DESCRIPTION

The Centers for Medicare & Medicaid Services (CMS) Office of Acquisition and Grants Management (OAGM) is conducting this Request for Information (RFI) in support of a Nationwide Medical Clearance and Fit Testing program.

This is not a request for offers, quotes or proposals. This notice does not represent a commitment by the Government to issue a solicitation or award a contract. This is a market research tool only to determine the capability of potential sources prior to determining the method of acquisition and whether the government will proceed with this acquisition. The Government does not intend to award a contract on the basis of this RFI or reimburse costs associated with the preparation of responses to the RFI. If a procurement is ultimately pursued, responses to this synopsis will be used to aid in determining whether the acquisition is set-aside for small business or establishing small business subcontracting goals. All qualified firms are encouraged to respond.

CMS is considering establishing a contract for Nationwide Medical Clearance services and Respirator Fit Testing and is issuing this RFI in order to solicit responses from capable sources to ensure sufficient competition exists to meet the governments requirements.

The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to provide Medical Clearance Services and Respirator Fit Testing. CMS will provide all masks for fit testing.

INTRODUCTION/BACKGROUND

The Centers for Medicare & Medicaid Services (CMS), Center for Clinical Standards and Quality (CCSQ) serves as the regional focal point for all quality, clinical and medical science issues and policies for CMS’ programs. CCSQ provides leadership and coordination for the development and implementation of a cohesive, CMS-wide approach to measuring and promoting quality and leads CMS’ priority-setting processes for clinical quality improvement. The Center coordinates quality-related activities with outside organizations and monitors the quality of Medicare and Medicaid programs as well as evaluates the success of interventions.

CCSQ conducts mission critical quality audits, surveys and inspections to providers such as nursing homes, acute care centers and long-term care facilities to ensure all quality safety standards, practices and procedures are met for the protection of beneficiaries. As such, CCSQ Surveyors are required to wear N95 respirators to enter into high risk environments to conduct surveys and inspections set forth by law and regulations. OSHA requirements dictate that employees wearing N95 respirators annually complete a medical clearance and have fit testing completed on the model of N95 respirator they will be wearing.

CAPABILITY STATEMENT INFORMATION

Please prepare a capability statement addressing your company’s knowledge, expertise and experience, within the last three (3) years, for each of the following requirements listed below. The vendor shall demonstrate experience with contracts of similar size and scope.

1) Appointment Capabilities

• Contractor will allow CMS surveyor employees to schedule their annual N95 respirator fit test and medical evaluation at a location convenient to them anywhere within the 48 contiguous United States and the District of Columbia and within 50 miles of their home/remote work location, accessible by the public and at a time (date) that is convenient for them between the hours of 8 am to 5 pm (local time zone) Monday through Friday. An employees’ home/remote work location can be located anywhere in the United States. The fit test/medical evaluation contractor will have the ability to travel to within 50 miles of the employee’s home address and without CMS incurring travel or facility related expenses. Additionally, if services are available, medical evaluations can be completed online.
• Contractor will conduct fit testing on multiple models of N95 masks. These mask models will be determined by CMS Health and Safety in conjunction with CCSQ. The models used will include, but not be limited to, 3M 1860, 8210R, 8210V, and 9205+.
• The fit test shall be administered using an OSHA-accepted Qualitative Fit Test (QLFT) or Quantitative Fit Test (QNFT) protocol.
• CMS Surveyor employees who do not require an annual fit test but do require an annual medical evaluation will be able to schedule their evaluations at a location convenient to them anywhere within the 48 contiguous United States and the District of Columbia and within 50 miles of their home/remote work location, accessible by the public and at a time (date) that is convenient for them between the hours of 8 am to 5 pm (local time zone) Monday through Friday. An employees’ home/remote work location can be located anywhere in the United States. The fit test/medical evaluation contractor will have the ability to travel to within 50 miles of the employee’s home address and without CMS incurring travel or facility related expenses. Additionally, if services are available, medical evaluations can be completed online.
• CMS Surveyor employees whose medical evaluation requires further review by a medical professional will be contacted directly by a medical professional for discussion and to work through the process to determine ability to wear a respirator.
• CMS Surveyor employees will have the ability to schedule appointments independently, and they will be provided the address and contact information for the location at which services will be provided prior to scheduling the services.
• CMS Surveyor employees will have the ability to cancel and reschedule fit testing with 24-hour notice without CMS incurring a fee.
• The contractor will provide education during fit testing appointments on proper personal protective equipment (PPE) utilization, sanitation protocols, and storage of each type of N95 mask model determined by CMS Health and Safety in conjunction with CCSQ.

• Fit Testing and Medical Evaluations will be conducted per the requirements of 29 CFR 1910.134.

2) Data Storage Capabilities

• Contractor will have the ability to store surveyors’ medical evaluations indefinitely on a HIPAA compliant client portal for access by the Centers for Medicare & Medicaid Services and immediately available for review and download once medical clearance is completed.
• Fit Test results will be maintained for one year on a HIPPA compliant client portal and immediately available for review and download by the Centers for Medicare & Medicaid Services.
• CMS will have the ability to activate/deactivate employees and edit profiles.
• CMS will have the ability to download information from the portal for storage on local computer systems.

3) Weekly/Monthly Reporting

• Maintain and provide weekly reporting data on Medical Clearance evaluations by location to include:
  • employee name and location
  • number of employees that have been Medically cleared
  • number of employees that are unable to be Medically cleared due to requiring a follow up examination or documentation
  • number of employees that still need to be Medically cleared
• Maintain and provide weekly reporting data on Fit Testing to include:
  • employee name and location
  • number of employees that have been Fit Tested
  • number of employees that are unable to wear a N95 masks
  • number of employees that need to be Fit Tested
  • make and model of the N95 Masks that each employee is authorized to wear
• Routinely coordinate with CMS to reconcile and resolve any medical clearance and fit testing information/issues.
• Provide ad hoc reports as requested.
• Provide fiscal reports that reflect total amount of medical clearances/fit tests billed during the contract period, monthly charges against the account, and the balance remaining on the contract to CMS as requested.

4) Contractor Accountability

• Commitment to partnering with CMS and a focus on overall product quality and program success. The outcome of each task should be viewed as a reflection of the quality of the contractor’s work, ability to gather an understanding of needs, and competency at executing on the intent of product and agency objectives.

5) Technical Knowledge and Capabilities

• Contractor shall maintain the proper staff and business relationships to insure continued competency and high-quality design. Specifically, skills and a strong knowledge of OSHA requirements as they relate to Respirator Protection Programs, medical clearance screening and exams, and respirator fit testing.

6) Communication Skills

• The contractor will demonstrate an ability to articulate and convey complex ideas in a manner that is appropriate to the audience and the material is critical to the success of any project. The contractor shall be expected to demonstrate exceptional oral, written, and graphical communication skills in any interaction with CMS or on its behalf. Primary focus will be on the front facing team’s ability to clearly present ideas, issues, analysis and solutions in a manner that ensures comprehension and instills confidence.

7) Please include answers to the following questions in your response.

1. How many locations do you have nationwide?
2. Do you have locations in 48 contiguous states or the ability to travel to all 48 contiguous states to provide Fit Testing and Medical Clearance?
3. What is your estimated price for each individual Fit Testing?
4. What is your estimated price for each individual Medical Clearance?

Include the following information for each reference utilized to demonstrate the above-listed experiences and capabilities:

• Name of Contracting Activity;
• Contract Number, If Applicable;
• Period of Performance;
• Total Contract Value;

• Contracting Officer, Telephone Number and Email Address;
• Contract Program Manager, Telephone Number and Email Address; and
• Sample of completed work product;

• NOTE: Prior work product samples will not be counted against the capability statement page limit. Additionally, please ensure that all classified and/or proprietary information is redacted or removed from any submitted sample(s).

SUBMISSION INSTRUCTIONS

Interested parties having the capabilities necessary to perform this requirement shall submit capability statements in PDF format via email to Phillip Harrell (phillip.harrell@cms.hhs.gov). CAPABILITY STATEMENTS MUST DEMONSTRATE THE MINIMUM REQUIREMENTS OUTLINED ABOVE. Please address each in the order listed above under “Capability Statement Information.”

Capability statements shall be limited to 15 pages and fonts no smaller than 12 points. Capability statements shall also include the following:

Business Information --

1. 1. Unique Entity ID (UEI)
   2. Tax ID
   3. Company Name
   4. Company Address
   5. Company Point of Contact, Phone and Email Address
   6. Current Government Contracts and Schedules or Other Relevant Government Wide Acquisition Contracts (GWAC) or schedule contracts such as GSA.
   7. Business Size Status (e.g., small business, 8(a), woman owned, veteran owned, etc.) as validated via the System for Award Management (SAM) for the applicable NAICS code 621999 (All Other Miscellaneous Ambulatory Health Care Services). All vendors must be registered in the SAM located at http://www.sam.gov.
   8. Reference Points of Contact, Phone and Email Address (e.g. individuals who can verify the demonstrated capabilities identified in the responses.)

While not required, the capability statement may designate any/all teaming arrangements and the work proposed to be performed by each team member. Specifically, the capability statement must address how much effort would be performed by any proposed team member and how your company as the prime will meet the requirements of FAR 52.219-14, Limitations on Subcontracting.

Responses must be submitted by 4:00 p.m. ET on (June 2, 2023). Capability statements will not be returned and will not be accepted after the due date.

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 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 to allow the Government to determine the organization’s qualifications to perform the work. Respondents 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.

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).

Conflicts of Interest. It is essential that the vendor be free of all appearance of or actual conflicts of interest. Specifically, the vendor must not have any relationships or arrangements through its business operations or its employees that could be considered as possibly lessening the company’s objectivity concerning any aspect of the campaign. If such relationships or arrangements exist, vendors shall be required, during the procurement process, to identify potential conflicts of interest and discuss how the conflicts will be addressed and mitigated.

Questions concerning submission requirements may be directed to Phillip Harrell, Contract Specialist, via email only at phillip.harrell@cms.hhs.gov. CMS will not entertain questions related to contracting strategy.

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