Professional Medical Review Services

Statement of Objectives (SOO)

To establish a contract for professional medical review services to support the Federal Railroad Administration (FRA) Reasonable Accommodations (RA) Program Manager (APM). The contractor will provide objective clinical analysis from licensed medical experts to ensure RA determinations are evidence-based, legally defensible, and timely.

• Medical Record Review: Analyze medical documentation to determine if an impairment qualifies as a "disability" under the Rehabilitation Act or ADA. Reviews must be conducted by a licensed medical doctor, with proof of licensure provided.

• Functional Assessments: Evaluate how impairments limit major life activities and impact the ability to perform essential job functions.

• Provider Engagement: With authorization, contact requesters' private medical providers for clarification or additional information.

• Functional Limitation Reporting: Produce written reports detailing workplace-relevant limitations.

• Medical Record Keeping: Process medical records in accordance with the Privacy Act of 1974 and relevant System of Records Notices.

• Consultation: Assist federal managers with medical issues related to FMLA, return-to-work evaluations, advanced sick leave, and other agency-specific requests.

• Period: One (1) 12-month base period with four (4) 12-month option periods.

• Place: Work to be performed remotely at the contractor's facility.

• Turnaround Time: 10 business days for standard reviews, 15 business days for complex reviews. Complex reviews must be identified within 48 hours of receipt.

• Data Separation: Clearly distinguish sensitive clinical findings from workplace functional limitations in reports. Clinical records are not to be shared directly with the Decision Maker (DMO).

• Legal Neutrality: Provide objective, medical-based opinions suitable for legal scrutiny.

• Confidentiality: Adhere to strict confidentiality requirements (FRA Order 3339.1, Privacy Act). No direct communication with supervisors or DMOs regarding medical data.

• Data Security: Store all medical documentation securely and destroy according to FRA retention policies.

• Regulatory Alignment: All determinations must align with relevant federal laws and regulations (Rehabilitation Act, ADA, PWFA, GINA, etc.) and FRA/DOT Orders.

Form / Attachment / Pricing Sheet

This document, DOT Order 1011.1B, outlines the procedures for processing reasonable accommodation requests from job applicants and employees with disabilities at the Department of Transportation (DOT).

• Defines "Disability," "Targeted Disability," "Major Life Activities," "Physical or Mental Impairment," "Substantially Limits," and "Disability Discrimination."
• Details the roles and responsibilities of various DOT offices and personnel (e.g., Secretary, DOCR, OAs, DPMs, HR, CR, Counsel, DRC, Decision Makers, Supervisors) in the reasonable accommodation process.
• Outlines the "Interactive Process" for determining and providing accommodations.
• Specifies procedures for initiating requests, directing requests, granting requests, denying requests, and handling reconsiderations.
• Addresses reassignment as a reasonable accommodation, ongoing services, and accommodations during DOT-conducted programs and activities.
• Details requirements for medical information requests and confidentiality.
• Includes information on labor relations obligations and conflicts of interest.
• Mandates record-keeping, tracking, and reporting of reasonable accommodation data.

While this document primarily details internal DOT procedures for reasonable accommodations, it is relevant to potential bidders and employees by establishing the framework and policies governing how the DOT addresses disability and ensures equal employment opportunity. Understanding these procedures can provide insight into the DOT's commitment to inclusivity and its operational processes related to personnel with disabilities.

Other / Unclassified

This document is an Order (FRA 3339.1) from the U.S. Department of Transportation, Federal Railroad Administration (FRA) dated January 8, 2025. It establishes the FRA's policy, responsibilities, and procedures for processing reasonable accommodation requests by FRA employees and applicants.

While this document primarily outlines internal FRA procedures for reasonable accommodations for its employees and applicants, Section 3 notes that contractors needing reasonable accommodations should initially be referred to their contracting companies. However, it also states that FRA may be responsible for implementing some or all necessary accommodations for contractors, and therefore, applicable sections of this policy may be relevant to contractors. Contractors should be aware that FRA has established procedures and responsibilities regarding reasonable accommodations, which could impact them if they require such accommodations.