11-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is accepting proposals from qualified vendors to provide drug testing kits, supplies, specimen confirmation testing, delivery, pick-up, training AND/ OR drug testing administering services for the Harris County Juvenile Probation Department (HCJPD) for one (1) year beginning approximately October 1, 2025 through September 30, 2026 or until all services are satisfactorily provided and completed.

PRE-SUBMITTAL CONFERENCE

A pre-submittal conference is scheduled for August 19, 2025 at 1:00 p.m. CST local time Houston, TX using the following dial-in information. Conference number (audio only) +1 281-985-1862, Phone Conference ID: 764 719 916#. Attendance is not mandatory but all vendors are strongly encouraged to attend in order to have a better understanding of the requirements of this RFQ. Persons with disabilities requiring special accommodations should contact the Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

It is the responsibility of each vendor to examine the entire RFQ package, seek clarification in writing, and review their submittal for accuracy before submitting. Questions relating to this RFQ must be submitted in writing online within Bonfire at https://harriscountytx.bonfirehub.com. The deadline for submission of questions relating to this RFQ is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms through Bonfire. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Juvenile Board. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

GENERAL REQUIREMENTS

The vendor shall provide all labor, equipment, and material necessary for drug testing, transportation and laboratory services, specimen collection and confirmation services and/or the conducting of drug testing and confirmation services. Vendor shall directly provide the drug testing kits, supplies, and/or testing services offered. Except for transportation services (specimen pick-up and delivery to the laboratory), the vendor may not subcontract for performance of the requested services without written consent from HCJPD. Vendor’s proposed pricing shall be all-inclusive and shall include charges for transportation and delivery of specimens and supplies, collection and shipping supplies, training, and miscellaneous charges of any kind. In the case of drug testing conducted by the vendor, the fees shall include the cost of drug testing supplies, results/confirmation, and any administrative costs including staff and processing. Interested vendors shall describe drug testing kits in detail, method of confirmation, confirmation procedures and methods, pick-up process, and other procedures within their response to this RFP. The vendors performing the drug tests and results/confirmation shall also detail in their response their supplies, methods, and processes with the same specificity.

Vendor shall meet or exceed the following:

Urine Drug Testing Supplies and Services Drug testing supplies shall consist of both urine collection container cups and integrated collection and screening devices for on-site presumptive screening of urine specimens collected by and processed by HCJPD certified Juvenile Probation Officers (JPO). Supplies will be ordered electronically via email and vendor shall ensure that orders are filled/delivered within two (2) business days. If vendor is obtaining supplies from a third party, vendor must ensure that the urine collection container cups, integrated collection and screening devices, and related drug testing supplies are readily available and capable of being delivered to HCJPD within two (2) business days of HCJPD’s order.

Drug Testing Kits, Supplies and Confirmation Processing for the Harris County Juvenile Probation Department

Urine Drug Testing Laboratory Services Drug testing laboratory services provided by vendors shall include specimen transportation, specimen screening by immunoassay, confirmation testing of specimens by gas chromatography/mass spectrometry (GC/MS), liquid chromatography/mass spectrometry (LC/MS), tandem mass spectrometry (GC/MS/MS), or liquid chromatography with tandem mass spectrometry (LC/MS/MS), electronic reporting of results data, electronic data transfer to lab and storage of specimens that have been confirmed positive, adulterated, diluted or substituted.

Samples Two (2) samples of each proposed product must be provided with vendor’s proposal. Vendors shall deliver samples to 1111 Fannin, 12th Floor, Houston, TX 77002 no later than the due date and time as published in Bonfire. The samples are required for inspection/evaluation. The samples will not be returned. Additional samples may be requested by Harris County Purchasing, if necessary. Failure to comply with this requirement may result in rejection of the entire proposal. The final decision as to whether the product is equal to or better than the products specified is solely at the discretion of HCJPD.

Substitutions

Prior approval must be obtained through the Office of the Purchasing Agent before substitution of any product or service proposed in response to this RFP.

Anticipated usage for the contract period:

Vendor shall deliver all drug testing kits to the Harris County Juvenile Justice Center (JJC) located at 1200 Congress Street, 3rd Floor, Houston, Texas 77002 and must be addressed to the attention of “Rhonda De Los Santos”. Vendors who can provide collection services must pick-up from the following locations:

Juvenile Justice Center (JJC) 1200 Congress St., Houston, Texas 77002

Community Unit Probation Services (CUPS) I, , Youth Empowerment Services and Supervision (YESS), Renew Inspire Support Empower (RISE), and Therapeutic Connections Unit (TCU)

2525 Murworth, Houston, Texas 77054

CUPS II, Sobriety Over Addiction Relapse, (SOAR/Drug Court) and Gang Recidivism Intervention Program (GRIP/Gang Court)

9111 Eastex Freeway, Houston, Texas 77093

CUPS III 101 S. Richey Road, Suite A, Pasadena, Texas 77506 CUPS IV 5815 Antoine, Houston, Texas 77091 CUPS VIII 1721 Pech Road, Suite 207, Houston, Texas 77055

VENDOR QUALIFICATIONS

Vendor must possess appropriate licenses, when required, to perform proposed services and shall have experience working with organizations similar to HCJPD. Please see data regarding HCJPD at https://hcjpd.harriscountytx.gov.

Vendor shall be experienced, technically proficient and capable of maintaining chain of custody, accurately documenting test results and properly securing positive samples that may be used as evidence.

Vendor shall be accredited by the Texas Department of Public Safety (TXDPS) to perform the services required herein.

TXDPS currently recognizes accreditation from the American Board of Forensic Toxicology (ABFT), the American Society of Crime Lab Directors, Laboratory Accreditation Board (ASCLD-LAB), Forensic Quality Services (FQS), the U.S.

Department of Health and Human Services (DHHS/SAMHSA), and the College of American Pathologists (CAP-FUDT).

Current documentation related to both TXDPS accreditation and accrediting body accreditation must accompany responses to this RFP. Vendor responses shall state clearly whether the vendor’s laboratory is accredited to International Organization for Standardization/ International Electrochemical Commission (ISO/IEC) 17025.

VENDOR RESPONSIBILITIES

Vendor shall provide all supplies necessary for HCJPD staff to perform testing (e.g., screening devices, specimen cups and lids, and security seals/sealing tape), breathalyzer, disposal bags and waste pick up for each location, confirmation and testimony, as necessary.

Specifically, HCJPD is requesting five (5) panel, seven (7) panel, eight (8) panel and ten (10) panel tests that will at minimum test for the following: marijuana, cocaine, benzodiazepine, opiates, methamphetamine, amphetamines, hallucinogens, Xanax, alcohol and other drugs.

Vendor shall comply with all applicable Health Insurance Portability and Accountability Act (HIPAA) requirements.

Packaging and Transportation

Vendors shall convey the packaging requirements necessary for specimen transport, the method of transport and delivery from Department satellite offices to the laboratory, and the anticipated time lapse between specimen departure from the Department satellite offices and specimen receipt by the vendor.

Vendor shall provide appropriate containers for sample collection. This includes the collection cups, forms, packaging, pre-mailers and other ancillary items, as required. The vendor shall arrange for the physical retrieval of urine samples in a professional manner to ensure an intact chain of custody.

The person performing the pick-up service shall be an employee of the vendor or an employee of the organization contracted with the vendor to provide pick-up and delivery for the vendor.

The person performing the pick-up service shall have a company issued photo identification (ID) to allow for proper identification.

If there is a problem with courier services, vendor shall immediately notify HCJPD and make arrangements for an alternate service.

Vendor warrants and represents that it will not assign any person:

o who fails or refuses to provide information necessary to obtain a criminal background history; or o whose criminal record information reveals a conviction or deferred adjudication that renders the person unqualified under state or federal law to perform services or unsuitable for assignment to HCJPD.

Furthermore, vendor shall notify HCJPD within twenty-four (24) hours if any employee or independent contractor, who provides services to offenders, is arrested for, pleads guilty or no contest to, and/or is convicted of a misdemeanor (other than a Class C Misdemeanor traffic offense) or felony offense. Should the vendor fail to comply with this requirement and the employee or independent contractor picks up urine samples for delivery to lab for testing, a penalty equal to ten (10) percent of the monthly vendor bill will be imposed for each month or part of a month the violation occurs.

HCJPD will also entertain offers from Vendors who will perform drug testing and confirmation services for the Department at Vendor’s offices. Vendor shall list their drug testing sites including addresses and offices hours.

Vendor shall certify that listed office locations will maintain juvenile confidentiality and not be the same location that services for which drug testing services are provided for adults. If juvenile and adult drug testing services will be performed at the same location, the Vendor shall provide specific hours for which drug testing services will only be available to HCJPD youth and not adult offenders.

SPECIMEN TRANSPORTATION

Shall occur as needed for HCJPD, but must occur at least twice per week for each HCJPD location. A business day is Monday

– Friday excluding holidays. For information regarding holidays observed by Harris County Departments. HCJPD must be able to add/delete up to two (2) locations at no additional cost.

Pick up times will be during HCJPD’s hours of operation and must be no later than 4:30 p.m. CST/CDT, Monday through Friday. If vendor offers pick up services on Saturdays, vendor shall indicate the details and availability of such services in its proposal as an optional service add on.

EXPERT COURT TESTIMONY

Vendor may, from time to time, be called upon to provide expert testimony either in-person or by teleconference (Skype) during court proceedings and shall do so at no additional charge to HCJPD. Vendor responses shall clearly indicate the qualifications of such persons as would be provided to offer expert testimony.

HCJPD cannot predict with any accuracy the number of future instances in which vendor testimony may be required.

TRAINING REQUIREMENTS

To provide high quality and efficient services to youth under the department’s supervision, HCJPD requires vendor staff be trained on HCJPD policies and procedures and Texas Juvenile Law. In addition, some vendor staff may be required to attend HCJPD Project II or other training that will assist in facilitating contract compliance. Vendor must provide training to staff upon request of HCJPD. Vendor responses shall indicate the available means of instruction. If on-site training is requested by HCJPD, vendor must comply. Compatibility with HCJPD systems (HCJPD’s preference is for the vendor to employ an on-site programmer).

Vendor shall work with HCJPD staff to implement, modify, enhance, and automate urine drug testing electronic procedures;

for example, electronic transmission of data to and from vendor, archiving and retrieval of drug test results from vendor.

Results shall be provided electronically from the vendor as a download or web interface for HCJPD. Electronic data transfer may require some customization/integration/interface with the vendor and departments current system which is an in-house design and developed for Structured Query Language (SQL) database and HCJPD’s needs. HCJPD will provide vendor with a detailed description of software.

When available, upon request by HCJPD and at no cost to HCJPD, vendor agrees to utilize HCJPD’s case management system to electronically submit all information, documentation, and data requested by HCJPD staff regarding the equipment and services provided by vendor to clients. Programming interface(s) capable of pushing and pulling data from existing data systems will be required.

Training Requirements Required training will cover topics that will assist vendor staff in providing a safe and secure environment for both HCJPD clients and vendor staff. Staff who will provide direct services or treatment to youth and families, and those who will be providing direct supervision to those staff must attend this training. This training may take up to three (3) hours and costs will not be reimbursed to selected vendor. Topics shall include, but are not limited to:

General Overview of HCJPD Prison Rape Elimination Act Abuse, Neglect and Exploitation Reporting Criminal History Check Policies and Procedures Confidentiality and Juvenile Records Other Topics

PERFORANCE MEASURES

The vendor must agree to the following performance measures:

Strategy 1 (Applies to Drug Testing Kits)

Provide training as requested at HCJPD’s location of choice on the use of drug screening/collection instruments.

Measure: 100% of all requests for training on site, of the test instruments purchased from the vendor, will be provided during the term of the contract and any subsequent renewal terms.

Adjustment: Any problems that arise related to responding to requests for training will be handled by calling and/or meeting with the vendor, as necessary.

Strategy 2 (Applies to Drug Testing Kits) Provide drug test/collection kits, as proposed, during the term of the resulting Agreement from this RFP and any subsequent renewal terms.

Measures: 100% of all tests kits purchased will be provided within the mutually agreed upon time frame(s) and be in excellent condition and meet all specifications set forth in the RFP.

Adjustment: Vendor shall reimburse HCJPD 100% per unit for each unit that is not in excellent condition and fails to meet the specifications set forth in the RFP.

Strategy 3 (Applies to Drug Testing Kits) Provide HCJPD with testing kits and supplies as requested and in accordance with the specifications.

Measure: 100% of items delivered to HCJPD must include an itemized shipping document to be signed by the receiver of the delivery.

Adjustment: There will be no adjustment; however, the HCJPD shall have no liability or responsibility for any items that are deemed to be damaged, missing, unaccounted for, stolen, or otherwise lost.

Strategy 4 (Applies to Drug Testing Kits AND Drug Testing and Confirmation Services by Vendor) Complete processing of Chain of Custody (COC) forms in accordance with the RFP specifications so that they are timely made available electronically to HCJPD.

Measure: Vendor is to ensure that all COC forms are electronically available to Department within twenty-four (24) hours of specimen collection for a negative test result and within forty-eight (48) hours of collection for a positive test result.

Adjustment: In the event that vendor does not make COC forms for positive test results electronically available to HCJPD within five (5) business days of specimen collection, vendor will bear the cost of screening and confirmation for all such specimens

Strategy 5 (Applies to Drug Testing Kits AND Drug Testing and Confirmation Services by Vendor) HCJPD must receive a result (whether screening or confirmation) for each specimen submitted within three (3) business days of vendor’s laboratory receipt of the specimen (“Result Final Date”). Vendor’s laboratory shall be deemed to have received a specimen when the specimen is delivered to the laboratory by a commercial delivery service or, if local, when the vendor’s employee takes possession of the specimen from HCJPD’s locations for transport to the laboratory.

Measure: Vendor must notify HCJPD in writing, via electronic mail directed to HCJPD’s designated representative, of each specimen for which a final result will not be available by the specimen’s Result Final Date and shall provide a date by which the specimen’s final result will be available. Such notification shall be sent to HCJPD no later than the specimen’s Result Final Date.

Adjustment: With written explanation by the Result Final Date, the vendor’s allowable charge for each such delayed result shall be reduced by twenty-five percent (25%) for each business day after the third business day that the result is not available. Absent written explanation by the Result Final Date for the delay, the vendor shall not charge HCJPD for results provided after the Result Final Date.

Strategy 6 (Applies to Drug Testing Kits) Pick up and drop off of specimens from all HCJPD’s locations in accordance with the RFP specifications.

Measure: Vendor’s courier is to pick up all specimens as required and in a timely manner from HCJPD’s locations and deliver them to vendor for testing.

Adjustment: In the event that vendor’s courier fails to pick up specimens at any HCJPD location, vendor shall bear the cost of screening for all specimens which were prepared for transport at that location on the date that the courier failed to pick up the specimens.

Designated HCJPD and vendor staff shall meet no less than quarterly to discuss points of mutual interest.

INVOICING

Billing Statements/Invoices: Vendors shall submit Billing Statements/invoices for all unpaid products, services and/or deliverables no later than the 10th day after the end of each calendar month electronically to the Harris County Auditor’s Office at vendorinvoices@aud.hctx.net.

Do not submit billing statements/invoices with confidential or identifying information including names, dates of birth, or medical diagnosis/treatment to the Harris County Auditor’s Office. All confidential or protected health information must be omitted or redacted prior to submission. The Contractor may include initials or juvenile numbers only on the billing statements/invoices. Encrypted billing statements/invoices are not accepted and may delay the processing of payment. The Contractor may be required to submit the billing statements/invoices to the Harris County Auditor’s Office by mail if the Contractor is unable to electronically redact confidential information.

All confidential juvenile information and backup documentation must be submitted to the assigned Financial Services Department Budget Officer.

Each billing statement or invoice must be in a format designated by Department and must include the invoice required elements:

1. Name of the Contractor and REMIT TO: address;

2. Mail To: Harris County Auditor’s Office 1001 Preston Street 8th Floor Houston, Texas 77002;

3. Ship To: Harris County Juvenile Probation Department 1200 Congress Street, Houston, Texas 77002;

4. Ship To: Department and telephone number

5. Invoice written in bold, large letters with the invoice number, date, and purchase order number;

6. The date(s) work, products, services, licenses and/or deliverables were provided;

7. Detailed descriptions of work, products, services, licenses and/or deliverables provided during the billing period;

8. Quantity, description, unit price, Line item total, sub-total amount, total amount due, shipping & handling (if any), and any other details of the work, hours, or services as may be reasonably requested by the County Auditor for verification purposes;

9. For Professional and/or Personal Services include date, time, hours worked, hourly rate, and title of person performing work classified as a Professional and/or Personal Service;

10. If applicable, the case number for which services were performed;

11. If applicable, timesheets for all contracted employees;

12. If applicable, parking receipts; and,

13. If applicable, the number of miles traveled by an employee for county business determined by point-to-point itemization. Point-to-point mileage may be documented by an employee’s vehicle odometer reading or by a readily available online mapping service and supported by actual mileage reimbursement logs.

All products, services and/or deliverables billed shall be rendered during this Agreement term. Vendor shall submit to Department billing statements or invoices limited to work done and products, services and/or deliverables provided pursuant to this Agreement, and Contractor will not include in such billing statements or invoices any work, products, services, licenses and/or deliverables provided, required to be performed, or billed under or pursuant to any other agreements with Board. Department will review each statement or invoice and approve it with any modifications Department deems appropriate after mutual consultation and agreement with Contractor. Board will pay Contractor the proper amounts due and owing under this Agreement within 30 days of receipt of the approved statement or invoice. Vendor must invoice separately for Field Services and Specialty Courts.

Vendor shall provide a detail-consolidated report that itemizes services performed each month and year to-date. The report must include the following data information:

Description of services performed.

The number of tests conducted.

Itemized categories:

Screens Alcohol tests Confirmation tests – drugs and/or alcohol Number of individuals who were tested during a billing period (month) and year-to-date total on the numbers The date specimen was collected and the result of test Client’s Juvenile Number/Urinalysis Identification Number (UAID) Location collected Additional categories will be agreed to by departments

Vendor shall not charge HCJPD for drug tests reported as errors or for the disposal of urinalysis (UA) with a barcode and/or COC error. Examples of breaks in COC:

Incorrect label (bag label does not match device label) COC Form not signed and/or dated appropriately Illegible labels

Illegible COC Form Device with broken label (security seal) Device has signs of tampering

Vendor shall not charge HCJPD for costs incurred for urine retesting when client/court contests vendor’s drug results.

Vendor may be asked to provide the sample to another lab for retesting. This cost will be borne by requestor. Vendor must provide return labels for any tests with reported errors within five business days.

HCJPD reserves the right to withhold payment to vendor or to require vendor to return payments received from HCJPD in the event vendor’s performance does not comply with the provisions of the Agreement resulting from this RFP or does not comply with applicable Harris County, HCJPD, standards, regulations, or policies. Vendor agrees to return any unearned amounts paid by Harris County within thirty (30) days following the final date of the contract period or date of notification delivered to vendor that amounts paid are to be returned.

MONETARY RESTITUTION

In the event the Agreement resulting from this RFP is prematurely terminated, by the vendor and/or Harris County, due to non-performance and/or withdrawal by the vendor, HCJPD reserves the right to seek monetary restitution including but not limited to:

Withholding of monies owed to the vendor to cover costs for interim services and/or to cover the difference of a higher cost (difference between the terminated vendor rate and the new vendor rate) beginning the date of the termination through the contract expiration date. In the event civil suit is filed to enforce this provision, HCJPD and/or Harris County will seek attorney’s fees and cost of suit from the terminated vendor.

SUPPLIES

Vendor shall provide the following at no additional costs: labels, containers/bottles for both female and male clients, custody control sheets/forms with numbered control labels, tamper-proof tape, locked chain of custody bags, etc.

SCREENING

The integrated screening device shall be incorporated into the collection cup body or lid. Screening shall be accomplished within the closed confines of the specimen cup without the use of additional reagents, and without any additional handling or transfer of urine by pouring, pipette, or other means.

The proposed devices shall, within five (5) minutes, produce visual results that are easily interpretable. The proposed devices must also provide visual feedback that indicates proper device function.

The screening device must have built-in test control.

The screening device must have onboard temperature and adulteration strips, if specified in the executed agreement. Vendor must provide pricing for the screening device with and without onboard temperature and adulteration strips. If the onboard temperature and adulteration strip option is chosen, it will be specified in the agreement.

Screen results must be easy to read without subjective interpretation of color gradations or line intensity.

Proposed devices shall be packaged individually and said packaging shall clearly display the expiration date of the device and its production lot number.

Device accuracy is an important consideration in device selection. For that reason, HCJPD is interested in devices that are optimized for drug or drug metabolite detection at the current detection cutoff levels established by the Substance Abuse and Mental Health Services.

PRICING

It is Harris County’s desire to enter into a Fixed Pricing all-inclusive not-to-exceed retainer fee pricing model. Pricing must be all-inclusive.

OPTIONAL/VALUE-ADDED PRODUCTS AND/OR SERVICES

Vendor may propose optional/value-added products and/or services. Vendor must identify the use, functionality and purpose of the optional/value-added item(s), and how Harris County would benefit from electing to procure those item(s). Pricing for proposed item(s) shall be clearly labeled as optional/value-added. Optional/Value-Added Fee Schedule shall be uploaded to Bonfire in an Excel format under the Requested Information section of this solicitation.