1-250821 WHS UA Lab RFP.pdf

REQUEST FOR PROPOSAL (RFP)

CLIA Lab Setup, Equipment Provision, and Management Services Issued By: Weber Human Services (WHS) RFP No.: 2025-08-27 Release Date: 9/1/2025 Proposal Due: 10/1/2025 Ideal Implementation Date: 2/1/2026

1. Purpose

Weber Human Services (WHS), the local authority for behavioral health services in Weber and Morgan Counties, is seeking proposals from qualified vendors to assist in the setup and ongoing management of a CLIA-certified in-house laboratory to support our random urine drug screening (UDS) program. WHS is not seeking an external reference lab, but rather comprehensive support to equip, staff, and operate its own laboratory.

Currently, WHS performs UDS collection and sends specimens to an external lab, and that lab bills Medicaid/Insurance as the rendering provider. This project aims to improve cost-efficiency and service quality by enabling WHS to bill payers as the rendering provider, process specimens internally with quicker turnaround, and improve efficiency.

2. Scope of Services

The selected vendor must provide the following:

A. Lab Equipment Services

• Provision, installation, and maintenance of equipment necessary for presumptive and definitive toxicology screening (including LC-MS or equivalent confirmatory testing).

B. Lab Management Services

• Staffing to collect and process urine specimens onsite with same-gender direct observation.

• Operation of collection clinic 7 days a week with the following minimum hours:

o Mon–Fri: 10:00 AM – 6:30 PM o Sat–Sun: 8:00 AM – 2:00 PM

• Adherence to WHS’s UA collection protocols and Utah Drug Court standards, including:

o Sample observed at point urine exits the body.

o Wait time not exceeding 15 minutes.

o Specimen integrity monitoring (dilution, tampering, adulteration).

o Randomized testing, including weekends and holidays (excluding Christmas, Thanksgiving, and July 4).

o Confirmatory testing (e.g., LC-MS) for disputed positives.

o Testing methods must be scientifically valid with proper chain of custody.

o Interpretation of metabolite levels must follow expert standards.

• Testing for:

o At a minimum, standard 12-panel drug test with flexibility to adapt to changing trends in illicit drug use o Alcohol, Gabapentin, Fentanyl, Spice, Kratom, emerging substances, etc. as required

• Results must be uploaded to WHS’s EHR system (Junction) within maximum of 2 regular business days:

o E.g., Monday collections uploaded by Wednesday; weekend collections uploaded by Tuesday.

C. IT Integration & Billing

• Integration of lab results with WHS’s Junction EHR.

• Direct Medicaid and commercial insurance billing for eligible clients.

• Include per-test pricing for unfunded clients.

3. Proposal Requirements

Proposals must include the following information and will receive a weighted score based on the point value assigned to each section:

1. Company qualifications and relevant experience. (5 points)

2. Certification and capability to bill Utah Medicaid and insurance. (15 points)

3. Proposed equipment list and maintenance plan. (5 points)

4. Staffing model meeting collection and testing requirements. (15 points)

5. Description of confirmatory testing and quality control procedures. (5 points)

6. Plan for EHR (Junction) integration and test result turnaround. (15 points)

7. Billing and reimbursement plan, including cost for unfunded tests. (10 points)

8. Implementation timeline. (5 points)

9. Breakdown of costs to Weber Human Services. (25 points)

4. General Conditions

A. No Representation or Warranty It is the responsibility of each respondent to carefully examine this RFP and evaluate all of the instructions, circumstances, and conditions which may affect any proposal. Failure to examine and review the RFP and other relevant documents or information will not relieve respondent from complying fully with the requirements of this RFP. Respondent’s use of the information contained in this RFP is at the respondent’s own risk and no representation or warranty is made by WHS regarding the materials in the RFP.

B. Cost of Developing Proposals All costs related to the preparation of the proposals and any related activities are the sole responsibility of the respondent. WHS assumes no liability for any costs incurred by respondents throughout the entire selection process.

C. Equal Opportunity WHS is committed to ensuring equitable and uniform treatment of all respondents throughout the advertisement, review, and selection process. The procedures established herein are designed to give all parties reasonable access to the same fundamental information.

D. Proposal Ownership All proposals, including attachments, supplementary materials, addenda, etc., will be retained as property of WHS and will not be returned to the respondent.

E. Modification of RFP WHS reserves all rights to cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the execution of a contract. WHS will provide written notice to respondents of any cancellation and/or modification.

F. Financial Responsibility No proposal will be accepted from, or contract awarded to, any person, firm, or corporation that is in arrears to WHS, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to WHS, or that may be deemed irresponsible or unreliable to WHS. Respondents may be required to submit satisfactory evidence demonstrating the necessary financial resources to perform and complete the work outlined in this RFP.

G. Owners’ Rights Reserved WHS reserves the right to reject any or all proposals, to waive any informalities in a proposal, to request clarification or additional information, and to make awards in the best interest of WHS.

Award of contract will be at WHS’s discretion based on their evaluation of the proposal best determined to suit WHS’s needs.

H. Disclosure of Proposal Content All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation submitted to WHS as part of the proposal or otherwise shall become the property of WHS when received and may be considered public information under applicable law. The Government Records Access and Management Act (“GRAMA”) states that certain information in the submitted proposal may be protected from such disclosure. To request such treatment, the respondent must provide a written claim of business confidentiality and a concise statement of reasons supporting business confidentiality with the proposal. Blanket claims that the entire RFP is confidential will be denied. WHS cannot guarantee that any information will be held confidential.