certification or AED training is not acceptable.
While PerSCs are not required to have a license for the specific state or District in which they are providing services under this contract, they shall continue to follow the requirements of State Practice Acts and prevailing local standards of care.
Occupational Health Care Delivery Expectations: The Contractor shall ensure that all PerSCs who provide direct care services or manages/supervise those who provide direct care services have a working knowledge of TJC-AC standards as well as follow FOH policies and procedures when providing services to FOH clients. FOH policies and procedures are updated frequently to meet industry standards, best practices, and accreditation requirements and the PerSCs must remain current with the changes and updates.
The Contractor shall ensure that all PerSCs, including physicians, physician assistants, nurse practitioners, and registered nurses shall possess skills in interviewing and assessment of patients, general management, and customer service skills (as they pertain to FOH).
Fitness for Duty/Health Requirement: The Contractor shall provide PerSCs who are capable to perform the physical requirements of the duties assigned to them (e.g. CPR performance, responding immediately to an emergency, carrying a thirty (30) pound Emergency Go-Bag, etc.) without accommodation as well as free from any communicable disease(s).
Computer and Electronic Health Record Literacy: The Contractor shall ensure that all PerSCs have general computer literacy (e.g. email, Internet, and Microsoft applications), knowledge/ability to use a Government provided Electronic Health Record (EHR) system or other service utilization tracking technology and familiarity with medical coding schemas and their applications to an EHR system for their tasks specifications.
CREDENTIALING/PRIVILEGING
Credentialing: The Contractor shall maintain complete and up-to-date credential files as specifically outlined and directed by FOH policies and procedures for all PerSCs.
Privileging of LIPs: PerSC LIPs must apply for and be privileged by FOH's Privileging Review Panel (PRP) and Medical Director in order to provide direct care services in Service Provision Sites (SPSs), case review, or consulting services. Privileges are site and scope specific.
Nursing Competency: PerSCs shall successfully complete within the first thirty (30) calendar days of initial hire date and annually thereafter, all appropriate nurse competency assessments that correspond with clinic scope of service.
SCHEDULE
Hours of Operation / Site Staffing Plan: The Contractor shall ensure that each SPS is open, fully staffed and ready to provide the determined scope of services as per a Site Staffing Plan and any applicable Work Orders. In the East Region, there are currently 89 SPSs.
Consistency of Staff: The Contractor shall furnish the same PerSC for each day's performance (exclusive to such commonly occurring absences as scheduled vacation days or sick days) for hours identified as essential steady-state on the Site Staffing Plan.
PRN PerSCs: The Contractor shall maintain an adequate PRN pool to supplement the PerSCs for ad-hoc hours as well as substitutes for steady-state hours when assigned PerSC is on vacation, sick or is otherwise unavailable as identified on the Site Staffing Plan.
Capability statement /information sought.
Respondents shall respond to the following:
1. Medical Staffing Prime Contracts or Subcontracts $100M
a. Provide a list of medical staffing contracts your company has received (either as a prime or sub) where services delivered were in excess of $100M and performed within the last five (5) years.
b. Describe the size, scope and complexity of these medical staffing contracts, including staffing profile containing labor categories and level-of-effort.
c. Describe the extent to which work was performed in geographically dispersed areas.
d. Describe any instances where the work required quick staffing requirements, e.g. ramp up or surge.
2. Describe your company's capability and experience in medical staffing subcontract management. Also, provide a list of these subcontracts including size, scope, and complexity.
3. Describe your company's connections, affiliations, and memberships to medical, administrative and professional associations where personnel have been sourced.
4. Describe any accreditations (e.g. The Joint Commission) your company maintains to ensure delivery of high-quality service.
5. Describe your company's capability, process and tools for time and attendance recordkeeping.
6. Describe your company's capability, process, and tools for cost accounting.
Information Submission Instructions
Questions regarding the contents of this Sources Sought shall be submitted via email to: angeleana.torres@psc.hhs.gov no later than 9:00am EST on February 8, 2024. Phone calls will not be accepted. The Government reserves the right to respond to some, all, or none of the questions that will be submitted.
Interested companies should review the attached and then submit a response that provides feedback, if any, on the attached and that addresses all of the information listed under Capability Statement/Information Sought . Capability statements and responses shall be submitted via email to angeleana.torres@psc.hhs.gov no later than 9:00am EST on February 29, 2024. The subject line for the email heading shall be Clinical EAST Staffing (enter the Source Sought reference number PSC321934). Please provide succinct detail and depth to enable Government review and assessment. Please limit responses to ten (10) pages (8 1 2 x 11, single-spaced, Times New Roman, 12-point font, 3 4 inch margins).
Please add a cover letter to your response with the following information:
1. Company Name
2. Company Unique Entity ID number
3. Company point of contact, mailing address, telephone and website address
4. Any Governmentwide Acquisition Contract (GWAC), General Services Administration (GSA) Schedule vehicle, or other available procurement vehicles your company maintains that could meet this requirement
5. Business Size relative to NAICS code 621999 - All Other Miscellaneous Ambulatory Health Care Services
6. Type of Company (e.g., large business, small business, 8(a), woman owned, veteran owned, etc.) as registered in the System for Award Management (SAM)
7. Identify any/all teaming arrangements
III. Disclaimer and Important Notes:
This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by the respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondent are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.
Any solicitation resulting from the analysis of information obtained will be announced to the public in SAM in accordance with FAR Part 5. However, responses to this notice will not be considered adequate to responses to a solicitation.
Confidentiality:
No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
