Federal Occupational Health (FOH) Clinical West Staffing

Questions & Answers / Clarifications

This document contains questions submitted by potential vendors and the Government's responses regarding the "CLINICAL WEST QUESTIONS PSCFOH-Clinical West-PSC347298_West" opportunity, as part of Amendment 00001.

• Set-Aside: The requirement is for Small Business only. The results of this sources sought will determine the acquisition strategy.
• Contract Type: A Single Award IDIQ contract is anticipated.
• Labor Hours: Estimated labor hours by labor category and site will be provided.
• Past Performance: Past performance from non-FOH federal occupational health contracts will be considered relevant and recent.
• Transition Plan: A transition-in plan is required at proposal submission. The incumbent vendor will provide continued services for up to thirty (30) days to assist with the transition.
• Staffing Information: Incumbent staffing information by site and labor category will be disclosed prior to proposal submission.
• Staffing Requirement: Full staffing is required on Day One of performance, with a maximum thirty (30) day transition period.
• Joint Commission (TJC) Accreditation: TJC Accreditation/Certification is a Phase 1 requirement and will be evaluated on a pass/fail basis. For Joint Ventures, if one entity is TJC accredited/certified, it fulfills the requirement for the overall offeror, provided that entity is responsible for direct-patient care services.
• Phased Approach: A phased proposal approach is intended, with TJC Accreditation/Certification being the first phase.
• Evaluation Criteria: Evaluation criteria will include a combination of factors such as geographically dispersed operations, similar scope/size/complexity performed across multiple states, and potentially other factors to be determined.
• NAICS Code: Vendors are asked to indicate the most appropriate NAICS code. The specific code will be provided in the solicitation.
• Site Staffing Plan: The Site Staffing Plan (Attachment J.2) and labor category requirements (Attachment J.3) will be provided in a separate attachment.

This document clarifies several key aspects of the upcoming solicitation, including the small business set-aside, contract type, evaluation criteria, and specific requirements such as transition plans and Joint Commission accreditation. It also indicates that staffing information and relevant attachments will be provided. The anticipated award date is the fourth quarter of FY 2026.

Form / Attachment / Pricing Sheet

This document, "Draft Attachment J.2-Clinical West Site Staffing Plan Amendment 00001.xlsx", details the staffing plan for clinical services at various West sites. It outlines the required labor categories, locations, hours of operation, and estimated hours for each position over specific contract periods (e.g., November 1, 2021 - January 31, 2022, and February 1, 2022 - April 30, 2022). It also includes a sheet for "Site specific requirements" which notes any special clearances or conditions for each location.

• Labor Categories: Includes Nurse Coordinator (RN), Nurse Coordinator II (RN), Physician (Clinical), Staff Nurse (RN), Staff Nurse (Evening), and Reviewing Medical Officer (RMO).
• Locations: Lists numerous sites across various states including California, Utah, Washington, Hawaii, New Mexico, Arizona, Colorado, Oregon, Idaho, and Alaska.
• Hours of Operation & Staff Hours: Specifies daily and weekly hours for each role and location, with total estimated hours for 12-month periods.
• Purpose for Hours: Differentiates between "FSA" (Federal Occupational Health) and "FFS" (Fee-For-Service) work, with some sites designated for "IRS only" or "Operational site."
• Site-Specific Requirements: Details special requirements such as IRS clearance, remote site challenges, or lack of local badging offices.

This staffing plan provides critical insight into the operational requirements and personnel needs for the clinical services. Bidders can use this information to understand the scale, geographic distribution, and specific qualifications (e.g., IRS clearance) required for personnel, which is essential for developing accurate proposals and resource allocation strategies.

Form / Attachment / Pricing Sheet

This document, "Draft Labor Categories," outlines the specific qualifications, skills, and responsibilities for various healthcare-related positions. It serves as a reference for understanding the requirements for personnel who may be involved in providing services under a contract.

• Area Clinic Manager: Details education (Master's degree in Nursing, Business, or Health Administration), experience (5+ years direct care, 3+ in occupational health, 5+ supervisory), and specific skills (venipuncture, audiometry, spirometry, ECG, project management, data analysis). Responsibilities include staff management, clinical supervision, data reporting, and corrective action planning.
• Nurse Coordinator I, II, III: Outlines requirements for RNs with varying levels of experience (2+ years for I, 1+ year management for II & III) and specific certifications. Responsibilities include direct client care, health education, administrative coordination, and potentially staff management and site oversight.
• Staff Nurse, RN: Requires RN licensure, BLS, and 1+ year of occupational health or related experience. Responsibilities include direct client care, triage, first aid, health education, and performing various health services.
• Staff Nurse, LPN/LVN: Requires LPN/LVN licensure, CPR/AED, and 1+ year of experience. Responsibilities include health education, counseling, and referral under RN supervision.
• Nurse Practitioner or Advanced Practice Registered Nurse: Requires MSN preferred, RN licensure, and national certification. Responsibilities include comprehensive physical health assessments and advanced occupational health care.
• Physician Assistants (PA): Requires graduation from an accredited PA program and NCCPA certification. Responsibilities include comprehensive physical health assessments and advanced occupational health care.
• Clinical Physician: Requires Board Certification/Eligibility and specific specialty training (e.g., Internal Medicine, Occupational Medicine). Responsibilities include comprehensive physical health assessments and advanced occupational health care.
• Occupational Medicine Physician: Requires MD/DO, Board Certification, and 3+ years of experience in occupational health. Responsibilities include expert review of assessments and guidance on occupational health issues.
• Physician: Reviewing Medical Officer (RMO): Requires MD/DO, board certification, and 2+ years of experience. Responsibilities include reviewing assessments and determining fitness for duty.
• Athletic Trainer: Requires a Bachelor's degree in Sports Medicine/Athletic Training and NATA Board of Certification. Responsibilities include orthopedic injury assessments and employee wellness promotion.
• Medical Administrative Support Staff (MASS): Requires a high school diploma and 2+ years of medical administrative support experience. Responsibilities include managing medical operations and data flow.
• Certified Medical Assistant/Technician I & II: Requires certification and experience. Responsibilities include administrative assistance and technical tasks like vital signs, first aid, and venipuncture.
• Medical Records Technician: Requires a high school diploma and data entry experience. Responsibilities include managing medical records, processing requests, and data entry.
• Medical Technician: Requires a high school diploma and data entry experience. Responsibilities include processing medical records and performing technical tasks.

This document is crucial for bidders to understand the types of personnel required for the opportunity, the qualifications and experience needed for each role, and the associated responsibilities. It directly informs staffing plans and the ability of a bidder to meet the personnel requirements of the contract. Vendors should review these labor categories to ensure they can provide qualified candidates for the positions outlined.

Form / Attachment / Pricing Sheet

This document outlines the security clearance and badging requirements for contractor personnel working on the Clinical West contract. It details the process for obtaining and maintaining the necessary security clearances and PIV badges.

• Security Clearance: All personnel require at least a Tier 2 MBI Security Clearance from FOH, renewable every 5 years.
• Badging Packet: A packet must be completed by each contract employee. The "Information needed for ALL New Contractors to FOH June 2020.pdf" form initiates the process.
• Required Documents for New Hires:
  • Information needed Required for ALL New Contractors to HHS (Sept. 2021).pdf
  • HHS-828 (Vendor Specific File revised 09/2021)
  • 2023 OF 306 Form.pdf - OF306 – Declaration for Federal Employment
  • Current Resume with contact information
  • Non-digital Fingerprint Cards (2)
  • Cybersecurity Awareness Training Certificate-09/2021 (Signature page)
  • HHS ROB - 09/2021 - HHS Rules of Behavior Signature Page
  • Job Specific Position Description (JSPD)
• OneView Gateway: Applicants receive an email to complete this application within 48 business hours, with a 5-day deadline.
• PSC-Badging Enrollment: Requires digital fingerprints and a photo for FOH PIV badge. Specific instructions for DC region applicants and those over 60 miles from a badging office are provided.
• EAPP: Applicants must complete the Electronic Application for Personnel Processing (EAPP) within a specified timeframe.
• Start Dates: PIV cards are issued after a start date is established, with adjudication occurring prior to work commencement. The adjudication process may take up to 60 days.
• Additional Requirements: May include higher-level security clearances for specific agencies like CBP or IRS.

This document is critical for bidders to understand the personnel security requirements for the contract. It outlines the types of clearances, the application processes (OneView Gateway, EAPP), required documentation, timelines, and potential penalties for non-compliance. Bidders must factor these requirements into their staffing plans and proposal pricing.

Form / Attachment / Pricing Sheet

This document, "Draft Attachment J.5 – Credential File Format," outlines the specific documentation and credentialing requirements for physicians, nurse practitioners (NPs), and physician assistants (PAs) who may be considered for the opportunity. It serves as a checklist for bidders to ensure they understand and can provide the necessary credentials for their proposed personnel.

The document is divided into six sections for each professional category (Physicians, Nurse Practitioners, Physician Assistants):

• Section 1: Attestation of Completion, NPDB Authorization Form, FOH Privileges, Recommendation and Dispensation, and FOH Privileging Letter.
• Section 2: Application for Appointment of Medical Staff with Privileges Request Form, Proof of I-9 Completion/Identity Verification, Certificate of Malpractice Insurance or Errors and Omissions Insurance, and Insurance Claims History.
• Section 3: Professional Licenses (primary source verified), Medical School verification, ECFMG certification (if applicable), Internship, Residency, Fellowship, Preceptorship, Board Certifications (all primary source verified), Security Clearance/Background Check, Office of Inspector General Sanction Report, and Basic Life Support (BLS) Certification.
• Section 4: Performance Evaluation for the past 3 years.
• Section 5: Job Specific Position Description, Initial Orientation Checklist, Site Specific Orientation Documentation, Curriculum Vitae or Résumé, Continuing Professional Education, Peer Reference Forms (3 completed), Letters of Appreciation/Commendation and Awards, and Documentation of Personnel Actions.
• Section 6: Annual Flu Vaccine documentation, Annual Tuberculosis (TB) Test Documentation (with reported results) and/or Annual Questionnaire, and Hepatitis B Documentation (vaccine, titer, or waiver).

Bidders must carefully review this attachment to understand the comprehensive credentialing requirements for all clinical personnel proposed. Failure to meet these requirements could impact the eligibility or evaluation of proposals. This document directly informs the staffing plan and the effort required to gather and submit complete credentialing packages for proposed individuals.

Sources Sought

This document is a Sources Sought notice, not a solicitation for proposals. Its purpose is to gather knowledge and information from potential vendors regarding their interest and capabilities for future project planning related to Federal Occupational Health (FOH) Clinical West Staffing.

FOH provides occupational health services (OHS) to federal agencies, supporting over one million federal employees. FOH utilizes Interagency Agreements (IAAs) and works with federal departments and agencies to provide clinical services, medical consultation, wellness, health promotion, and behavioral health services. The contractor's role is to provide Personal Service Contractors (PerSCs) to deliver these FOH services at FOH Service Provision Sites (SPS).

PerSCs will support FOH's comprehensive services, which include:

• Clinical Health Services (CHS): Medical examinations, consulting, case review for job safety, reducing lost workdays, and increasing productivity.
• Environmental Health and Safety Services (EHSS): Site assessments, environmental health oversight, emergency preparedness.
• Wellness and Health Promotion Services (WHPS): Fitness classes and wellness programs.
• Behavioral Health Services (BHS): Employee assistance programs, stress management, work/life balance services.

Specific CHS activities include occupational health examinations, immunizations, health screenings, case reviews, travel medicine assessments, health risk appraisals, exposure testing, health education, and consulting.

The anticipated award date is Q4 FY2026, with a period of performance of five (5) years, including a 12-month base period and four (4) 12-month option periods.

Interested companies are requested to provide details on up to three (3) similar projects completed in the past three years, including:

• Customer Name
• Point of Contact information
• Total Contract Value
• Period of Performance
• Brief Description of Services Provided
• CPARS availability

Questions are due by 10:00 AM EST on January 30, 2026, via email to Angeleana.torres@hhs.gov and Angelina.mulenga@hhs.gov. Responses, including capability statements and answers to specific questions (from "RFI Questions – Clinical West" document), are due by 10:00 AM EST on February 23, 2026, to the same email addresses. Responses should be limited to ten (10) pages and include a cover letter with specific company information.

This notice is for information and planning purposes only and does not obligate the Government to award a contract. Information provided will be used for market research and potential future solicitation development. No proprietary, classified, confidential, or sensitive information should be submitted.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for Federal Occupational Health (FOH) - Clinical Occupational Health Support Services – Clinical Staffing (WEST). The primary objective is to provide occupational health and related health services to federal employees, aiming to promote and maintain their physical and mental fitness.

• The contractor will provide Personal Service Contractors (PerSCs) to deliver FOH services at designated Service Provision Sites (SPSs).

• Services include clinical health services (medical examinations, consulting, case reviews), environmental health and safety services, wellness and health promotion services, and behavioral health services.

• Specific clinical services include occupational health examinations, immunizations, health screenings, health risk appraisals, travel medicine assessments, and specialized health services.

• The contractor must furnish all necessary personnel, supplies, materials, services, and facilities to perform the work.

• Work will occur at multiple FOH SPSs in the FOH Clinical Western Region (WEST), including Alaska, Arizona, California, Colorado, Hawaii, Idaho, New Mexico, Montana, Nevada, Oregon, Utah, and Washington.

• PerSCs must provide quality and safe healthcare, health education, and raise client awareness of health indicators and risks.

• Services must adhere to national standards, including TJC-AC standards, and FOH policies and procedures.

• Performance will be monitored through scheduled and unscheduled reviews, customer satisfaction surveys, and retention surveys.

• Specific performance objectives and standards are detailed in the Surveillance Matrix (Section C.51).

• The contract period is not specified in this document, but services will be performed at multiple FOH SPSs within the FOH Clinical Western Region (WEST).

• PerSCs must possess appropriate credentials, licensure, and certifications.

• Contractors must ensure PerSCs have general computer literacy and knowledge of Electronic Health Record (EHR) systems.

• PerSCs must wear professional attire and maintain a professional appearance.

• Specific requirements for credentialing, privileging, and training are detailed, including BLS-HP certification and N95 mask fit testing.

• The contractor must maintain a stable workforce with low turnover rates.

• Requirements for staffing, security clearances, and reporting are also outlined.

Questions & Answers / Clarifications

This document contains a series of questions posed by potential bidders and the government's responses, likely related to a solicitation for clinical services. It aims to clarify requirements and gather information about vendor capabilities.

• Management Infrastructure & Capacity: Vendors are asked if they possess the necessary management infrastructure and capacity to procure and manage the required level of effort.
• GSA Contracts: Vendors must identify all GSA Contracts they hold that are relevant to this requirement and indicate if they would submit an offer under their GSA Contract.
• Applicable SINs, Pools, or Constellations: Vendors need to specify which SINs, Pools, or Constellations are applicable to this requirement.
• NAICS Codes & Socio-Economic Categories: Vendors are requested to indicate the most appropriate NAICS code(s) and all applicable socio-economic categories for their business.
• Geographic Experience: Vendors are questioned about their experience managing contracts covering multiple, geographically separate locations and their capability to procure and deliver office supplies to such locations.
• Service/Product Commerciality & Experience: Vendors must confirm if they provide the service/product commercially and if they have similar or previous experience with the type of work outlined in the draft Statement of Work (SOW).
• Subcontracting: Vendors are asked if they will need to subcontract areas of the SOW and, if so, to estimate the percentage of subcontracting.
• Lead Time & Transition Capability: Vendors need to indicate the lead-time required from award notification to start work and their capability to ensure a successful contract transition within 30 days of award.
• Personnel & Security: Vendors are asked about their capability to provide personnel with requisite security clearances and relevant certifications/skillsets.
• The Joint Commission (TJC) Certification: Vendors are questioned about holding TJC certification for Healthcare Staffing Services (HCSS) and/or accreditation for Ambulatory Care (AC).

This Q&A document provides critical information for bidders to assess their suitability for the opportunity and to refine their proposals. The responses may influence how vendors approach subcontracting, staffing, and compliance with specific requirements like TJC certifications.