6-WK2644-EDA - Attachment C RFP Employee Drug and Alcohol Testing Services .docx

Salt Lake City School District Purchasing Department

Request for Proposals

EMPLOYEE DRUG AND ALCOHOL TESTING SERVICES

for Salt Lake City School District

Solicitation No. WK2644-EDA

REQUEST FOR PROPOSALS

EMPLOYEE DRUG AND ALCOHOL TESTING SERVICES

Solicitation # WK2644-EDA

This Request for Proposals (RFP), having been determined to be the procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested vendors with sufficient basic information to submit proposals. It is not intended to limit a proposal's content or exclude any relevant or essential data. Vendors are at liberty and are encouraged to expand upon the specifications to evidence service capability. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Salt Lake City School District (SLCSD) is seeking competitive sealed proposals from qualified Offerors for employee drug and alcohol testing and sample collection services.

The evaluation process will be done in stages as noted in detail in Section 4.2 below. In summary, the stages will consist of the following:

· Stage 1 – Initial Review

· Stage 2 – Proposal Evaluations

· Stage 3 – In-Person Interviews and Facility Inspections

· Stage 4 – Price Evaluation

1.2 BACKGROUND

SLCSD has an enrollment of nearly 18,500 students. There are 23 elementary schools, 5 middle schools, and 4 high schools. SLCSD has about 3,000 employees comprised of certified, classified, and administration staff.

1.3 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Salt Lake City School District is both the Issuing Procurement Unit and the Conducting Procurement Unit for this RFP and all subsequent addenda relating to it. The reference number for this RFP is Solicitation # WK26442-EDA. This number must be referred to on all proposals, correspondence, and documentation relating to this RFP.

1.4 QUESTION AND ANSWER PERIOD

All questions MUST be submitted through Bonfire U3P (https://utah.bonfirehub.com) during the designated time for questions (“Q&A period”) listed on Bonfire U3P. Questions submitted through any other channel will not be answered. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum. Answers disseminated by SLCSD through the Bonfire U3P system shall serve as the official and binding position of SLCSD and will constitute an addendum to this RFP.

Questions, exceptions, or notification to SLCSD of any ambiguity, inconsistency, excessively restrictive requirement, or error in this RFP, MUST be submitted as a question through Bonfire U3P during the Q&A period.

An answered question or addenda may modify the specification or requirements of this RFP. Vendors should periodically check Bonfire U3P for answered questions and addendums before the closing date. It is the responsibility of the vendor to submit their proposal as required by this RFP, including any requirements contained in an answered question and/or addendum.

Exceptions to the scope of work or other content of the RFP that have not been previously addressed during the active Q&A period of the procurement are not allowed and may result in the vendor’s proposal being considered non-responsive.

1.5 ADDENDUMS

Vendors are encouraged to periodically check Periscope for posted questions, answers, and addendums.

Any modification to this procurement will be made by addendum issued by SLCSD Purchasing. Addendums to this RFP may be made for the purpose of making changes to the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other requirements of this RFP.

After the due date and time for submitting a proposal to this RFP, at the discretion of the chief procurement officer or head of a procurement unit with independent procurement authority, addenda to this RFP may be limited to the vendors that have submitted proposals, provided the addenda does not make a substantial change to this RFP that likely would have impacted the number of vendors responding to the original publication of this RFP, in the opinion of the chief procurement officer or head of a procurement unit with independent procurement authority.

Authorized and properly issued addenda shall constitute the official and binding position of SLCSD.

Any response to this RFP which has as its basis any communications or information received from sources other than this RFP or related addenda may be considered non-responsive and be rejected at the sole discretion of SLCSD.

1.6 RESTRICTIONS ON COMMUNICATIONS

From the issue date of this RFP until a vendor is awarded a contract and the award is published, vendors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the SLCSD procurement officer overseeing this RFP. Failure to comply with this requirement may result in disqualification.

1.7 SUBMITTING YOUR PROPOSAL

By submitting a proposal to this RFP, the vendor acknowledges and agrees that the requirements, scope of work, and the evaluation process outlined in this RFP are understood, fair, equitable, and are not unduly restrictive. Any exceptions to the content of this RFP must be addressed within the Q&A period. The vendor further acknowledges that it has read this RFP, along with any attached or referenced documents, including the General Provisions.

All costs incurred by a vendor in the preparation and submission of a proposal, including any costs incurred during interviews, oral presentations, and/or product demonstrations are the responsibility of the vendor and will not be reimbursed.

Proposals must be received by the due date and time posted on Bonfire U3P. Proposals received after the deadline will be late and ineligible for consideration. Proposals can be submitted electronically through Bonfire U3P.

Electronic submission instructions: When submitting a proposal electronically through Bonfire U3P, please allow sufficient time to complete the online forms and to upload proposal documents. The RFP will end at the deadline. If a vendor is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted by Bonfire U3P, and the attempted submission will be considered late and ineligible for consideration.

Electronic proposals may require uploading of electronic attachments. Bonfire U3P will accept a wide variety of document types as attachments. However, the SLCSD is unable to view certain documents. Therefore, DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files. All documents must be uploaded in Bonfire U3P as separate files.

Proposals will NOT be accepted via email.

1.8 CONTRACT AWARD INTENT

It is anticipated this RFP may result in a single award contract. SLCSD prefers a single award but reserves the right to award as a multiple award. If it is determined to be in the best interest of SLCSD needs, one vendor may be awarded a partial curriculum contract and another vendor may be awarded the remaining curriculum contract.

1.9 LENGTH OF CONTRACT

The contract resulting from this RFP will be for a period of five (5) years. SLCSD reserves the right to review the contract resulting from this RFP on a regular basis regarding performance and cost and may negotiate price during the term of the contract.

1.10 PRICE GUARANTEE PERIOD

All pricing must be guaranteed for two (2) years. Following the guarantee period, any request for price adjustment must be for an equal guarantee period of 2 years and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation supporting the request and demonstrating a logical mathematical link between the current price and the proposed price.

Any adjustment or amendment to the contract will not be effective unless approved by the Purchasing Supervisor. SLCSD will be given the immediate benefit of any decrease in the market, or allowable discount.

1.11 DISCUSSIONS

Discussions may be conducted with Vendors who submit proposals determined to be reasonably susceptible of being selected for award. This may be followed by an opportunity to make best and final offers in accordance with the Utah Procurement Code. The SLCSD reserves the right to accept proposals without conducting discussions.

1.12 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include, but not be limited to, the Standard Terms and Conditions included herein as Attachment A.

Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged. However, Vendors requesting exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Vendors may not submit requests for exceptions and/or additions by reference to a vendor's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive. Vendors may submit questions during the Q&A period regarding the Standard Terms and Conditions.

SLCSD may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the Attorney General's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit.

In a multiple award, SLCSD reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Vendor having the least number of exceptions and/or additions and concluding with the Vendor submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

If negotiations are required, Vendor must provide all documents in Microsoft Word format for redline editing. Vendor must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatorily required acceptance of a Vendor’s terms and conditions may result in the proposal being determined to be non-responsive.

An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). SLCSD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Vendor and SLCSD may move to the next eligible Vendor.

1.13 PROTECTED INFORMATION

The Government Records Access and Management Act (“GRAMA”), UCA § 63G-2-305, provides in part that:

the following records are protected if properly classified by a government entity:

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections (1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties,…

Pricing may not be classified as confidential or protected and will be considered public information after award of the contract.

Process for Requesting Non-Disclosure: Any Vendor requesting that a record be protected shall include with the proposal a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Vendor must complete the Claim of Business Confidentiality form with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the SLCSD, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA § 63G-2-309(1)).

3. Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked “Redacted Version.”

The Claim of Business Confidentiality form is included as a separate to this RFP and must be completed and uploaded.

An entire proposal cannot be identified as “PROTECTED,” “CONFIDENTIAL” or “PROPRIETARY,” and if so identified shall be considered non-responsive unless the Vendor removes the designation.

Redacted Copy: If a Vendor submits a proposal that contains information claimed to be business confidential or protected information, the Vendor must submit two separate proposals: one redacted version for public release with all protected business confidential information either blacked-out or removed, and clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."

1.14 INTERVIEWS AND PRESENTATIONS

If it is determined to be in the best interest of the SLCSD, interviews and/or presentations may be held. SLCSD shall establish a date and time for the interviews or presentations and shall notify eligible Vendors of the procedures. Vendors invited to interviews or presentations shall be limited to those Vendors meeting the minimum requirements and minimum technical score threshold specified in the RFP. Representations made by a Vendor during interviews or presentations shall become an addendum to the Vendor’s proposal and shall be documented. Representations must be consistent with the Vendor’s original proposal and may only be used for purposes of clarifying or filling in gaps in the Vendor’s proposal. Interviews and presentations will be at the Vendor’s expense.

PART 2: SCOPE OF SERVICES AND REQUIREMENTS

2.1 DETAILED SCOPE OF WORK AND ADDITIONAL REQUIREMENTS

The intent of this contract is to provide alcohol and drug testing services in compliance with all federal and state laws. The program will entail testing all employees identified in federal regulations and/or state policies as performing safety sensitive functions and include pre-employment, random, post-accident, reasonable suspicion, return to duty, and follow up testing. The primary users associated with this contract will be the departments of Human Resource Services (HRS), Transportation, and Child Nutrition.

It is anticipated that the services under this contract will be used significantly. However, there is no guarantee that any specific amount of testing will be required or conducted. The offeror must provide 24 hour/7 days per week on-site collection and testing services districtwide. All services provided under this contract must comply with current applicable federal and state regulations and policies.

A. COLLECTION AND TESTING SERVICES

Offeror must provide a plan showing ability to ensure onsite collection services to the district at SLCSD requested location. The Offeror will not charge for the handling of rejected specimens or those otherwise unfit for testing or services associated with rejected specimens. All travel and expenses are the Offeror’s responsibility. Additionally, the offeror(s) may review and recommend revisions to the drug and alcohol testing policies and procedures. The following conditions must be addressed in proposals:

1. Controlled Substances Testing

a. The following U.S. Department of Transportation requirements must be met for this contract:

i. Tests shall be conducted using urine split samples with a 30 ml primary sample and a 15 ml split sample. A screening test will be performed on the primary sample and, if positive, a confirmation test will be performed on the primary sample.

ii. A clear and well-documented procedure will be maintained for collection, shipment, and accessioning of urine samples.

iii. A standard U.S. DOT drug testing custody and control form is required for all tests covered by Federal regulations. Offeror may use a non-DOT custody and control form for non-DOT tests.

iv. Collection sites must have all the necessary personnel, materials, equipment, facilities and supervisors to provide for the collection, security, temporary storage, and shipping of urine specimens to a certified drug testing laboratory.

v. Offeror should describe specimen collection site identification and on-site procedures in detail.

vi. Collection site personnel must be trained to carry out this function or be a licensed medical professional or technician provided instruction to carry out this function.

vii. Any other federal or state required process/procedure not specifically noted above

b. At a minimum, the following drug panel testing must be provided. If additional drug panel testing is offered, please note this in your proposal.

i. 5-Panel Drug Test - marijuana, opiates, PCP, cocaine, and amphetamines

ii. 9-Panel Drug Test - marijuana, opiates, PCP, cocaine, amphetamines, methamphetamines, benzodiazepines, barbiturates, and methadone

iii. 10-Panel Drug Test - marijuana, opiates, PCP, cocaine, amphetamines, benzodiazepines, barbiturates, methadone, methaqualone, and propoxyphene.

iv. 12-Panel Drug Test - marijuana, opiates, PCP, cocaine, amphetamines, benzodiazepines, barbiturates, methadone, methaqualone, propoxyphene, ecstasy, and oxycodone

c. The selection of employees for random alcohol and controlled substances testing shall be conducted using a scientifically valid method. Under the selection process used, each employee shall have an equal chance of being tested each time selections are made. It is the intent of the SLCSD that employees designated as holding safety-sensitive positions as a result of being required to have a commercial driver license constitute a separate pool for random testing. Other separate pools may be established either as required by state or federal regulation or at the request of HRS. Offeror shall identify the method used to conduct random selection, including the brand name and title of any computer software used. If the offeror uses self-designed software, proof of ability to meet federal guidelines in providing random selection must be shown.

d. The SLCSD will provide the contractor with lists of agency contacts who can request tests and receive results. The SLCSD will also provide employee information and regular updates as changes occur. The contractor shall conduct the random selection and contact each agency contact person separately to coordinate scheduling.

e. Random controlled substance testing shall be conducted in accordance with applicable federal regulations. Testing percentages are to conform to current and future federal requirements where applicable. The majority of random testing is DOT which is currently 50% of the pool annually for drugs and 10% of the pool annually for alcohol. Additional testing pools with individual testing rates will be determined by participating agencies.

f. Effective administrative services between the contractor, laboratory and the SLCSD will include the need for the contractor to designate a coordinator to work with the SLCSD as the primary contact for coordination, procedural and billing issues. For employee testing support services the contractor shall provide chain-of-custody and specimen collection materials; and shall advise the SLCSD on establishing, increasing, decreasing, and adjusting collection sites and collection processes.

g. For billing and reporting purposes, individuals will be identified by their district employee identification number, or other approved method designated by the SLCSD. Departments will be identified by an accounting code, also provided by the SLCSD. Report format will include a separate aggregate summary for SLCSD, a department-by-department or district summary for each entity that utilizes the contract, and a running accounting of costs to date. Please attach sample Billing report with your proposal response, including a discussion of the offeror's ability to customize the reporting format to agency needs.

h. Contractor shall ensure the MRO copy of the custody and control form is transmitted by a secure electronic method to the MRO on the day of collection. A separate account shall be established with the laboratory, so all DOT and non-DOT results are directly reported to the MRO by the laboratory.

i. It will be assumed that all services will be provided by the contractor. Should there be any services that may be subcontracted, these should be specified and the rationale described in narrative. Any subcontracting will require full disclosure to, and approval of, HRS and must not present a conflict of interest for the SLCSD or laboratory. If planning to use subcontractors, a “Subcontracting Plan” must accompany proposal response.

2. Alcohol Testing

a. Evidential Breath Testing (EBT) devices must be operated by a Breath Alcohol Technician (BAT) who has been certified.

b. EBT’s used must be USDOT approved.

c. In accordance with USDOT standards, confirmatory alcohol testing must be accomplished by EBT.

d. A required testing form and/or logbook as prescribed by USDOT must be used.

e. SLCSD employees under the jurisdiction of HRS will only be tested by EBT.

f. The three brands of saliva tests approved by USDOT shall be separately priced see cost proposal form.

g. The contractor will ship saliva test kits to members at the per-test contract price as ordered by the member.

h. This contract does not guaranty that the offeror is the sole provider of saliva test kits.

i. Any other federal or state required process/procedure not specifically noted above must be followed.

B. LABORATORY SERVICES

Only laboratories certified by the Substance Abuse and Mental Health Services Administration (SAMHSA) of the Department of Health and Human Services (HHS) to perform urine drug testing at the time of proposal submission, will be considered.

1. A laboratory must be certified by HHS/SAMHSA that attests that it has met minimum standards. Laboratories in the applicant stage on SAMHSA certification are not to be considered as meeting the minimum requirements expressed in the SAMHSA Guidelines. A copy of the laboratory letter of certification from SAMHSA must be included with the proposal.

2. The laboratory must participate in the SAMHSA proficiency testing program. A copy of the lab’s most recent proficiency test results must be included with the proposal.

3. The laboratory must provide evidence that it has a minimum of two years experience as a forensic (vs. medical) drug testing laboratory.

4. The laboratory shall report test results only to the MRO. Reporting time frames shall include: (1) 24 hours (one day) from the time of receipt for specimens that screen negative; and (2) 48 hours (two days) from the time of receipt for confirmation testing. Test results shall only be reported to an approved employee of HRS. Under no circumstances shall the test results be reported to the collector, employee supervisor, or the employee.

5. The laboratory shall provide a certified results report form and a copy of the external chain of custody for each specimen tested at the laboratory in a confidential manner to individuals that HRS has designated and authorized in writing to receive the results. Sample of Results and Chain of Custody reports used by the laboratory shall be included with your proposal response, including a discussion of the offeror's ability to customize the reporting format to agency needs.

6. The laboratory shall have a secured records system in place and all original records pertaining to the SLCSD drug test specimens will be maintained in accordance with current federal requirements as set forth in Subpart D, section 382.401 of Title 49, C.F.R. Should a test result be challenged by an employee of the SLCSD, the records will be retained by the laboratory until released by the appropriate agency. In order to assure confidentiality, all records must be handled in accordance with the Federal Privacy Act. Samples of typical records and archiving report used by the laboratory shall be included with your proposal response, including a discussion of the offeror's ability to customize the reporting format to agency needs.

7. For specimen storage, positive samples will be kept in frozen, secured storage for 365 days. Negative samples will be stored not less than 10 working days from the date of reporting. If necessary, individual specimens will be retained for an extended period upon request by HRS.

8. The laboratory shall have a written quality assurance plan in place. A copy of the quality assurance plan shall be included with your proposal response.

9. The laboratory shall provide a technical representative qualified to discuss interpretation of laboratory results with an SLCSD designated MRO and other appropriate representatives.

10. The laboratory shall provide monthly agency statistical reports including: the number of specimens received and tested; the number of samples screened; the number screened negative; the number of GC/MS confirmations required; and the number of confirmations that reported positive. Sample statistical reports shall be included with your proposal response, including a discussion of the offeror's ability to customize the reporting format to agency needs..

11. All reports will go through a SLCSD designated MRO who in turn will then advise and consult with SLCSD before information is distributed.

12. The laboratory must have experience in supporting its result in administrative or legal proceedings and must have a qualified expert witness. An expert is a laboratory employee who is qualified to testify in the area of drug detection, toxicology/pharmacology and laboratory procedure. A copy of the expert witness's curriculum vitae must be included with this proposal.

13. The laboratory will agree to facilities inspections and external quality control, including a review of related records pertaining to the SLCSD. The laboratory will agree to participate in a blind quality control program. The blind QC program, inspections, and review of records will be established by the MRO and the SLCSD.

C. MEDICAL REVIEW OFFICER (MRO) SERVICES

The Medical Review Officer (MRO) must be certified. Both positive and negative tests shall be reviewed by the MRO. MRO services shall include but are not limited to review of tests; contacting employees and employers after receiving results from the lab; coordinating blind sample testing; providing expert witness testimony; consultation to agency representatives; creating annual, monthly, and ad hoc reports as required or requested; and giving telephone and in person depositions as needed.

D. SUBSTANCE ABUSE PROFESSIONAL (SAP) SERVICES

The SLCSD currently uses an outside contractor for its Employee Assistance Program (EAP). The awarded offeror will be required to work in conjunction with this EAP provider for any substance abuse related services. As a result, Substance Abuse Professional (SAP) Services may be requested by SLCSD on a per use basis. Services will include diagnostic assessment, referral to appropriate treatment resource (if necessary), monitoring and reporting employee progress, follow up assessment and recommendation. The SAP cannot administer a rehabilitation program or receive a financial benefit from any referred rehabilitation service.

E. TRAINING SERVICES

Federal regulations require employers to ensure that supervisors or others designated to determine whether reasonable suspicion exists receive at least 60 minutes of training on alcohol misuse and at least 60 minutes of training on controlled substance use. The Offeror shall provide such training for approximately 60 education program directors and supervisors twice per calendar year. Additional training for management, supervisors or employees may also be requested by individual departments.

Federal regulations require employers to provide educational materials explaining the requirements of the Act and the employer's procedures with respect to meeting the requirements of the Act. It is the intent of the SLCSD that the contractor shall provide consultation and review on the development of training materials, curriculum, and policies and procedures.

2.2 MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS

This section contains mandatory minimum requirements that must be met in order for an offer to be considered responsive. If required, Offerors shall include a detailed narrative outlining how the proposed solution meets the following minimum mandatory requirements. For ease of evaluation, an Offeror’s proposal must be a point-by-point response, addressing in detail each area of the mandatory minimum requirements and/or qualifications.

Failure to meet any one of the mandatory requirements/qualifications will result in the proposal being rejected pursuant to UCA § 63G-6a-704 and the proposal will not move forward in the evaluation process.

All of the items described in this section are non-negotiable. A rejection of a proposal due to its failure to meet these mandatory minimum requirements can occur at any time in the evaluation process.

A. LABORATORY CERTIFICATIONS

Only laboratories certified by the Substance Abuse and Mental Health Services Administration (SAMHSA) of the Department of Health and Human Services (HHS) to perform urine drug testing, at the time of proposal submission, will be considered. A laboratory must be certified by HHS/SAMHSA that attests it has met minimum standards. Laboratories in the applicant stage on SAMHSA certification will not to be considered as meeting this mandatory minimum requirement expressed in the SAMHSA Guidelines.

1. Offeror shall provide a copy of the laboratory letter of certification from SAMHSA must be included with Offeror’s proposal.

B. SAMHSA PROFICIENCY TESTING

The laboratory must participate in the SAMHSA proficiency-testing program Offeror shall submit verification that neither it nor its principals have had a contract terminated for cause and/or withdrew from a contract to avoid termination.

1. A copy of the lab’s most recent proficiency test results must be included with Offeror’s proposal.

C. LABORATORY EXPERIENCE

The laboratory must have a minimum of two (2) years experience as a forensic (vs medical) drug testing laboratory.

1. The laboratory must provide evidence that it has a minimum of two years experience as a forensic (vs. medical) drug-testing laboratory. This evidence must be included with Offeror’s proposal.

D. CHAIN OF CUSTODY REPORTS

Please reference RFP Section 2.1(B)(5) for additional information related to this requirement.

1. Sample of Results and Chain of Custody reports used by the laboratory shall be included with your proposal response, including a discussion of the offeror's ability to customize the reporting format to agency needs.

E. LABORATORY SECURED RECORDS

Please reference RFP Section 2.1(B)(6) for additional information related to this requirement.

1. Samples of typical records and archiving report used by the laboratory shall be included with your proposal response, including a discussion of the offeror's ability to customize the reporting format to agency needs.

F. LABORATORY QUALITY ASSURANCE PLAN

Please reference RFP Section 2.1(B)(8) for additional information related to this requirement.

1. A copy of the quality assurance plan shall be included with your proposal response.

G. LABORATORY MONTHLY STATISTICAL REPORTS

Please reference RFP Section 2.1(B)(10) for additional information related to this requirement.

1. Sample statistical reports shall be included with your proposal, including a discussion of the offeror's ability to customize the reporting format to agency needs.

2.3 DETAILED TECHNICAL RESPONSE

To determine which proposal provides the best value to SLCSD, the evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the following criteria:

A. COMPANY EXPERIENCE AND QUALIFICATIONS OF KEY PERSONNEL

1. Provide a narrative outlining the qualifications and history of the company as a whole. Provide an organization chart and brief biographies of executive management.

2. Provide narratives outlining the training, education, work history, and other qualifications of the key personnel assigned to the SLCSD account on a day-to-day basis. Please include where these individuals will be physically located during the term of this contract.

3. Provide addresses and office hours for locations where employees may be sent for testing services.

B. DEMONSTRATED ABILITY TO MEET THE SCOPE OF WORK

Offeror is to provide a narrative outlining a point-by-point response to each category of the noted scope of work located in RFP Section 2.1. Describe how Offeror is able to fulfill the noted scope of work.

The scope of work categories are as follows:

1. Collection and Testing Services

a. Controlled Substances Testing

b. Alcohol Testing

2. Laboratory Services

3. Medical Review Officer Services

4. Substance Abuse Professional Services

5. Training Services

C. DEMONSTRATED TECHNICAL CAPABILITY

Offeror is to provide a narrative outlining a response in the following areas:

1. Identify all laboratories that may be used in connection with this contract. Indicate the type of drug panel screenings offered by each lab (i.e. 5 panel, 9 panel, etc.).

2. Procedures for identifying and preparing collection sites

3. Method for transporting collected specimen to testing laboratories

4. Identify the method used to conduct random selections, including the brand name and title of any computer software. If software was developed in-house, indicate its ability to meet federal guidelines for providing random selection.

5. Provide narratives, resume, and curriculum vitae of those who may serve as expert witnesses.

D. REFERENCES

Offeror is to provide references as follows:

1. Contact information of two (2) references for the Offeror themselves. These references are to be for projects of similar size and scope.

2. Contact information of two (2) references for each proposed laboratory that Offeror will use to process samples.

For ease of evaluation, the proposals must provide a point-by-point response, addressing in detail each area of the evaluation criteria, including addressing how the point-by-point response addresses the issues discussed in this RFP. The criteria are not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the criteria to demonstrate the Offeror’s capability to provide SLCSD with a solution.

2.4 PRICE PROPOSAL

Please use Attachment E: Price Schedule to submit pricing.

PART 3: INFORMATION REQUIRED IN SUBMISSION OF A PROPOSAL

3.1 PROPOSAL FORMAT

Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings, or promotional materials are neither desired nor required. However, there is no intent in these instructions to limit a proposal’s content or to exclude any relevant or essential data.

All materials submitted become the property of SLCSD. Materials may be evaluated by anyone designated by SLCSD as part of the proposal evaluation committee. Materials submitted may be returned only at SLCSD’s option.

Organize the proposal using each of the following specific headings. Failure to format the proposal as follows may result in disqualification.

1. Section Title: RFP Form.

SLCSD’s Request for Proposal form completed and signed by the Offeror.

2. Section Title: Table of Contents.

The submitted proposal shall contain a table of contents with reference to Sections and page numbers.

3. Section Title: Executive Summary.

The executive summary is to briefly describe the Offeror's proposal. This summary should highlight the major features of the proposal. The reader should be able to determine the essence of the proposal by reading the executive summary.

4. Section Title: Protected Information.

All protected/proprietary information must be identified in this section of the proposal by completing the Claim of Business Confidentiality referenced in Section 1.13.

If the Offeror’s proposal contains protected/proprietary information (refer back to the Protected Information section of this RFP for additional information), then Offeror must submit a redacted copy of the proposal at the same time Offeror submits its proposal. The redacted copy of the Offeror’s proposal must be submitted in compliance with other sections of this RFP.

If there is no protected information, write “None” in this section.

Failure to comply with Section 3.1 and Section 1.13 releases SLCSD from any obligation or liability arising from the inadvertent release of Offeror information.

5. Section Title: Potential Conflicts of Interest.

Offeror must identify any conflict, or potential conflict of interest, that might arise during the contract. If no conflicts are identified or expected, write “None” in this section.

6. Section Title: Exceptions and/or Additions to the Standard Terms and Conditions. Proposed exceptions and/or additions to the Standard Terms and Conditions must be submitted in this section. Offeror must provide all proposed exceptions and/or additions, including an Offeror’s terms and conditions in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in terms and conditions negotiations.

If there are no exceptions or additions to the Standard Terms and Conditions, write “None” in this section.

7. Section Title: Mandatory Requirements.

As described in Section 2.2, Offeror must provide the required narratives that demonstrate compliance with the stated Mandatory Minimum Requirements/Qualifications. Offeror’s failure to meet any one of the mandatory requirements will result in the proposal being classified as non-responsive and will be rejected under the provisions of the Utah Procurement Code.

Please provide a response to all requirements noted in Section 2.2 as follows:

a. LABORATORY CERTIFICATIONS

b. SAMHSA PROFICIENCY TESTING

c. LABORATORY EXPERIENCE

d. CHAIN OF CUSTODY REPORTS

e. LABORATORY SECURED RECORDS

f. LABORATORY QUALITY ASSURANCE PLAN

g. LABORATORY MONTHLY STATISTICAL REPORTS

8. Section Title: Detailed Technical Proposal.

As described in Section 2.3, this section should constitute the major portion of the proposal and must be a concise overview of the Offeror's assessment of the work to be performed, the Offeror’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate the Offeror's understanding of the desired overall performance expectations, deliverables, if any, and outcomes. Clearly indicate any options or alternatives proposed (if allowed). In any case wherein the Offeror cannot comply with an evaluation criterion outlined in Section 2.3, such inability must be stated in response to the applicable requirement. Offerors should reference the Scope of Work in Section 2.1 in their response.

Proposals will be evaluated against the proposal evaluation criteria described in Section 2.3 and listed in Attachment D: RFP Evaluation Score sheet (“Attachment D”). Attachment D provides the scoring methodology, states the relative weight that will be given to each score for the criteria, and the minimum scoring thresholds associated with the evaluation criteria.

For ease of evaluation, the Detailed Technical Proposal Section must be a point-by-point response, addressing in detail each area of the evaluation criteria as follows:

a. COMPANY EXPERIENCE AND QUALIFICATIONS OF KEY PERSONNEL

b. DEMONSTRATED ABILITY TO MEET THE SCOPE OF WORK

c. DEMONSTRATED TECHNICAL CAPABILITY

d. REFERENCES

9. Section Title: Price Proposal.

Please enumerate all costs, fees, and rates on Attachment E - Price Schedule.

Offerors are required to complete the Excel spreadsheet (Attachment E) and upload the completed document with your proposal.

Price will be evaluated independently from the Detailed Technical Proposal and must be submitted separately from the Detailed Technical Proposal. Inclusion of any cost or pricing data within the Detailed Technical Proposal may result in the proposal being judged as non-responsive.

PART 4: RESPONSE EVALUATION

4.1 PROPOSAL EVALUATION

All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies, and the evaluation criteria in this RFP.

A vendor bears sole responsibility for the items included or not included within the proposal submitted by the vendor. Each area of the evaluation criteria must be addressed in detail in the proposal.

4.2 PROPOSAL EVALUATION PROCESS

Stage 1: Initial Review In the initial phase of the evaluation process, the conducting procurement unit will review all proposals timely received. Non-responsive proposals not conforming to RFP requirements or unable to meet the minimum and/or mandatory requirements will be eliminated from further consideration.

Stage 2: Technical Proposal Evaluation Following the Stage 1: Initial Review, an evaluation committee appointed by the conducting procurement unit will hold a preliminary scoring meeting to evaluate responsive proposals. A vendor that achieves minimum point thresholds will be required to conduct an Oral Presentation.

A vendor with a score below the Stage 2 minimum technical points threshold will be deemed non-responsive and ineligible for further consideration. Attachment D establishes all minimum score thresholds for this RFP.

Stage 3: Interviews and/or Presentations Following the Stage 2: Technical Proposal Evaluations, the evaluation committee will hold interviews and/or presentations. All Vendors who achieved the Stage 2 minimum point threshold will be required to conduct interviews and/or presentations in accordance with Section 1.14.

Expectations, requirements, evaluation criteria, etc. for Presentations will be sent via e-mail to vendors prior to their scheduled presentation date.

Stage 4: Price Proposal Evaluation Vendor’s who advance from the Stage 3: Oral Presentation will advance to the final stage, Stage 4: Price Proposal Evaluation. Price Proposals will be evaluated as noted in Attachment E.

Following the Final Stage: Price Proposal Evaluations, points from Stage 2-4 will be compiled to determine the highest scoring, responsive and responsible vendor.

4.3 DETERMINATION OF BEST VALUE

The evaluation committee will determine which proposal provides the best value to the procurement unit. Pursuant to UCA §63G-6a-Part 7, the evaluation committee will prepare and submit a written statement that recommends a proposal for contract award, contains the score awarded to that proposal based upon the evaluation criteria contained in the RFP, and explains how the recommended proposal provides best value to the procurement unit.

SLCSD reserves the right to award the contract to a technically qualified Vendor(s) with a lower score in the event the high scoring offer is determined to not be the best value offered to SLCSD, based on a cost benefit analysis.

PART 5: PROPOSAL AWARD PROCESS

5.1 AWARD OF CONTRACT

In accordance with the Utah Procurement Code, and after the evaluation and final scoring of proposals is completed, SLCSD shall award the contract as soon as practicable to the responsive and responsible vendor with the highest score, provided the RFP is not canceled.

5.2 PUBLICIZING AWARD

The issuing procurement unit shall, on the next business day after the award of a contract is announced, make available to each Vendor and to the public a written statement that includes:

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