Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 17, 2012 FBO #3797
SOLICITATION NOTICE

Q -- Development of Medical Standards

Notice Date

4/15/2012
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

541990 — All Other Professional, Scientific, and Technical Services
 

Contracting Office

Department of Labor, Mine Safety and Health Administration, Acquisition Management Branch (WV), 1301 Airport Road, Beaver, West Virginia, 25813-9426
 

ZIP Code

25813-9426
 

Solicitation Number

61-12MR-3928
 

Archive Date

5/19/2012
 

Point of Contact

DEBORAH W WORRELLS, Phone: 304-256-3389
 

E-Mail Address

worrells.deborah@dol.gov
(worrells.deborah@dol.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

This is a combined synopsis/solicitation for commercial items 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; proposals are being requested and a written solicitation will not be issued. The solicitation number is and is issued as a request for proposals. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-56. This is a total small business set aside with an associated North American Industrial Classification System (NAICS) code of 541990, All Other Professional, Scientific and Technical Services with a small business size standard of $7.0 million. PRICE/COST SCHEDULE CLIN/TASK/DESCRIPTION/PRICE 0001 Task 1.1 - Develop detailed methodologies for completing Tasks 2.1 - 4.1 below, including milestones, proposed timeframes, recurring conference calls with the agency POC, and reports - 1 JA - $ 0002 Task 2.1 - Review of pertinent background information such as the MINE Act; the Agency Procedures and Policy Manual (APPM) Volume 4 Chapter 1000; the current medical standards; 5 CFR 339 as it applies to MSHA's Medical Review function; and the current functional requirements of enforcement personnel. The agency shall provide these documents to the contractor in advance of starting this task. Draft interview questions based on reading material and project objectives. Interview subject matter experts (SME) in Headquarters and selected field offices. Visit at least two (2) underground coal mine sites, one (1) surface coal mine site, and three (3) metal/nonmetal sites to evaluate physical demands of enforcement and other designated personnel. (Travel to mine sites to be coordinated/arranged by MSHA). MSHA shall identify the SME available for interview and assign field office personnel to escort the contractor while on mine property. - 1 JA - $ 0003 Task 2.2 - Evaluate safety and health risk factors among workforce and identify the physical capacity (lifting, pulling, squatting, crawling, etc.) necessary to safely perform the work of enforcement and other designated personnel - 1 JA - $ 0004 Task 2.3 - Evaluate the medical test components of each type of physical exam (Pre-Placement, Mine Rescue, and Periodic) and determine if tests should be added or removed, and how often each type of physical exam should be performed. Also determine whether factors such as age and physical requirements of the position influence the frequency and components of each type of physical exam. Document which medical conditions and other criteria might necessitate a Fit-for-Duty exam - 1 JA - $ 0005 Task 2.4 - Evaluate the current functional requirements of each position category (underground inspector/specialist, surface inspector/specialist, engineer, training specialist, industrial hygienist, and other designated work positions) and provide any recommended revisions to the functional requirements based on the actual physical demands of the positions established from interviewing SME and visiting mine sites. Determine the best system for grouping /categorizing the positions, such as basing on types of mines and work environments that the positions involve. - 1 JA - $ 0006 Task 2.5 - Evaluate the current waiver process for individuals that do not meet the MSHA hearing standard to determine if the battery of functional hearing tests currently being utilized is appropriate - 1 JA - $ 0007 Task 3.1 - Provide a first draft of revised medical standards for enforcement and other designated personnel that comply with appropriate regulations, rules, guidelines, and best medical practices. The medical standards should be consistent with the physical demands of enforcement positions - 1 JA - $ 0008 Task 3.2 - Consider the possible safety and health issues related to medical conditions that affect MSHA enforcement personnel. Develop a list of standardized questions to provide to the treating healthcare provider in the event that additional medical documentation is required to make an informed decision on medical clearance. The purpose of this task is to make requests from Medical Review more uniform and consistent - 1 JA - $ 0009 Task 3.3 - Develop guidelines for a standard Functional Capacity Evaluation (FCE) to be administered by qualified MSHA personnel to measure the physical performance level of MSHA enforcement personnel. Establish a body mass limit/standard, based on industry standards, mining equipment limitations, physical demands, etc. - 1 JA - $ 0010 Task 3.4 Develop guidelines for implementing electronic maintenance and transmission of medical of records - 1 JA - $ 0011 Task 4.1 - Analyze the feedback submitted to the contractor by OESH and the program areas after reviewing the first draft medical standards. Complete any necessary updates and provide clarification on all feedback not addressed within the final version of the medical standards. Summarize findings for all tasks associated with this project; submit a comprehensive report that addresses topics such as accomplishments, setbacks, limitations, concerns, medical bases for decisions; provide a final copy of all deliverables and the final written and revalidated medical standards. - 1 JA - $ 0012 TRAVEL in conjunction with Federal Travel Regulations $ 5,000.00 NTE TOTAL OF ALL CLINS/TASKS $ STATEMENT OF WORK PART 1 GENERAL INFORMATION 1.0 BACKGROUND INFORMATION The mission of the Mine Safety and Health Administration (MSHA) is to prevent death, disease, and injury from mining and to promote safe and healthful workplaces for the Nation's miners. MSHA administers the provisions of the Federal Mine Safety and Health Act of 1977 (Mine Act), the Miner Act of 2006 and enforces compliance with mandatory safety and health standards as a means to eliminate fatal accidents; to reduce the frequency and severity of nonfatal accidents; to minimize health hazards; and to promote improved safety and health conditions in the Nation's mines. The Office of Employee Safety and Health (OESH) was established within MSHA to help managers furnish a safe and healthful work environment for MSHA employees. The OESH oversees three functions for MSHA employees: (1) Safety and Health programs, (2) The Workers' Compensation Program, and (3) The Medical Review Section, which evaluates physical exam results to make determinations on medical clearance for enforcement and other designated positions. The OESH utilizes medical standards and functional requirements to determine the suitability applicants for and incumbents in enforcement and other designated work positions. Applicants and employees must be physically capable of performing arduous duties efficiently and without hazard to themselves or others. Medical examinations are required for all applicants of positions that involve regular or intermittent performance of inspection, investigation, rescue duties, or duties involving mine site visits. Medical conditions that constitute a hazard to safe and efficient job performance are disqualifying. The presence of medical disorders that would be aggravated by the environmental conditions of these positions and thereby hinder safe and efficient job performance are also disqualifying. MSHA requires employees whose positions fall under medical standards to undergo a complete physical examination at a frequency of once every three years, or more frequently if a fitness-for-duty question arises. MSHA requires Mine Rescue team members to have a physical examination every year. 1.1 OBJECTIVES: The objectives of this effort are to: 1. Identify and evaluate physical demands and functional requirements of the routine duties of enforcement and other designated work positions; 2. Implement appropriate medical standards consistent with physical work demands and functional requirements of enforcement and other designated work positions, in accordance with applicable regulations, guidelines, and best medical practices; 3. Evaluate components and scope of Pre-Placement, Periodic, and Mine Rescue physical exams and determine appropriate test requirements and optimal frequency of these medical examinations; 4. Strengthen the overall medical evaluation process by establishing comprehensive and standardized procedures; Increase efficiency and communication by implementing electronic transfer and electronic storage of medical records; Encourage enforcement personnel to maintain appropriate physical fitness by developing and utilizing a basic, in-house functional capacity test. 1.2 PURPOSE: The purpose of this project is to validate MSHA's medical standards and physical examination requirements, encourage and monitor physical fitness among employees in enforcement and other designated work positions, and utilize technological advancements to store and transfer medical records electronically. 1.3 SCOPE: This project affects applicants and employees of enforcement and other designated positions, program areas, management, and the Office of Employee Safety and Health staff. 1.4 PERIOD OF PERFORMANCE: The period of performance is not to exceed 180 work days from start of contract. 1.5 QUALITY CONTROL: The contractor shall ensure only qualified individuals provide the services described in this statement of work (SOW). The contractor shall ensure that milestones are met and deliverables are submitted to MSHA and the Contracting Officer Representative (COR) within the timeframe established in this SOW. 1.5.1 Quality Assurance: A member of the OESH shall monitor receipt and accuracy of deliverables for quality assurance. 1.6 RECOGNIZED HOLIDAYS: The contractor is not required to perform services on the following holidays: New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.7 HOURS OF OPERATION: The Contractor is responsible for conducting business, except on Federal holidays or when the facility is closed due to local or national emergencies, administrative closings, or similar facility closings. The Contractor is not under any circumstance authorized to work overtime hours nor are they allowed to make-up work hours missed under this contract. The Contractor will in the performance of this contract immediately notify the Contracting Officer Representative (COR) or the MSHA Point of Contact if the time and/or service obligations of this contract cannot be met due to inclement weather, civil disturbances, equipment failure, illness, etc. MSHA recognizes the obligation of the Contractor to provide for the safety and well being of personnel engaged in providing services under this contract. The Contractor shall notify the MSHA COR or other Point of Contact no later than 9:00 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance. 1.8 PLACE OF PERFORMANCE: Under this contract, MSHA shall permit the Contractor to perform complete all portions of this project at an alternative work station than the National Office. MSHA anticipates that the Contractor will make at least five (5) mine site visits to observe working conditions. The Contractor may recommend other field work that will help complete the specific tasks outlined in Part 5 of this SOW. The Contractor must ensure the alternate workstation allows for access to the information and resources necessary to complete the tasks at hand. 1.9 TYPE OF CONTRACT: The Government contemplates award of a Firm Fixed Price (FFP) contract. 1.10 SECURITY REQUIREMENTS: NA 1.11 BACKGROUND INVESTIGATIONS: MSHA's data and work environment is considered sensitive but unclassified. MSHA is required under the Homeland Security Presidential Directive (HSPD) 12 "Policy for a Common Identification Standard for Federal Employees and Contractors" to perform a National Agency Check with Inquiries (NACI) for Contractors. The NACI is a brief form of background investigation that is conducted through the Office of Personnel Management. This investigation will be conducted for Contractor staff assigned to this Contract. Contractor staff will be required to provide two forms of acceptable identification, provide a current photograph, and be finger-printed. Successful clearance is required for an employee to continue working under this Contract. Per the PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL clause of the Federal Acquisition Regulation (FAR 52.204-9): 1.11.1 The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. 1.11.2 The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system. 1.11.3 Privacy Portions of information disclosed during the performance of this task are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to this contract are required to take proper precautions to protect the information from disclosure. 1.11.4 Ownership All products and deliverables developed under this SOW are the property of the U.S. Government and MSHA. 1.11.5 Commitment to Protect Sensitive Information The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records) 1.11.6 Required Security Training All MSHA employees and contractors must receive security awareness training prior to being given access to MSHA systems and periodically thereafter as required by MSHA security policies. 1.12 SPECIAL QUALIFICATIONS: The Contractor shall utilize Board-Certified Occupational Medicine physicians and other appropriate technical experts (e.g., Certified Audiologists and Industrial Hygienists) to achieve the objectives of this SOW. 1.13 CONTRACTING OFFICER REPRESENTATIVE: The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract. 1.14 KEY PERSONNEL: The following personnel are considered key personnel by the government: Board-Certified Occupational Physician. Resumes of proposed Key Personnel must be provided with the contract proposal. Contractor employees designated as "Key Personnel" shall not be removed or replaced without the written consent of the Government. Any replacement candidate must have the same or better qualifications as the employee being released. Resumes of proposed replacement Key Personnel shall be submitted to the COR and designated MSHA POC. The Government must approve the replacement candidate in writing before he/she can start work. 1.14.1 Employee Conduct: Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States or the Department of Labor (DOL). 1.14.2 Removing Employees for Misconduct or Security Reasons: The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. DOL facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee. 1.14.3 Conflict of Interest: The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest. 1.15 CONTRACTOR TRAVEL: Travel is required for this contract. The agency requests that the Contractor have access to a laptop computer with wireless internet capability while in travel status. Travel requests will be submitted to and approved by the CO/COR. Any such approved travel and per diem shall be reimbursed in accordance with the Federal Travel Regulations and FAR 31.205-46. PART 2 DEFINITIONS & ACRONYMS APPM - Agency Policy and Procedures Manual CFR - Code of Federal Regulations CO - Contracting Officer COR - Contracting Officer Representative: A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor Defective Service. A service output that does not meet the standard of performance associated with it in the Statement of Work. DOL - Department of Labor FAR - Federal Acquisition Regulation IDIQ -Indefinite Delivery Indefinite Quantity IT - Information Technology MSHA - Mine Safety and Health Administration OASAM - Office of the Assistant Secretary for Administration and Management OESH - Office of Employee Safety and Health OMB - Office of Management and Budget PIV - Personal Identity Verification POP - Period of Performance Quality Control - Those actions taken by a contractor to control the performance of services so that they meet the requirements of the SOW. Quality Assurance - Those actions taken by the government to assure services meet the requirements of the Statement of Work. SF - Standard Form SME - Subject Matter Experts SOW - Statement of Work PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government shall provide the following resources to the Contractor staff performing under this SOW. 3.1 Facilities, Supplies, and Services - While working at the mine sites, MSHA field offices or other field work coordinated by MSHA, the agency shall ensure the Contractor has access to a workspace, internet connection, and telephone, and fax machine. The Contractor is responsible for ensuring the facilities, supplies, and services at the alternative workstation. 3.2 Information Sources- The agency shall provide the Contractor with a workable sample of non-PII workforce medical data, a copy of the MINE Act, a copy of the Agency Policy and Procedures Manual (APPM) Volume 4 Chapter 1000, a copy of 5 CFR 339, a copy of the current medical standards, and a copy of the current functional requirements for enforcement and other designated positions. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES: The Contractor shall provide the following resources while performing under this SOW. 4.1 Facilities, Supplies, and Services - While working at the approved alternative workstation, the Contractor shall provide to its staff members a workspace that includes a computer, printer, fax machine, internet connection, email capability, and telephone. 4.2 Information Sources - The contract shall provide internet access for communication with the agency and research purposes. PART 5 SPECIFIC TASKS I. TASKS The agency requires the following tasks under this Contract. The Contractor must validate for accuracy all tools developed under this contract. The method(s) used for this determination shall be specified in the contract proposal. PHASE I (Task 1.1) {Preparation Phase} Task 1.1 • Develop detailed methodologies for completing Tasks 2.1 - 4.1, including milestones, proposed timeframes, recurring conference calls with the agency, and reports. Deliverables 1.1 • Within ten (10) days of the effective date of the contract, submit for approval a detailed plan explaining the approach for completing this project within scheduled timeframe and budget. • Establish, in coordination with the agency, procedures for recurring conference calls, which specify day and time of the week, and length of conference call. • The Director of Employee Safety and Health (OESH) and COR will review and return comments on the proposed plan within five (5) work days of receiving the project plan. • Submit the final plan for implementation within five (5) days after receiving Director/COR comments. PHASE II (Task 2.1 through Task 2.5) {Evaluation Phase} Task 2.1 • Review of pertinent background information, such as the MINE Act; the Agency Procedures and Policy Manual (APPM) Volume 4, Chapter 1000; the current medical standards; 5 CFR 339 as it applies to MSHA's Medical Review function; the current functional requirements of enforcement personnel. The agency shall provide these documents to the contractor in advance of starting this task. • Draft interview questions based on reading material and project objectives. • Interview subject matter experts (SME) in Headquarters and selected field offices. • Visit at least two underground coal mine sites, one surface coal mine site, and three metal/nonmetal mine sites to evaluate physical demands of enforcement and other designated personnel (Travel to mine site to be coordinated/arranged by MSHA). MSHA shall identify the SME available for interview and assign field office personnel to escort the contractor on the mine site. Deliverables 2.1 • The agency expects the contractor to review all pertinent background information within 3-5 work days. • Submit a list of detailed interview questions two weeks prior to beginning interviews with the SME. The Director of OESH and COR shall review and return comments within 2-3 work days. • Provide summaries of the responses from SME interviews and an interpretative report of mine site observations within one week of completing these tasks. The interpretative report shall include information such as type of mine visited, time spent at the mine site, specific areas of the mine that the contractor evaluated, and potential hazards that were observed. Submit Deliverables 2.1 by 50 days from date contract issued. Task 2.2 • Evaluate safety and health risk factors among workforce and identify the physical capacity (lifting, pulling, squatting, crawling, etc.) necessary to safely perform the work of enforcement and other designated personnel. Deliverables 2.2 • Submit the physical requirements determined to be most accurate and appropriate for each enforcement position, addressing factors such as hours per day, exertion levels, weight lifting requirements, etc. The contractor shall include supporting documents from SME interviews and field visits. • Provide list of identified hazards/risks for MSHA enforcement personnel and determine appropriate ways to improve occupational safety and health risks. Task 2.3 • Evaluate the medical test components of each type of physical exam (Pre-Placement, Mine Rescue, and Periodic,) and determine if tests should be added or removed, and how often each type of physical exam should be performed. • Also determine whether factors such as age and physical requirements of position influence the frequency and components of each type of exam. • Document the medical conditions and other criteria that might necessitate a Fitness-for-Duty exam. Deliverables 2.3 • Provide guidelines and recommendations for appropriate medical tests required for Pre-Placement, Mine Rescue, and Periodic physical exams. Advise agency on appropriate frequency of physical exams and develop method for evaluating efficiency and implementing program evaluation criteria. • Include any factors considered in determining frequency and necessary components of physical exams, such as age and physical requirements of the position. • Provide a written summary that contains revised physical exam requirements based on in-depth study of health risks, environmental conditions, and duty positions. Task 2.4 • Evaluate the current functional capacity requirements of each position category (underground inspector/specialist, surface inspector/specialist, engineer, training specialist, industrial hygienist, and other designated work positions) and provide any recommended revisions based on the actual physical demands of the positions established after interviewing SME and visiting mine sites. • Determine the best method for grouping/categorizing the positions, such as by types of mines and work environments that the position involves (e.g., Coal, Metal/Nonmetal, surface or underground mines) and physical demands. Deliverables 2.4 • Provide a viable list of the most appropriate functional capacity requirements for each position category. • Provide justification and reasoning for position grouping/categorizing and revised functional requirements. Task 2.5 • Evaluate the current waiver process for individuals that do not meet the MSHA hearing standard to determine if the battery of hearing tests currently being utilized is appropriate. Deliverables 2.5 • Develop standard form(s) to be completed by a board-certified Audiologist or Ear Nose & Throat physician in support of granting a hearing waiver to an applicant/employee. • Develop and recommend written guidelines and procedures for granting hearing waivers. • Identify the most appropriate comprehensive hearing tests that will help reinforce the agency's obligation to protect the safety of the individual requesting the waiver, other employees, and the public. • Submit Deliverables 2.2-2.5 by 70 days of the date contract issued. PHASE III (Task 3.1 through Task 3.5) {Writing Phase} Task 3.1 • Provide a first draft of new medical standards for enforcement personnel and other designated personnel that comply with appropriate regulations, rules, guidelines, and best medical practices. The medical standards should be consistent with the physical demands of enforcement positions. Deliverables 3.1 • Provide summary of all rules, regulations, guidelines, MSHA data collection, and best medical practices used to revalidate medical standards. • Provide draft written medical standards for new hires and incumbents within 125 days of the contract being awarded. • The Director of OESH shall input/comments back to the contractor within two (2) weeks of receipt. Task 3.2 • Evaluate the possible safety and health issues related to medical conditions that affect MSHA enforcement personnel. Develop a list of standardized questions to provide to the treating healthcare provider in the event that additional medical documentation is required to make an informed decision on medical clearance. • The purpose of this task is to make requests from Medical Review to the medical community more uniform and consistent. Deliverables 3.2 • Develop a list of the most appropriate questions and additional medical tests necessary to assess the risks of general medical conditions that affect MSHA enforcement personnel. Each general medical condition should have a list of suggested questions and required medical tests. Task 3.3 • Develop guidelines for a standard Functional Capacity Evaluation to be administered by qualified MSHA personnel to measure the level of physical performance of MSHA enforcement personnel. • Establish a body mass limit/standard, based on industry standards, mining equipment limitations, physical demands, etc. Deliverables 3.3 • Provide a summary of the rules, regulations, standards, equipment limitations, etc., that the contractor considered in the development of the Functional Capacity Evaluation and the body mass standard. • Develop standard form(s) for documenting the results of the Functional Capacity Evaluation. Task 3.4 • Develop guidelines for implementing electronic maintenance and transmission of medical records. Deliverables 3.4 • Investigate, develop, and provide a model of a common work platform based on technological advances for electronic transmission of medical records/reports. • Submit Deliverables 3.2-3.4 by 155 days of date contract issued. PHASE IV {Reporting Phase} Task 4.1 • Analyze the feedback submitted to the contractor by OESH and the program areas after reviewing the first draft medical standards. Complete any necessary updates and provide clarification on all feedback not addressed within the final version of the medical standards. • Summarize findings for all tasks associated with this project; submit a comprehensive report that addresses topics such as accomplishments, setbacks, limitations, concerns, medical bases for decisions; provide a final copy of all deliverables and the final written and revalidated medical standards. Deliverables 4.1 • Submit comprehensive report that includes the following: 1. Executive summary 2. Summaries of findingsfor each task with a copy of each deliverable and comprehensive report described above. 3. Final written and revalidated medical standards for applicants and incumbents in enforcement and other designated positions. DELIVERABLES SCHEDULE # Deliverable Frequency # of Copies Medium/Format Submit To 1. Preparation Phase (Deliverables 1.1): • Within ten (10) days of the effective date of the contract, submit for approval a detailed plan explaining the approach for completing this project within scheduled timeframe and budget. • Establish, in coordination with the agency, procedures for recurring conference calls, which specify day and time of the week, and length of conference call. • The Director of Employee Safety and Health (OESH) and COR will review and return comments on the proposed plan within five (5) work days of receiving the project plan. • Submit the final plan for implementation within five (5) days after receiving Director/COR comments. The agency estimates this to be 20 days from date contract is issued. 20 days from date contract is issued 2 Electronically in MS Word 2003 or compatible version COR and Director of OESH 2. Evaluation Phase (Deliverables 2.1): • The agency expects the contractor to review all pertinent background information within 3-5 work days. • Submit a list of detailed interview questions two weeks prior to beginning interviews with the SME. The Director of OESH and COR shall review and return comments within 2-3 work days. • Provide summaries of the responses from SME interviews and an interpretative report of mine site observations within one week of completing these tasks. The interpretative report shall include information such as type of mine visited, time spent at the mine site, specific areas of the mine that the contractor evaluated, and potential hazards that were observed. 50 days from date contract is issued 2 Electronically in MS Word 2003 or compatible version. COR and Director of OESH 3. Evaluation Phase (Deliverables 2.2-2.5) • Submit the physical requirements determined to be most accurate and appropriate for each enforcement position, addressing factors such as hours per day, exertion levels, weight lifting requirements, etc. The contractor shall include supporting documents from SME interviews and field visits. • Provide list of identified hazards/risks for MSHA enforcement Personnel and determine appropriate ways to improve occupational safety and health risks. • Provide guidelines and recommendations for medical test components for Pre-Placement, Periodic, and Mine Rescue physical exams. Advise agency on appropriate frequency of physical exams and develop method for evaluating efficiency and implementing program evaluation criteria. Include any factors considered in determining frequency and exam components such as age and physical requirements of the position. • Provide written summary that includes revalidated physical exam components based on in-depth study of health risks, environmental conditions, and duty positions. • Provide a viable list of the most appropriate functional requirements for each enforcement position. • Provide justification and reasoning for position grouping/categorizing and submit revised functional requirements. • Develop standard form(s) to be completed by a board-certified Audiologist or Ear Nose & Throat physician in support of granting a hearing waiver to an applicant/employee. • Establish and provide written guidelines and procedures for granting hearing waivers. Identify the most appropriate comprehensive hearing tests to help reinforce the agency's obligation to protect the safety and health of individuals requesting the waiver, other employees, and the public. 70 days from date contract issued. 2 Electronically in MS Word 2003 or compatible version COR and Director of OESH 4. Writing Phase (Deliverables 3.1): • Provide summary of all rules, regulations, guidelines, MSHA data collection, and best medical practices used to revalidate medical standards. • Provide first draft written medical standards for new hires and incumbents. • The Director of OESH shall distribute the draft medical standards to the program areas and return feedback/comments to the Contractor within two (2) weeks of receipt. 125 days from date contract is issued. 2 Electronically in MS Word 2003 or compatible version COR and Director of OESH 5. Writing Phase (Deliverables 3.2-3.4) • Develop a list of the most appropriate questions and additional medical tests necessary to assess the risks of potentially disqualifying and unsafe medical conditions that affect MSHA enforcement personnel. Each general medical condition shall have a list of suggested questions and required medical tests. • Provide a summary of the rules, regulations, standards, equipment limitations, etc. that the contractor considered in the development of the Functional Capacity Evaluation and body mass standard. • Develop standard form(s) for documenting the results of the Functional Capacity Evaluation. • Investigate, develop and provide model of a common work platform for electronic maintenance and transmission of medical records/reports, with consideration of technological advances. 155 days from date contract issued 2 Electronically in MS Word 2003 or compatible version COR and Director of OESH 6. Reporting Phase (Task 4.1): Submit a comprehensive packet that includes: • Executive Summary • Summary of findings for each task with a copy of each deliverable, and comprehensive report that addresses accomplishments, setbacks, concerns, medical bases for decisions, and considerations moving forward. • Final written and revalidated medical standards for applicants and incumbents in enforcement and other designated positions. 175 days from date contract is issued. 2 Electronically in MS Word 2003 or compatible version COR and Director of OESH PART 6 APPLICABLE PUBLICATIONS REFERENCES, LAWS, REGULATIONS AND POLICIES At a minimum, Contractor performance in accordance with the requirements herein shall fully comply with the following laws, regulations, policies and guidelines: • Title III of the E-Government Act of 2002 - Federal Information Security Management Act (FISMA) • The Privacy Act of 1974, PL 93-579, as amended • OMB Circular A-123 Revised, Management's Responsibility for Internal Control, December 2004 • OMB Circular A-127, Financial Management Systems, July 23, 1993 • OMB Circular A-130, Appendix III, Security of Federal Automated Information Resources • Homeland Security Presidential Directive 12, Policies for a Common Identification Standard for Federal Employees and Contractors • Department of Labor, Computer Security Handbook (CSH) The following provisions and clauses apply to this procurement: - 52.212-1, Instructions to Offerors-Commercial (FEB 2012) - 52.212-2, Evaluation-Commercial Items (JAN 1999) applies to this acquisition, with the following addendum to paragraph a: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: A. Technical Capability 1. Experience 2. Understanding of the Requirement B. Past Performance C. Price The non-Price factors combined are significantly more important than Factor C, Price. However, price will become significantly more important as non-price factors approach equality. Offerors are cautioned that the award may not necessarily be made to the lowest price offered. The Government is more concerned with obtaining superior technical features than with making an award at the lowest overall price to the Government. However, the Government will not make an award at a significantly higher overall price to the Government to achieve slightly superior technical features. To receive consideration for award, a rating of no less than "Acceptable" must be achieved for Factor A, and its associated sub-factors. The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. The proposal will be evaluated to determine whether the offeror's methods and approach have adequately and completely considered, defined, and satisfied the requirements specified in the solicitation and whether the offeror's methods and approach to meeting the solicitation requirements provide the Government with a high level of confidence of successful completion within the required schedule. Sub-factor 1: EXPERIENCE - The Government will evaluate the offeror's experience in relation to current or previous work performed in similar size and scope to this requirement as well as the experience of Key Personnel. Sub-factor 2: UNDERSTANDING OF THE REQUIREMENT - The Government will evaluate the offeror's understanding of the work to be performed in accordance with the SOW. The offeror shall submit a proposal that demonstrates its understanding of the work described in the SOW and the extent to which potential risks are identified and mitigated. PAST PERFORMANCE: The Government will evaluate past performance of three (3) previous contracts for current relevancy (within 3 years), with at least one (1) previous or current contract with relevancy within the past 12 months based on how well the contractor performed on projects of similar dollar value, scope, and complexity. Offerors are advised that the Government may use past performance information obtained from centralized past performance databases and sources other than those identified by the offeror and the information obtained may be used for both the responsibility determination and the best value decision. The absence of past performance data will be rated neither favorably nor unfavorably. Contracts listed may include those entered into with Government agencies or private sectors. For contractors with no relevant corporate past performance, the Government may take into account information regarding the past performance of predecessor companies, key personnel with relevant past performance. The Government will evaluate the Past Performance Elements specified in the Past Performance Questionnaire, Attachment 1. Offeror's shall distribute the questionnaire included in the solicitation as an attachment to their references so the form can be completed and submitted directly to the Government. Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section 1 describing the objectives achieved and detailing how the effort is relevant to the requirements of this solicitation. (a) For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. All Requests for Deviation and Requests for Waiver shall be addressed with respect to causes and corrective actions. The offerors shall also provide a copy of any Cure Notices or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination. New Corporate Entities. New corporate entities may submit data on prior contracts involving its officers and employees. However, in addition to the other requirements in this section, the offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above. Past Performance Questionnaire. The offeror shall complete Part I of the Past Performance Questionnaire and e-mail the questionnaire to the Government and private sector technical representative responsible for the past/current contract. The POC's shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the Contract Specialist, Worrells.deborah@dol.gov no later than May 2, 2012 at 4:00 p.m. EST. The offeror shall also e-mail to the Contract Specialist a list of all the POC's who were sent a questionnaire. The Government must receive this list no later than April 27, 2012 at 4:00 p.m. EST. The POC List shall be submitted in Word for Windows Table Format to include the following fields: Solicitation Number; Company Name; Contract Number; Government Agency; POC Last Name, First Name; POC Title; POC Telephone Number; POC E-Mail Address; Date E-Mailed to POC (month/day). Please note, that the Past Performance Questionnaire will not be a part of the resultant contract. PRICE. The offeror shall complete Schedule B (Cost/Price Schedule), with pricing for the base and each option period. The Government will evaluate offers for award purposes by adding the total of all CLIN prices, including all options to ensure that pricing is not unbalanced. Price will be evaluated for completeness and reasonableness using the techniques in FAR 15.404-1(b) (2). Price will become significantly more important as technical ratings approach equality. No adjectival ratings will be used to evaluate Price. Adjectival Ratings. Proposals will be adjectivally rated against each of the evaluation factors set forth in this plan and in the solicitation. Adjectival ratings for Factors I, Technical (See Table 1), Adjectival ratings for Factor II (See Table 2), Past Performance will be Low Risk, High Risk, and Unknown Risk. No adjectival ratings will be used to evaluate Factor III, Price. Adjectival Ratings. The following adjectival ratings will be used: Factor A- Technical, will be rated using the following Adjectival Scale ADJECTIVAL DEFINITION Outstanding - A proposal that exceeds all of the Government's requirements with extensive detail to indicate feasibility of the approach and shows a thorough understanding of the problems and offers numerous significant strengths, which are not offset by weaknesses. Good - A proposal that exceeds some of the Government's requirements with adequate detail to indicate feasibility of the approach and shows an understanding of the problems and offers some significant strengths or numerous minor strengths, which are not offset by weaknesses,. Acceptable - A proposal that meets all of the Government's requirements with minimal detail to indicate feasibility of the approach and shows a minimal understanding of the problems. Unacceptable - A proposal that contains a major error(s), omission(s) or deficiency(ies) that indicates a lack of understanding of the problems or an approach that cannot be expected to meet requirements or involves a very high risk; and none of these conditions can be corrected without a major rewrite or revision of the proposal. Factor B- Past Performance, will be rated using the following Adjectival Scale ADJECTIVAL DESCRIPTION Low Risk Little doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort. Moderate Some doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort. High Risk Significant doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort. Unknown Risk Little or no relevant performance record identifiable; equates to an unknown risk rating having no favorable or unfavorable evaluation significance. - 52.212-3, Offeror Representations and Certifications-Commercial Items (FEB 2012) Offerors must include a completed copy of the provision at 52.212-3 with its offer. - 52.212-4, Contract Terms and Conditions-Commercial Items (FEB 2012) - 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (MAR 2012). in paragraph (b) the following clauses apply; 52.204-10, 52.219-6, 52.219-28, 52.222-3, 52.223-18, 52.222-21, 52.222-26, 52.222-36, 52.225-1, 52.225-13, 52.232-33. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days from contract expiration. The FAR may be obtained via the Internet at http://www.acquisition.gov/far/ Offeror must be registered in the Central Contractor Registration (CCR) database and ORCA database before an award can be made to them. If the offeror is not registered in the CCR, it may do so through the CCR website at http://www.ccr.gov. If the offeror is not registered in ORCA, it may do so through the ORCA website at https://orca.bpn.gov/. Registration in both CCR and ORCA is free. The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation. Questions regarding this requirement are to be sent to Worrells.deborah@dol.gov no later than April 25, 2012 at 4:00 p.m. EST. No phone calls will be accepted. Answers to all questions received by this deadline will be posted on FedBizOpps in sufficient time for proposals to be submitted. Any questions received after this deadline will only be answered if time permits. Technical proposals shall not exceed 40 pages. Price must be sent as a separate file. All attachments must be in a PDF format or a format compatible with Microsoft Office 2003. All CLINS must be quoted for the proposal to be considered. Proposals are due to Contracting Officer Deborah Worrells by May 4 2012 at 4:00 pm EST. Proposals shall be sent to Deborah W. Worrells, Contracting Officer, US Department of Labor, Mine Safety & Health Administration, 1301 Airport Road, Beaver, WV, 25813. The preferred method of submission is via e-mail to worells.deborah@dol.gov. ATTACHMENT 1 PAST PERFORMANCE QUESTIONNAIRE Please provide your candid responses. The information that you provide will be used in the awarding of a federal contract. Therefore, it is important that your information be as factual, accurate and complete as possible to preclude the need for follow-up by the evaluators. If you do not have knowledge of or experience with the company in question, please forward this Questionnaire to the person who does. Thank you. PART I. (To be completed by the Offeror) A. CONTRACT IDENTIFICATION Name of Contractor/Company being evaluated: Name of Contractor/Company Name/Division providing the evaluation: Address: Program/Account Identification/Title: Contract Number: Contract Type: Contract Amount: Prime Contractor Name (if different from the contractor name cited above): Period of Performance: Contract Award Date: Forecasted or Actual Contract Completion Date: Detailed description of purchases or services provided: Was this work with a: Commercial_____ Fed Gov't_____ Local/State Gov't_____ entity. Relevance of the referenced contract to the current requirement: B. IDENTIFICATION OF OFFEROR'S REPRESENTATIVE Name: Title: Date: Telephone Number: FAX Number: Address: E-mail Address: PART II. EVALUATION (TO BE COMPLETED BY POINT OF CONTACT - RESPONDENT) For each performance element identified below, references should evaluate performance of the firm or individual identified in Part 1 of this form. Where the reference lacks sufficient information to provide an evaluation for a particular performance element, this should be noted. Where any deficiency or unfavorable information is identified, the reference should identify any mitigating factors that may weigh in favor for the person/firm on whose behalf the reference is provided (i.e., problems due to causes outside the contractor's control). An individual within your organization that is knowledgeable of the contractor's day-to-day operations and overall performance should complete this questionnaire. However, that individual is encouraged to supplement their own knowledge of the contractor's performance with the judgment of others within their organization, as applicable. The following depicts the ratings that are to be used to evaluate the contractor's performance: LOW RISK (L) - Little doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort. MODERATE RISK (M) - Some doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort. HIGH RISK (H) - Significant doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort. UNKNOWN RISK (U) - Little or no relevant performance record identifiable; equates to an unknown risk rating having no favorable or unfavorable evaluation significance. NOTE: UNKNOWN RISK WOULD BE THE EQUIVALENT TO THE CUSTOMER PROVIDING A NOT APPLICABLE (N/A) TO ANY OF THE QUESTIONS. When responding to the questions listed, circle the letter that most accurately describes the contractor's performance or situation. For any exceptional, neutral, marginal, or unsatisfactory rating, please provide explanatory narratives in the remarks block. These narratives need not be lengthy, just detailed. If a question is not applicable, circle N/A. If you circle a Yes/No answer that is marked with an asterisk (*), please provide a corresponding explanation in the remarks block. If more space is required, use the back of the questionnaire or attach additional pages. Handwritten responses to this questionnaire are acceptable. However, if responses are handwritten, please print legibly. Your time and effort in providing this vitally important information are greatly appreciated. PERFORMANCE ELEMENTS: QUALITY OF SERVICE 1. Contractor's ability to meet minimum quality standards specified for performance. L M H U 2. Contractor's ability to effectively control the quality of services provided. L M H U 3. Contractor's compliance with contractual terms and conditions. L M H U 4. Quality of products furnished. L M H U 5. Overall rating of contractor's standard of workmanship. L M H U 6. Overall rating of contractor's quality of service. L M H U TIMELINESS OF SERVICE 1. Contractor's ability to meet specific response times and scheduled time frames for completion of specific tasks. L M H U 2. Contractor's responsiveness/timeliness for providing administrative reports/documents required by the contract. L M H U 3. Contractor's adherence to delivery schedules? L M H U 4. Contractor's timeliness in responding to emergency service requirements. L M H U 5. Overall rating of contractor's responsiveness/timeliness. L M H U BUSINESS RELATIONS 1. Contractor's ability to identify problems and potential problems, and promptly notify the Contracting Officer. L M H U 2. Contractor's ability to correct problems and prevent or mitigate potential problems in a timely manner. L M H U 3. Contractor's willingness to improve and correct noncompliance issues or concerns. L M H U 4. Contractor's ability to use effective approaches and provide technical expertise and resources to solve contract problems. L M H U 5. Extent to which the contractor has demonstrated reasonable and cooperative behavior. L M H U 6. Contractor's effectiveness in interfacing with the Contracting Officer, quality assurance personnel, and customers. L M H U 7. Contractor's flexibility in satisfying the requirements of its customers. L M H U 8. Extent to which the contractor provided prompt and courteous service when responding to customer complaints. L M H U 9. Contractor's ability to coordinate, integrate, and provide for effective subcontractor management L M H U 10. Overall rating of customer satisfaction. L M H U 11. Overall rating of business relations. L M H U MANAGEMENT OF KEY PERSONNEL 1. Contractor's ability to select and retain cooperative and effective key personnel, such as the contract manager and quality control personnel. L M H U 2. Extent key personnel were knowledgeable about contractual requirements. L M H U 3. Contractor's ability to meet appropriate staffing levels with qualified personnel in order to provide required services. L M H U 4. Rate the contractor's ability to provide continuity of key personnel on the contract. L M H U 5. Rate the contractor's ability to replace key personnel in a timely fashion L M H U 6. Contractor's ability to effectively manage subcontractors. L M H U 7. Rate the level of the functional expertise of the contractor's staff. L M H U 8. Overall rating of contractor's management of key personnel. L M H U COMPLIANCE WITH ENVIRONMENTAL, SAFETY, HEALTH, AND SECURITY REQUIREMENTS 1. Has the contractor ever received any Notices of Violations for noncompliance with environmental laws or regulations? YES* NO 2. Contractor's compliance with environmental requirements. L M H U 3. Contractor's compliance with safety requirements. L M H U 4. Contractor's compliance with health requirements. L M H U 5. Contractor's compliance with security requirements. L M H U COST MANAGEMENT (COST CONTRACTS) 1. Extent to which the contractor provided reliable, supportable cost estimates or proposals L M H U 2. Extent to which the contractor met the proposed cost estimates? L M H U CONTRACTUAL CONSIDERATIONS 1. If a subcontracting plan was required, extent to which contractor met applicable goals for small business participation. L M H U 2. Has an election ever been made not to exercise an option or continue relations due to contractor's poor performance? YES* NO 3. Has a Contract Discrepancy Report ever been issued? YES* NO 4. Has a cure notice or show cause notice ever been issued? YES* NO 5. Has this contract been partially or completely terminated for default or convenience? YES* NO Partially ________ Completely _________ 6. Are there any pending terminations? YES* NO 7. Overall rating of contractor's performance under this contract. L M H U 8. Would you hire this contractor again? YES NO* *REMARKS _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Are you aware of other relevant past efforts by this company? If yes, please provide the name and telephone number of a point of contact: PART III. RETURN INFORMATION Please return this completed Questionnaire via e-mail to Contract Specialist Deborah Worrells at worrells.deborah@dol.gov. Thank you for your assistance.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/DOL/MSHA/BeacerWV/61-12MR-3928/listing.html)
 

Place of Performance

Address: 1100 WILSON BOULEVARD, ARLINGTON, Virginia, 22209, United States

Zip Code: 22209
 

Record

SN02722538-W 20120417/120415233035-12a909d35849c97cb7a70b63f8d18019 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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