***Disclaimer: This request for information is for market research purposes only. This is not a solicitation. Information received from this notice will not be disclosed outside the government.
NOTICE of SOURCES SOUGHT
The pupose of this sources sought is to gain knowlodge who in the area can provide comprehensive on-site ergonomic consultation, including program development, training and education, workstation evaluations and other job hazard analysis for approximately 2,500 employees.
DFAS, Contract Services Directorate is seeking sources and capability statements for CLEVELAND OHIO. All qualified and experienced including HUBZone small businesses sources are encouraged to respond to the Notice.
SCOPE OF WORK: The requested service is to promote employee health by reducing the workplace exposure to ergonomic risk factors; therefore, reducing work-related injuries. Ergonomic consultation services are to assess and improve the design of workspaces, tools, and work processes to enhance employee comfort, safety, and productivity. The contractor shall provide all labor, tools, materials supervision, and other items necessary to perform all services identified herein.
PLACE OF PERFORMANCE: Individual initial ergonomic evaluations, onboarding, group training, and follow up evaluations shall be conducted at the following site location: The Defense Finance and Accounting Service (DFAS-CL), J Celebrezze Federal Building (AJC FOB), 1240 East 9th St, Cleveland, Oh 44199 and the DFAS Bratenahl, 555 E> 88th Street, Bratenahl, OH 44108 building.
PERIOD OF PERFORMANCE: This contract will have a period of performance consisting of a one-year base period with four additional one-year option periods.
GENERAL REQUIREMENTS:
1 On-Site Individual Evaluations, On-boarding, and Group Training: The Contractor will perform on-site ergonomic and safety assessments, including workstation evaluations, employee observations, workstation modifications, and follow-up evaluations. These services will be provided on average one 8-hour day per week, totaling approximately 400 hours per year. The specific day for on-site visits is flexible. Additionally, employee onboarding and group training will be delivered, totaling an estimated 16 hours per year. The Contractor will also provide off-site administrative support, estimated at 208 hours per year to complete reports, training development, assessment review and statistical data compilation. In total, the projected annual hours for Ergonomic Consultation and General Occupational Safety and Health Services amount to approximately 624 hours. DFAS reserves the right to increase or decrease the number of estimated hours based upon mission requirements.
2 Coordination and Approval: The Contracting Officer Representative (COR) will serve as the main point of contract in collaboration with the DFAS Safety and Occupational Health Manager, who will act as the technical advisor. All work conducted under this contract shall be scheduled and approved by the COR. Employee referrals for preventive ergonomic assessments can be initiated either by the employee or their immediate supervisor through an automated request process. The request is sent directly to the DFAS Safety and Occupational Health Manager for approval or disapproval. Once approved, the COR will receive a list of assessments to schedule with the Contractor within 7 business days of receipt. Ergonomic Assessments can be scheduled either in person or virtually. The DFAS Safety and Occupational Manager will work closely with the COR, employee and supervisor to ensure coordination. Additionally, the DFAS Safety and Occupational Manager will support the COR assisting in monitoring or administrating the contract, ensuring the Contractors performance meets the requirements outlined within the contract’s scope.
2.1 Only the Contracting Officer has the authority to make changes to the terms and conditions of a contract. No other individual, including the COR, other Government personnel or representative, is authorized to make contractual changes on behalf of the Contracting Officer. Any changes or modifications requested by the Contractor must be directed to the Contracting Officer for review and official approval.
3 Initial Ergonomic Assessments: A written evaluation of the initial assessment is required within seven (7) business days of the assessment and must be submitted to the COR and DFAS Safety and Occupational Health Manager. The report should outline the findings and recommendations in a problem-oriented format, identifying all significant issues, contributing factors, and specific recommendations. These recommendations should include administrative, engineering, and work practice measures for each of the factors, along with a plan detailing short- and long-term actions as appropriate, to include recommended modifications to current equipment or recommended new ergonomic equipment. New ergonomic equipment will be approved and provided by DFAS. All client documentation will be securely stored with the DFAS Administrative Services Directorate, Health Unit or another designated secure location.
3.1 Individual Onsite Ergonomic Assessments: Individual onsite assessments shall be performed at the employee’s workstations. These evaluations can be performed either as a preventative measure for existing employees, new hire employees, and/or post-injury recovery. A proper evaluation will identify specific problem areas involving how an employee interacts with the workplace, computers, tools, and furniture that could potentially result in musculoskeletal disorders. Workstation seating, lighting, temperature and glare screens, keyboards, work surfaces, and work practices are all evaluated. Minor workstation adjustments that are necessary shall be made during the evaluation whenever possible. The employee shall be provided with appropriate handouts and reminders. Training of individual employees will be considered equivalent to an individual assessment(s). An employee shall be trained on the effectiveness of ergonomics including proper posture, duration of activity, repetitive motion, awkward positioning, forceful exertions, mechanical or contact stresses, symptoms and consequences, importance of early intervention and education on general ergonomics and awareness. A written evaluation of the assessment is required within seven (7) business days of the assessment and must be submitted to the COR and DFAS Safety and Occupational Health Manager.
3.2 Individual Virtual Ergonomic Assessments: Individual virtual assessments will be scheduled through Microsoft Teams or DFAS other approved office communication platforms. These assessments will be scheduled by the COR with the Contractor and conducted during designated on-site days. A written evaluation of the assessment is required within seven (7) business days of the assessment and must be submitted to the COR and DFAS Safety and Occupational Health Manager. No assessments will be conducted at private residences or home offices.
3.3 Follow-up Ergonomic assessments: Return visit(s) with employee(s) to perform tasks such as: when new ergonomic equipment is required to ensure the employee is using it correctly, ensuring the effectiveness and implementation of preventive techniques already discussed, and/or reinforce and verify suggested changes have been performed. Follow-up assessments must be conducted within two to four weeks after equipment modification. A written evaluation of the follow-up assessment is required within seven (7) business days of the assessment and must be submitted to the COR and DFAS Safety and Occupational Health Manager. Any repeat assessments or individual training session to an employee within one (1) year will be considered a follow-up evaluation.
4 Onboarding and Group Training: The Contractor will be required to develop and conduct employee onsite onboarding orientation every other week for 30 minutes per class during the Contractors on-site days. Additional ergonomic services may include developing and delivering group ergonomic training, participating in team meetings, and providing ergonomic consultation to other DFAS organizations as requested. The Contractor led group training should consist of employee injury prevention techniques relevant to specific job tasks, help employees learn to identify risk factors associated with their tasks, and recommend preventative measures, such as exercises, to reduce the likelihood of injury from improper workstation use. Onboarding and training material to be used by the Contractor must be prepared and submitted to the COR within seven (7) business days prior to event. If additional ergonomic services will be needed, they will occur during the Contractor’s on-site days.
5 Contractor Communication Response: The Contractor will ensure timely and effective communication is maintained through the performance of this requirement to minimize delays, and provide clarity and responsiveness in professional interactions.
5.1 Phone Call Response Time: All phone calls must be returned within seven (7) business days of the initial call during normal business hours Monday through
Friday, 7:00 am to 4:30 pm on the Contractors on-site day.
5.2 Email Response Time: All emails should receive and initial response within seven (7) business days of the initial email receipt with an acknowledgement, answer or an estimated timeline for full response if more time is needed.
6 Monthly Status Reports: Monthly Status Reports are required within five (5) business days after the end of each month. Monthly status reports shall detail evaluations scheduled, evaluations completed, upcoming trainings scheduled, trainings completed, onsite days/hours worked, and administrative days/hours worked. Monthly status reports shall be submitted to the COR and DFAS Safety and Occupational Health Manager.
QUALIFICATIONS AND EXPERIENCE: The Contractor is required to have experience and expertise in the field of Ergonomics and Employee Safety and Occupational Health. The Contractor is required to be a Certified Professional Ergonomist (CPE) or registered Occupational Therapist (OTR), possess a bachelor’s degree, and up to or exceeding three (3) years of progressive experience (or equivalent combination of education and experience) despite which certification the Contractor has. The Contractor will be required to provide proof of license/ certifications and qualifications.
The capability statement should include recent and relevant contracts (last 3 years), including the contract number, dollar value, period of performance, and scope of the work.
Please respond to the contact listed below with no more than three pages explaining in detail the magnitude of your experience in the above referenced subject matter area. Interested sources should submit their response via email to Laura.B.Price7.civ@mail.mil by 01/17/2024. Sources should include their business address, point of contact, cage code, duns number and small business status (for example, HubZone or Service Disabled Veteran Owned).
Disclaimer: This request for information is for market research purposes only. This is not a solicitation. Information received from this notice will not be disclosed outside the government.
