1-RFP-2025-736-DFA-ID.pdf

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 1

City of Albuquerque

Request for Proposals

Solicitation Number: RFP-2025-736-DFA-ID

Drug and Alcohol Testing Services

Open Date: 01/05/2026

Deadline for Receipt of Proposals: February 4, 2026 4:00 p.m. (Mountain Time) The City eProcurement System will not allow Proposals to be submitted after this date and time.

Non Mandatory Pre-Proposal Conference Date: January 15, 2026

Time: 1:00PM (Mountain Time)

City of Albuquerque Department of Finance and Administrative Services

Purchasing Division

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 2

V2024.07.10 JLB

TABLE OF CONTENTS

Page

Introduction 3

Part 1 Instructions to Offerors 5

Part 2 Proposal Format 15

Part 3 Scope of Services 18

Part 4 Evaluation of Proposals 24

Part 5 Draft Agreement 26

Appendix A Testing Data

Appendix B Cost Proposal

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INTRODUCTION

The City of Albuquerque invites qualified vendors to submit proposals for drug and alcohol testing services. The City’s objective is to solicit proposals from exceptionally qualified vendors experienced in providing a program for drug and alcohol testing to comply with Federal Department of Transportation regulations (49 CFR Part 40, Part 655, Part 382 and Part 199) and the City of Albuquerque Substance Abuse Policy for safety sensitive employees and reasonable suspicion testing for safety-sensitive and non-safety sensitive employees. The Contractor(s) shall comply with all applicable federal, state and local government laws and regulations related to drug and alcohol testing.

In order to fulfill the purpose described above, the designated contractor(s) will be required to perform the following specific responsibilities:

• Administer collections, testing and other duties in a manner conforming to

Federal, State and local laws.

• Provide facilities for after-hour collections and testing.

• Provide testing facilities/laboratory analysis by a laboratory certified by the

Department of Health and Human Services (“DHHS”).

• Provide to the City all reporting required by 49 CFR Part 40, Part 382, Part 655 and Part 199. Reporting shall be annual and semi-annual, with records maintained by the contractor.

• Provide itemized invoices for City review and payment on a monthly basis.

Approximately thirty-eight hundred (3800) employees are subject to random drug and alcoholtesting each year. Approximately four hundred and forty (440) employees are governed by the Federal Transit Administration (FTA), approximately four hundred (400) employees are governed by Federal Motor Carriers Safety Administration (FMCSA), approximately eight (8) employees are governed by Pipeline and Hazardous Materials Safety Administration (PHMSA) and the remaining employees are governed by City authority.

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The drug and alcohol testing program shall include, but not be limited to the following tests and procedures for the categories listed below which are covered under 49 CFR Part 40:

• Pre-Employment

• Random

• Reasonable Suspicion

• Post-Accident

• Return to Duty

• Follow-up

• Other tests that may be required as appropriate (non-DOT)

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PART 1

INSTRUCTIONS TO OFFERORS

1.1 RFP Number and Title: RFP-2025-736-DFA-ID, "Drug and Alcohol Testing Services"

1.2 Proposal Due Date: February 4, 2026 - NLT 4:00 PM (Local Time) The time and date Proposals are due shall be strictly observed.

1.2.1 Non-Mandatory Pre-Proposal Conference: This is not a mandatory pre- Proposal conference, but highly recommended. Those vendors who choose not to attend shall be solely responsible for obtaining any additional information, clarifications or addenda resulting from this meeting.

Pre-Proposal Conference Time and Location:

Time: 1:00PM (Mountain Time) Location: https://cabq.zoom.us/j/81554208294

1.2.2 Questions: All questions shall be submitted in written format in the City’s eProcurement system prior to the close date for questions and answers.

1.3 Purchasing Division: This Request for Proposals (“RFP”) is issued on behalf of the City of Albuquerque by its Purchasing Division, which is the sole point of contact during the entire procurement process.

1.4 Authority: Chapter 5, Article 5 of the Revised Ordinances of the City of Albuquerque, 1994, (“Public Purchases Ordinance”). The City Council, pursuant to Article 1 of the Charter of the City of Albuquerque and Article X, Section 6 of the Constitution of New Mexico, has enacted this Public Purchases Ordinance as authorized by such provisions and for the purpose of providing maximum local self-government. To that end, it is intended that this Public Purchases Ordinance shall govern all purchasing transactions of the City and shall serve to exempt the City from all provisions of the New Mexico Procurement Code, as provided in Section 13-1-98K, NMSA 1978.

1.5 Acceptance of Proposal: Acceptance of Proposal is contingent upon Offeror's certification and agreement by submittal of its Proposal, to comply and act in accordance with all provisions of the following:

1.5.1 City Public Purchases Ordinance

1.5.2 City Purchasing Rules and Regulations: These Rules and Regulations (“Regulations”) are written to clarify and implement the provisions of the Public Purchases Ordinance. These Regulations establish policies, procedures, and guidelines relating to the procurement, management, control, and disposal of goods, services, and construction, as applicable, under the authority of the Ordinance.

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1.5.3 Civil Rights Compliance: Acceptance of Proposal is contingent upon the Offeror's certification and agreement by submittal of its Proposal, to comply and act in accordance with all provisions of the Albuquerque Human Rights Ordinance, the New Mexico Human Rights Act, Title VII of the U.S. Civil Rights Act of 1964, as amended, and all federal statutes and executive orders, New Mexico statutes and City of Albuquerque ordinances and resolutions relating to the enforcement of civil rights and affirmative action. Questions regarding civil rights or affirmative action compliance requirements should be directed to the City of Albuquerque Human Rights Office.

1.5.4 Americans with Disabilities Act Compliance: The Offeror certifies and agrees, by submittal of its Proposal, to comply and act in accordance with all applicable provisions of the Americans with Disabilities Act of 1990 and federal regulations promulgated thereunder.

1.5.5 Insurance and Bonding Compliance: Acceptance of Proposal is contingent upon Offeror's ability to comply with the insurance requirements as stated herein.

Please include a certificate or statement of compliance in your Proposal and bonds as required.

1.5.6 Ethics:

1.5.6.1 Fair Dealing. The Offeror warrants that its Proposal is submitted and entered into without collusion on the part of the Offeror with any person or firm, without fraud and in good faith. Offeror also warrants that no gratuities, in the form of entertainment, gifts or otherwise, were, or will be offered or given by the Offeror, or any agent or representative of the Offeror to any officer or employee of the City with a view toward securing a recommendation of award or subsequent contract or for securing more favorable treatment with respect to making a recommendation of award.

1.5.6.2 Conflict of Interest. The Offeror warrants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under the contract resulting from this RFP. The Offeror also warrants that, to the best of its knowledge, no officer, agent or employee of the City who shall participate in any decision relating to this RFP and the resulting contract, currently has, or will have in the future, a personal or pecuniary interest in the Offeror’s business.

1.5.7 Participation/Offeror Preparation: The Offeror may not use the consultation or assistance of any person, firm company who has participated in whole or in part in the writing of these specifications or the Scope of Services, for the preparation of its Proposal or in the management of its business if awarded the contract resulting from this RFP.

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1.5.8 Debarment or Ineligibility Compliance: By submitting its Proposal in response to this RFP, the Offeror certifies that (i) it has not been debarred or otherwise found ineligible to receive funds by any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States; and (ii) should any notice of debarment, suspension, ineligibility or exclusion be received by the Offeror, the Offeror will notify the City immediately.

Any Proposal received from an Offeror that is, at the time of submitting its Proposal or prior to receipt of award of a contract, debarred by or otherwise ineligible to receive funds from any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States, shall be rejected.

Upon receipt of notice of debarment of an Offeror awarded a contract as a result of this RFP (“Contractor”), or other ineligibility of the Contractor to receive funds from any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States, the City shall have the right to cancel the contract with the Contractor resulting from this RFP for cause in accordance with the terms of said contract.

1.5.9 Goods Produced Under Decent Working Conditions: It is the policy of the City not to purchase, lease, or rent goods for use or for resale at City owned enterprises that were produced under sweatshop conditions. The Offeror certifies, by submittal of its Proposal in response to this solicitation, that the goods offered to the City were produced under decent working conditions. The City defines “under decent working conditions” as production in a factory in which child labor and forced labor are not employed; in which adequate wages and benefits are paid to workers;

in which workers are not required to work more than 48 hours per week (or less if a shorter workweek applies); in which employees are free from physical, sexual or verbal harassment; and in which employees can speak freely about working conditions and can participate in and form unions. [Council Bill No. M-8, Enactment No. 9-1998]

1.5.10 Graffiti Free: When required, the Contractor will be required to furnish equipment, facilities, or other items required to complete these services, that are graffiti-free. Failure of Contractor to comply with this requirement may result in cancellation of the contract resulting from this RFP.

1.6 City Contact: The sole point of contact for this RFP is the City of Albuquerque Purchasing Division. Questions regarding this RFP should be directed to the following Purchasing representative unless otherwise specified in the solicitation. The City Contact will communicate with Offerors through its e-procurement system, Bonfire. Offerors will receive e-mail notifications from Bonfire to the e-mail that Offeror included in its Bonfire registration. Offerors are responsible for monitoring any communications sent through

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Bonfire and responding to any requests for information or directives within stated deadlines.Offerors who fail to abide by this instruction may be deemed nonresponsive.

• Isaiah Davila, Senior Buyer, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 768-3319 or E-Mail: idavila@cabq.gov

• Post Office Box 1293, Albuquerque, New Mexico 87103

1.7 Contract Management: The contract resulting from this RFP will be managed by the Department of Finance and Administrative Services, Risk Division.

1.8 Clarification: Any explanation desired by an Offeror regarding the meaning or interpretation of this RFP must be requested in writing not less than ten (10) working days prior to the deadline for the receipt of Proposals to allow sufficient time for a reply to reach all Offerors before the submission of their Proposals. No extension of time will be granted based on submission of inquiries subsequent to the required date nor will such inquiries be answered. All inquiries must be directed to the Purchasing Division as stated herein and must be submitted through the City’s eProcurement system Bonfire. The City will not respond to questions that are submitted by any other means than electronically through the City’s eProcurement system. Oral explanations or instructions given before the award of the contract or at any time will not be binding. Purchasing shall prepare answers to questions in the form of Addenda to this RFP and shall post all such Addenda to the online eProcurement System.

1. 9 Submission of Proposals. The Offeror’s Proposal must be submitted electronically through the eProcurement system pursuant to the following requirements:

1.9.1 Electronic Copy. Submit your complete Proposal including all forms, attachments, exhibits, Technical Proposal, Cost Proposal, etc. using the eProcurement System at https://cabq.bonfirehub.com/portal/?tab=openOpportunities. Please allow a minimum of two (2) business days to submit your proposal. If you do not have a username and password, please register as this is the only method to submit electronically on the Bonfire portal. Please make sure to register on the system in order to receive notices and submit a response to a solicitation. For assistance, please contact support@gobonfire.com or 1-800-354-8010. Failure to submit your proposal electronically through the City’s eProcurement system shall result in your proposal being deemed nonresponsive.

1.9.2 Format. Each file uploaded to the eProcurement System shall be in single PDF format unless otherwise indicated. The City’s preferred format is Optical Character Recognition (OCR) searchable PDF format. Do not encrypt files and do not password protect the documents submitted.

1.9.3 ALL PROPOSALS MUST BE RECEIVED BY THE CITY PURCHASING

DIVISION AS SPECIFIED HEREIN. IF YOU FAIL TO COMPLY WITH THE SUBMISSION

REQUIREMENTS IN THIS SECTION 1.9, THE CITY SHALL DEEM YOUR PROPOSAL

https://cabq.bonfirehub.com/portal/?tab=openOpportunities http://www.cabq.gov/vendor/email-notification mailto:support@gobonfire.com

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NONRESPONSIVE.

1.9.4 No other methods of Proposal delivery. Neither telephone, facsimile, nor telegraphic Proposals shall be accepted.

1.9.5 Modification. Proposals may be modified or withdrawn only by written notice, provided such notice is received prior to the Proposal Due Date.

1.9.6 Receipt of Proposals. The only acceptable evidence to establish the time of receipt of Proposals by City Purchasing Office is the time-date stamp of the eProcurement System.

1.9.7 Acknowledgment of Addenda to the Request for Proposals. Receipt of Addenda to this RFP by an Offeror must be acknowledged in the City’s eProcurement system. Failure to acknowledge an Addendum may result in your response being deemed non-responsive.

1.10 Modifications to Scope of Services: In the event that sufficient funds do not become available to complete each task in the Scope of Services, the Scope of Services may be amended, based upon the cost breakdown required in the Cost Proposal.

1.11 Required Contract Terms: The Required Contract Terms can be accessed at this link https://www.cabq.gov/dfa/purchasing-division/vendor-services/terms-and-conditions, click on “Request for Proposals Required Contract Terms”. The Offeror certifies that it accepts the Required Contract Terms, or has uploaded its exceptions to the Required Contract Terms in the City’s e-Procurement system, under “Requested Information” “Exceptions to Section 1.11 Required Contract Terms.” Any exceptions shall be identified by the RFP Section, Subsection, and must state the specific exception the Offeror has, as well as any alternative language. The City’s receipt of exceptions in a response is not an acceptance of any requested changes to the Required Contract Terms. The Required Contact Terms may differ from the terms in the final contract awarded under this RFP.

1.12 Contract Term: The contract resulting from this solicitation is anticipated to have a term of five (5) years with no possible extensions.

1.13 Evaluation Period: The City reserves the right to analyze, examine and interpret any Proposal for a period of ninety (90) days after the hour and date specified for the receipt of Proposals. The City reserves the right to extend the evaluation period if it feels, in its sole discretion, such an extension would be in the best interest of the City.

1.14 Evaluation Assistance: The City, in evaluating Proposals, reserves the right to use any assistance deemed advisable, including City contractors and consultants.

1.15 Rejection and Waiver: The City reserves the right to reject any or all Proposals and to waive informalities and minor irregularities in Proposals received.

1.16 Award of Contract:

1.16.1 When Award Occurs: Award of contract occurs when a Purchase Order is https://www.cabq.gov/dfa/purchasing-division/vendor-services/terms-and-conditions

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 10 issued or other evidence of acceptance by the City is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

1.16.2 Award: If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose Proposal conforming to this RFP will be most advantageous to the City as set forth in the Evaluation Criteria.

1.17 Cancellation: This RFP may be canceled for any reasons and any and all Proposals may be rejected in whole or in part when it is in the best interests of the City.

1.18 Negotiations: Negotiations may be conducted with the Offeror(s) recommended for award of contract.

1.19 City-Furnished Property: No material, labor, or facilities will be furnished by the City unless otherwise provided for in this RFP.

1.20 Public Records:

1.20.1 The Purchasing Division’s procurement file and any documents relating to this RFP, including the Proposals submitted by Offerors, shall be open to public inspection in accordance with applicable law after the recommendation of award of a contract has been approved by the Mayor or the Mayor’s designee.

1.20.2 An Offeror who chooses to submit material they consider a “Trade Secret” must do so in a segregated file clearly designated as containing trade secrets both in the file name and within the contents of the file itself. These segregated files are to be used by the City for reference only. An Offeror’s failure to segregate such materials constitutes a failure to reasonably, under the circumstances, maintain the materials’ secrecy and Offeror indemnifies and holds the City harmless for any and all liability resulting from the disclosure of any materials not segregated as described above.

1.20.3 If an Offeror submits with a proposal material required by law to be kept confidential, the Offeror must segregate such material in a separate file. Such a file should be clearly designated as “Legally Confidential” in both the file name and within the contents of the file. The contents of the file must include a description and citation to the legal basis for why the material must be kept confidential. Failure to segregate the material and describe the legal basis for why it is to be kept confidential may result in the information being disclosed. Designating the entire proposal confidential is not acceptable without providing the legal basis and may result in the information being disclosed. Offeror indemnifies and holds the City harmless for any and all liability resulting from such disclosure resulting from information not segregated as described above.

1.20.4 Pricing, makes and models or catalog numbers of items offered, delivery terms, and terms of payment shall not be designated as trade secrets or required to be kept confidential by law.

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1.20.5 The City will endeavor to restrict the release of material segregated and designated as “Trade Secret” or “Legally Confidential to only those individuals involved in the review and analysis of the Proposals, and to any other party as required by law or court order. Under the New Mexico Inspection of Public Records Act (Sections 14-2-1 et seq, NMSA 1978) (“Act”) the City may redact trade secrets and other material required to be kept confidential by law, but may not redact proprietary or confidential information. Any Proprietary or Confidential Data provided as part of a Proposal is subject to public inspection under the Act.

Notwithstanding any provision of this RFP, the City shall not be responsible or liable to the Offeror for any disclosure of records required by the Act or an order of a court or other tribunal with jurisdiction over the City.

1.21 Procurement Preferences: A Pay Equity Preference as provided in Section 5-5-31 R.O.A. 1994 (as amended by C/S O-17-33) and the State Preferences as provided in 13-1- 21 NMSA 1978 are applicable to this solicitation. To request the application of a preference, as applicable, Offeror shall submit with its Proposal a City Pay Equity Preference Form or the New Mexico State Certification for the requested preference.

1.22 Request for Proposals Protest Process:

1.22.1 RFP Documents: If the protest concerns the specifications for the RFP or other matters pertaining to the solicitation documents, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m., ten (10) business days prior to the deadline for the receipt of Proposals.

1.22.2 Recommendation of Award: If the protest concerns the Recommendation of Award, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m. of the tenth (10th) business day after the receipt of notice of the Recommendation of Award.

1.22.3 Timely Protests: Protests must be received by the Chief Procurement Officer prior to the appropriate deadline as set out herein, or they will be rejected.

The Chief Procurement Officer may waive the deadline for good cause, including a delay caused by the fault of the City. Late delivery by the U.S. Postal Service or other carrier shall not be considered good cause.

1.22.4 How to File a Protest: Any Offeror who is aggrieved in connection with a competitive solicitation or recommendation of award of a contract may protest to the City Chief Procurement Officer. The protest shall be addressed to the Chief Procurement Officer, must be submitted in written form and must be legible.

Protests may be electronically delivered via email or mailed. Facsimile, telephonic, telegraphic or any other type of electronic protests will not be accepted.

1.22.5 Required Information: The protest shall contain at a minimum the following:

1.22.5.1 The name and address of the protesting party;

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1.22.5.2 The number of the competitive solicitation;

1.22.5.3 A clear statement of the reason(s) for the protest detailing the provisions believed to have been violated;

1.22.5.4 Details concerning the facts, which support the protest;

1.22.5.5 Attachments of any written evidence available to substantiate the claims of the protest; and

1.22.5.6 A statement specifying the ruling requested.

1.22.6 Delivery of Protests:

1.22.6.1 By Mail: Protests may be mailed in an envelope marked “PROTEST” with the solicitation number. Protests which are mailed should be addressed as follows:

Chief Procurement Officer City of Albuquerque, Purchasing Division P.O. Box 1293 Albuquerque, NM 87103 PROTEST, RFP Number

1.22.6.2 By Electronic Mail: Protests may be emailed to:

Kathleen Oney, Chief Procurement Officer koney@cabq.gov

The message should clearly indicate “PROTEST” and the RFP number in the subject line.

1.22.7 Protest Response by Chief Procurement Officer: The Chief Procurement Officer will, after evaluation of a protest, issue a response. Only the issues outlined in the written protest will be considered by the Chief Procurement Officer.

1.22.8 Protest Hearing: If a hearing is requested, the request must be included in the protest and received within the time limit. Only the issues outlined in the protest will be considered by the Chief Procurement Officer, or may be raised at a protest hearing. The granting of a hearing shall be at the discretion of the Chief Procurement Officer following review of the request.

1.23 Insurance:

1.23.1 General Conditions: The City will require the successful Offeror, referred to as the Contractor, to procure and maintain at its expense during the term of the contract resulting from the RFP, insurance in the kinds and amounts hereinafter provided with insurance companies authorized to do business in the State of New Mexico, covering all operations of the Contractor under the contract. Upon execution of the contract and on the renewal of all coverages, the Contractor shall mailto:koney@cabq.gov

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 13 furnish to the City a certificate or certificates in form satisfactory to the City as well as the rider or endorsement showing that it has complied with these insurance requirements. All certificates of insurance shall provide that thirty (30) days written notice be given to the Risk Manager, Department of Finance and Administrative Services, City of Albuquerque, P.O. Box 470, Albuquerque, New Mexico, 87103, before a policy is canceled, materially changed, or not renewed. Various types of required insurance may be written in one or more policies. With respect to all coverages required other than professional liability or workers’ compensation, the City shall be named an additional insured. All coverages afforded shall be primary with respect to operations provided.

1.23.2 Approval of Insurance: Even though the Contractor may have been given notice to proceed, it shall not begin any work under the contract resulting from this RFP until the required insurance has been obtained and the proper certificates (or policies) are filed with the City. Neither approval nor failure to disapprove certificates, policies, or the insurance by the City shall relieve the Contractor of full responsibility to maintain the required insurance in full force and effect. If part of the contract is sublet, the Contractor shall include any or all subcontractors in its insurance policies, or require the subcontractor to secure insurance to protect itself against all hazards enumerated herein, which are not covered by the Contractor's insurance policies.

1.23.3 Coverage Required: The kinds and amounts of insurance required are as follows:

1.23.3.1 Commercial General Liability Insurance. A commercial general liability insurance policy with combined limits of liability for bodily injury or property damage as follows:

$2,000,000 Per Occurrence

$2,000,000 Policy Aggregate

$1,000,000 Products Liability/Completed Operations

$1,000,000 Personal and Advertising Injury

$ 5,000 Medical Payments

Said policy of insurance must include coverage for all operations performed for the City by the Contractor and contractual liability coverage shall specifically insure the hold harmless provisions of the contract resulting from this RFP.

1.23.3.3 Workers' Compensation Insurance. Workers' compensation insurance policy for the Contractor's employees, in accordance with the provisions of the Workers' Compensation Act of the State of New Mexico, (the "Act"). If the Contractor employs fewer than three employees and has

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 14 determined that it is not subject to the Act, it will certify, in a signed statement, that it is not subject to the Act. The Contractor will notify the City and comply with the Act should it employ three or more persons during the term of the contract resulting from this RFP.

1.23.4 Increased Limits: During the life of the contract the City may require the Contractor to increase the maximum limits of any insurance required herein. In the event that the Contractor is so required to increase the limits of such insurance, an appropriate adjustment in the contract amount will be made.

1.23.5 Additional Insurance: The City may, as a condition of award of a contract, require a successful Offeror to carry additional types of insurance. The type and limit of additional insurance is dependent upon the type of services provided via the contract by the successful Offeror.

THE CITY WILL REJECT ANY BONDS THAT ARE NOT ISSUED ON THE CITY

REQUIRED FORMS).

1.24 Pay Equity Documentation. All Proposals shall include a Pay Equity Reporting Form that can be accessed at https://www.cabq.gov/gender-pay-equity-initiative. Offerors who believe they are exempt because they are an out-of-state contractor (meaning that you have no facilities and no employees working in New Mexico) are not required to report data, but must still submit a Pay Equity Reporting Form with the box verifying the exempt status checked. Any Proposal that does not include a Pay Equity Reporting Form shall be deemed nonresponsive, as stated in the Public Purchases Ordinance, 5-5-

31. A Pay Equity Reporting Form will be automatically issued within two (2) business days of completing your information at the link above. To ensure you have your form before the deadline for solicitation close, please access the link at least three (3) business days prior to the solicitation deadline. Please contact the “City Contact” identified above in Section

1.6 with any questions about the Pay Equity Reporting Form.

https://www.cabq.gov/gender-pay-equity-initiative

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PART 2

PROPOSAL FORMAT

A “Proposal” consists of two distinct sections—a “Technical Proposal” and a “Cost Proposal”—that are submitted separately in Bonfire. Failure to submit the Technical Proposal and Cost proposal separate, shall result in the City deeming your submission non-responsive.

2.1 Technical Proposal Format, Section One

2.1.1 Offeror Identification: State name and address of your organization or office and nature of organization (individual, partnership or corporation, private or public, profit or nonprofit). Subcontractors, if any, must be identified in a similar manner. Include name, email address and telephone number of person(s) in your organization authorized to execute the contract resulting from this RFP. Submit a statement of compliance with all laws stated herein. Submit a statement of agreement to the Required Contract Terms; state exceptions as directed in Section

1.11. Show receipt of Addenda if applicable. Provide a statement or show ability to carry the insurance specified.

2.1.2 Firm (Qualifications): The proposer shall discuss the firm’s history and experience relevant to the City of Albuquerque’s needs, including a description of the firm’s direct experience performing the tasks described in this request for proposals. The proposal should emphasize experience with organizations of similar size, scope and complexity. The proposal should also demonstrate the ability of the firm’s staff to work with the designated employer representative (DER), testing laboratories, substance abuse professionals and employees. This section shall contain the proposer’s staffing plan, which shall identify the project manager(s) and any other key personnel who will be assigned to the project, and shall discuss the direct qualifications and experience of each key individual. Staff shall be locally prepared to handle all requirements at the contract start. Limit qualifications to no more than 25 pages. At a minimum, this section should include:

2.1.2.1 Documentation of experience testifying as an expert witness, at depositions or for court administrative proceedings.

2.1.2.2 Copies of all licenses and certifications relating to the requirements of this RFP.

2.1.2.3 An organizational chart, complete with a listing of all job classifications and the number of full and part-time employees in each job classification, who will participate in the performance of the work. Proposer must have no less than one (1) female and one (1) male available to

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 16 administer collections at all times.

2.1.2.4 The proposer shall identify which job classifications, if any, relate to subcontractor personnel. Provide contact information for any subcontractor personnel the proposer plans on utilizing.

2.1.2.5 A list of similar-sized government agencies subject to United States Department of Transportation (DOT) testing to which your organization has provided urine drug testing services in the past five years. Provide a description of not more than four contracts similar in size and scope prepared by your firm.

2.1.2.6 If your firm had a City contract terminated for any cause within the past five years, provide an explanation and a list of contact person(s) from the organization that terminated the contract.

2.1.2.7 Provide the number of cancelled tests due to the laboratory error in 2019, 2018, and 2017.

2.1.2.8 Provide the number of cancelled tests due to a “fatal flaw” by collectors and subcontractors at the local collection site in 2019, 2018, and 2017.

2.1.3 Proposed Approach to Tasks: Discuss fully your proposed approach to each of the tasks described in Part 3, Scope of Services. Use charts to illustrate the number of hours dedicated to each task and who will be performing each task [individual(s)/firm(s)].

2.1.3.1 Describe the laboratory procedures for validity testing of samples submitted to the laboratory.

2.1.3.2 Describe the procedures for ensuring the integrity of the shipping and receiving of specimens to the laboratory. Address the following issues:

2.1.3.2.1 Evidence of tampering.

2.1.3.2.2 Discrepancies in the employer’s chain of custody forms.

2.1.3.2.3 Inadequate sample for initial testing.

2.1.3.2.4 Inadequate sample for split specimen testing.

2.1.3.3 Describe the procedures for the storing of positive samples.

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2.1.3.4 Provide a copy of the firm’s confidentiality policy and procedures.

2.1.3.5 Describe the procedures and timeframes for reporting results to the MRO.

2.1.3.6 Provide the firm’s laboratory record retention policy and procedures.

2.1.3.7 Describe how qualitative analysis will be made available to the MRO.

2.1.3.8 Describe how specimen containers and appropriate chain of custody forms will be supplied to the collector.

2.1.3.9 Describe the procedures for specimen pick-up by the courier service, including a typical schedule, and the name of the courier service that will interact with the test collector. Discuss the flexibility of the courier to schedule pick-up of specimens to accommodate night, weekend and holiday testing. Provide a contact person at the courier service.

2.1.3.10 Provide a copy of the chain-of-custody form and electronic chain-of-custody form (if applicable) that will be used for specimen collection.

2.1.3.11 Describe the procedures for addressing issues that may arise out of litigation or a disciplinary hearing. (The cost of the expert witness testimony should be included in the Cost Proposal).

2.1.3.12 Describe the procedures for addressing issues with a subcontractor failing to perform to standard.

2.1.4 Management Summary: Describe individual staff and subcontractor's responsibilities with lines of authority and interface with the City of Albuquerque staff. Describe resources to be drawn from in order to complete tasks.

2.2 Cost Proposal Format, Section Two

2.2.1 Total Cost: Submit your Cost Proposal (Appendix B) separately from your Technical Proposal (upload Appendix B in the City’s eProcurement system). Failure to submit your cost separately from your Technical Proposal shall result in your proposal being deemed non-responsive.

2.2.2 All Costs: All costs to be incurred and billed to the City should be described by the Offeror for each item, to allow for a clear evaluation and comparison, relative to other Proposals received. All costs should include any applicable gross receipts taxes. The Offeror should understand that the City will not pay for any amounts not included in the cost Proposal -- for example, insurance or taxes and that liability for items not included remains with the Offeror.

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 18

PART 3

SCOPE OF SERVICES

The City’s objective is to solicit proposals from exceptionally qualified vendors experienced in providing a program for drug and alcohol testing to comply with Federal Department of Transportation regulations (49 CFR Part 40, Part 655, Part 382 and Part 199) and the City of Albuquerque Substance Abuse Policy for safety sensitive employees and reasonable suspicion testing for safety-sensitive and non-safety sensitive employees. The Contractor shall comply with all applicable medical standards, federal, state, and local government safety codes, laws, and regulations relating to drug and alcohol testing. The drug and alcohol testing program shall include, but not be limited to the following tests and procedures for the categories listed below which are covered under 49 CFR Part 40:

• Pre-Employment

• Random

• Reasonable Suspicion

• Post-Accident

• Return to Duty

• Follow-up

• Other tests that may be required as appropriate (non-DOT)

Other tests may be required as a result of changes in the DOT regulations 49 CFR Parts 40, Part 655, 199 and 382, or upon request by the City. Reference Appendix A for number of tests by test type and year performed on behalf of the City of Albuquerque for calendar years 2016, 2017 and 2018.

The awarded Contractor shall perform the following services:

• Administer collection, testing and other duties in a manner conforming to Federal, State and local laws.

• Provide testing facilities/laboratory analysis by a laboratory certified by the DHHS.

• Provide to the City all reporting required by 49 CFR Part 40, 49 CFR Part 199, 49 CFR Part 382, and 49 CFR Part 655. Reporting shall be annual and semi-annual, with records maintained by the Contractor.

• Provide itemized invoices for City review and payment on a monthly basis.

• Provide semi-annual and annual reports itemizing each required test and category of test administered.

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 19

Specimen Collection:

The primary means of providing testing will be through the use of a collection site located at the City of Albuquerque Employee Health Center. The Contractor shall provide testing from this location 8:00 a.m. to 5:00 p.m., Monday – Friday (excluding City holidays). This shall be considered normal hours of operation. All conditions of privacy, confidentiality and chain-of-custody must be met.

• The Contractor shall provide after hours on-call coverage (including holidays) to encompass all hours and days of the week not otherwise covered by normal hours of operation. Such coverage shall be provided by the Contractor at a location provided by the Contractor convenient to City personnel. The Contractor must have the capacity of performing the required test(s) within two (2) hours of the request for testing.

• The Contractor shall provide after-hours coverage for three (3) separate Saturday drug testing events, each lasting for a minimum of four (4) hours in order to accommodate between 100-120 drug tests in support of the City of Albuquerque’s Summer Seasonal PreEmployment drug testing.

• Collection and testing sites must be acceptable to the City of Albuquerque and be mutually agreed upon by the City and the Contractor before the collection site can become a permanent site for this contract.

• The Contractor shall supply an emergency telephone number for each collection facility to provide specimen collection services after regular office hours.

• The Contractor shall provide Post-Accident or Reasonable Suspicion testing, if necessary, at city hospitals.

• Collection site personnel shall be trained in compliance with 49 CFR Parts 40, 655, 382 and 199, and shall be regularly engaged in the business of providing the required controlled substances and alcohol testing.

• City employees shall not be required to wait more than 30 minutes from check in for the scheduled test to begin. Post-Accident and reasonable suspicion tests shall begin within 15 minutes of the employee's arrival at the collection site. The contractor shall provide adequate free parking near the facility.

• Collection site personnel shall provide the City of Albuquerque with copies of alcohol testing forms and chain-of-custody forms within twenty-four (24) hours of collection.

• The Contractor shall provide, as part of their services, overnight transportation for all specimens to the appropriate testing laboratory via certified courier trained in DOT drug testing collection procedures. The proposal shall specify how overnight transportation of

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 20 specimens will be forwarded to the testing laboratories.

• The Contractor shall provide alcohol testing in accordance with 49 CFR Part 40.

• Collection sites shall have trained Breath Alcohol Technicians (BAT) meeting DOT regulations. Evidential Breath Testing (EBT) devices must meet the guidelines of the National Highway Traffic Safety Administration conforming products list and test procedures must conform to DOT regulations. The proposer shall specify the procedures to be utilized for alcohol testing. Such procedures must conform to federal requirements.

Proposers shall also provide details of the qualifications of its BAT.

• Provide collector training, at a minimum, every six (6) months.

• Provide the Substance Abuse Program Manager with the current version of the Contractor’s Standard Operating Procedures (SOPs) for collections.

Drug Screen Testing:

• DOT tests: Drug screen tests which includes screening and confirmation of any positives by gas chromatography (“GC/MS”) for a U.S. DHHS certified panel; this covers regulated testing as defined in the U.S. Department of Transportation regulations (49 CFR Part 40, as amended, Part 199, as amended, Part 382, as amended, and Part 655, as amended).

• Non-DOT tests: Drug screen tests which include screening and confirmation of any positives by GC/MS, mirroring the U.S. DHHS certified panel cited above.

• Drug screen test which includes screening and confirmation of any positives by GC/MS for a SAFE TEN (Amphetamines, Barbiturates, Benzodiazepines, Cannabinoids, Cocaine, Methadone, Methaqualone, Opioids, Phencyclidines – PCP, Propoxyphene).

• Anabolic Steroid Testing.

• Additional testing as requested.

• Facilitate and/or set up out of state collection as requested.

Laboratory Services:

• Laboratories shall be certified under the U.S. DHHS “Mandatory Guidelines for Federal Workplace Drug Testing Programs” for the provision of analytical toxicology services to detect and report the presence of specified drugs in employees and candidates for employment and in compliance with laboratory analysis procedures specified in 49 CFR Part 40. Proposals shall include a copy of the certification.

• Maintain back-up testing services from an agreed upon DHHS-certified laboratory to

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 21 assure continuous services in the event that the Contractor for any reason should lose their DHHS certification.

• Ensure that all testing and quality control testing and storage of specimens (primary and split) are in accordance with applicable federal and state laws, regulations and rules.

• All chain of custody forms (DOT and Non-DOT), supplies, and equipment necessary to collect, analyze, and/or store urine and breath specimens shall be provided by the Contractor.

• Provide proper documentation and storage of test results and describe procedures to ensure protection to samples.

• Expert witnesses shall be provided by the Contractor to defend the integrity of the procedures.

• All reports shall be forwarded to the DER for the City.

• The laboratory shall prepare and provide semi-annual reports within 20 days of the period end, summarizing the testing and prepare a detailed calendar year ending summary of all tests results for employer drug testing programs, according to DOT regulations 49 CFR Parts 40, 199, 655 and 382.

• The Contractor shall specify the record keeping system the laboratory will utilize, including failsafe backup procedures to prevent loss of documentation due to any circumstances.

The Contractor shall specify the location, days of week and hours of operations of the qualified laboratory.

• The Contractor shall maintain a tele-printer at the MRO or his designee’s office for the confidential transmission of results. The tele-printer and all peripherals such as the printer, dedicated phone line(s) and printer paper will be provided by the Contractor at no additional charge.

• Negative drug test results, in report form, shall be forwarded to the City’s designated MRO within forty-eight (48) hours of collection. Positive drug test results, in report form, shall be forwarded to the City’s designated MRO within seventy-two (72) hours of collection.

• It is the Contractor’s responsibility to ensure that the laboratories they use comply with all DOT and contract requirements.

• The laboratory shall maintain strict confidentiality of all test results in accordance with DOT regulations. This confidentiality shall be maintained at all times.

• All alcohol test results shall be forwarded to the City’s DER within twenty-four (24) hours of collection. Positive alcohol test results will be reported to the City’s DER

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 22 immediately.

• There shall be no charges for canceled tests as a result of an error of collection or laboratory personnel.

Consultation Services:

• The Contractor shall be required to provide consultation services on an as-needed basis in the following areas:

• The laboratory's corporate account manager (or designee) must be available on a daily basis, to answer questions and resolve problems.

• Provide expert testimony on all matters related to Drug and Alcohol Testing on an as-needed basis.

• Upon request, prepare a litigation package to include copies of all chain of custody documents, batch specimen review sheets, GC/MS data review file (graphic charts), resumes and credentials of all technicians involved in testing of specimens, laboratory testing reports to include the initial immunoassay screen and the conformation gas chromatography/mass spectrometry test.

Record Retention:

• The Contractor shall maintain records, documents, and other files directly related to the performance of work under this agreement in accordance with DOT regulations 49 CFR Parts 40, 199, 655 and 382 and accepted professional practice and appropriate accounting procedures.

• The Contractor shall provide any or all records produced or held in execution of the agreement awarded under this RFP within ten (10) days of written notice.

Additional Requirements:

• The Contractor shall provide oversight of staff acting as collectors to ensure that collections are completed accurately and in compliance with federal regulations and City policy.

• The Contractor shall ensure that an adequate number of staff acting as collectors are available to conduct collections in a timely manner. Adequate for this contract means, at a minimum, one (1) male and one (1) female available at all times to administer a collection.

• Certifications of all collectors shall be provided to the City upon execution of the contract

RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 23 and then as any staffing changes are made.

• The collection site(s) and personnel shall be subject to periodic audits, announced and unannounced, by the City or its designee.

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RFP-2025-736-DFA-ID, " Drug and Alcohol Testing Services " 24

PART 4

EVALUATION OF PROPOSALS

4.1 Selection Process. The Mayor of Albuquerque shall name, for the purpose of evaluating the Proposals, an Ad Hoc Advisory Committee. On the basis of the evaluation criteria established in this RFP, the committee shall submit to the Mayor a list of qualified firms in the order in which they are recommended. Proposal documentation requirements set forth in this RFP are designed to provide guidance to the Offeror concerning the type of documentation that will be used by the Ad Hoc Advisory Committee. Offerors should be prepared to respond to requests by the Purchasing Office on behalf of the Ad Hoc Advisory Committee for oral presentations, facility surveys, demonstrations or other areas deemed necessary to assist in the detailed evaluation process. Offerors are advised that the City, at its option, may award this request on the basis of the initial Proposals.

4.2 Evaluation Criteria. The following general criteria, not listed in order of significance, will be used by the Ad Hoc Advisory Committee in recommending contract award to the Mayor. The Proposal factors will be rated on a scale of 0-1000 with weight relationships as stated below.

4.2.1 Evaluation Factors:

200 -- The Offeror’s general approach and plans to meet the requirements of the RFP. Offeror’s response shall include all information listed in Part 2, Proposal Format, 2.1.3

200 -- The Offeror's detailed plans to meet the objectives of each task, activity, etc.

on the required schedule.

300 -- Experience and qualifications of the Offeror to perform tasks described in Part 3, Scope of Services. Offeror’s response shall include all information listed in Part 2, Proposal Format, 2.1.2.

200 -- Adequacy of proposed project management and resources to be utilized by the Offeror.