Attachment D Bidder Response 2634-886.docx
DOCX document 37 KB Posted
- Attached to
- Drug and Alcohol Testing Services
- Solicitation number
- 2634-886
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This is a Bidder Response Form (Attachment D) for Competitive Solicitation RFQQ 2634-886 issued by the Washington State Department of Social and Health Services (DSHS) for Drug and Alcohol Testing Services. The solicitation seeks a Third Party Administrator (TPA) to provide comprehensive drug and alcohol testing services for DSHS, a large state agency with approximately 18,000 employees serving diverse populations through various programs including state hospitals and the Special Commitment Center on McNeil Island. The services must satisfy federal and state requirements for both DOT safety-sensitive and non-DOT safety-sensitive positions, and include reasonable suspicion testing, post-accident testing, pre-employment screening, random testing, return-to-duty testing, and follow-up testing. The vendor must provide on-site and mobile collection capabilities, 24/7 testing availability at institutions and the Special Commitment Center, and consultation services to Designated Employer Representatives and facility managers. The form requires bidders to respond to multiple sections addressing administrative qualifications, experience, quality assurance methods, training capabilities, compliance with DOT and DHHS regulations, chain-of-custody procedures, and certification credentials of staff and partners.
The response form requires bidders to submit detailed pricing information including all allocated costs and total contract charges, along with assumptions affecting the proposed charges and a payment schedule corresponding to project milestones and performance measures. Bidders must also address their ability to perform mandatory services such as TPA administration and desired qualifications including on-site reasonable suspicion and post-accident testing, consultation services, technical audit support, and customer service response times. Additional evaluation criteria include bidder status as a Washington Small Business (5 points), Certified Washington Veteran-Owned Business (5 points), and compliance with Executive Order 18-03 regarding mandatory arbitration clauses (5 points). The form requires bidders to disclose any prior contracts with the State of Washington, contract terminations for cause or default within five years, involvement of former state employees, proposed subcontractors, and litigation or administrative proceedings related to services offered. All bidders must comply with DOT regulations (49 CFR Part 40), DHHS guidelines, and Washington state requirements, and demonstrate accreditation and certification through industry organizations such as DATIA, SAPAA, and NDASA.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment A Sample Contract RFQQ 2634-886.pdf | ||
| Attachment C Cert and Assurances 2634-886.docx | DOCX document | |
| RFQQ 2634-886 Solicitation Document.pdf | ||
| Att B Sample Bid Sub Ltr 2634-886.docx | DOCX document | |
| Att E Contractor Incl Plan 2634-886.docx | DOCX document |
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Text version
Competitive Solicitation RFQQ 2634-886 Attachment D, Bidder Response Form Bidder Name _____________________
ATTACHMENT D: BIDDER RESPONSE FORM
This form is broken into Six sections: Section 1. Administrative Response; Section 2. EO 18-03 Response; Section 3. Washington Small Business; Section 4. Certified Washington Veteran-owned Business; Section 5. Management Response; and Section 6. Quotation/Cost Proposal. Bidders must respond to all questions in the order and in the expandable space provided. If a question requires Bidder to submit additional documents, please attach them to this document and label them clearly as part of your response to this Attachment D.
| 1 |
| BIDDER INFORMATION (ADMINISTRATIVE RESPONSE) |
Bidder’s response to the questions in this Section 1, combined with the information provided in Bidder’s Submittal Letter and Certifications and Assurances, comprise Bidder’s Administrative Response to this Solicitation. While the Administrative Response is not given a score, the information provided as part of Bidder’s Administrative Response may cause the Bid to be disqualified and may be considered in evaluating Bidder’s qualifications and experience.
MAXIMUM TOTAL POINTS
| a |
| Please indicate whether you employ or Contract with current or former state employees. If the answer is yes, provide the following information with respect to each individual: 1. name of employee or contractor; 2. the individual’s employment history with the State of Washington; 3. a description of the Individual’s involvement with the response to this Solicitation; and 4. the Individual’s proposed role in providing the services under this any Contract that may be awarded. |
| NOT SCORED |
ANSWER:
| b |
| Please list the names and contact information of three individuals you agree may serve as Bidder references and may freely provide information to DSHS regarding the reference’s experience and impressions of Bidder. In providing these names, Bidder represents that it shall hold both DSHS and the organizations and individuals providing a reference harmless from and against any and all liability for seeking and providing such reference. |
| NOT SCORED |
ANSWER:
| c |
| Please indicate whether your Response contains any variations from the requirements of the Solicitation Document. If the answer is yes, list each variation with specificity and include the pertinent page numbers containing the variation. |
| NOT SCORED |
ANSWER:
| d |
| Please indicate whether you are requesting that DSHS consider any exceptions and/or revisions to the sample contract language found in Attachment A. If so, state the page of Attachment A on which the text you request to change is found, and state the specific changes you are requesting. DSHS shall be under no obligation to agree to any requested changes, and will not consider changes to contract language or negotiate any new language not identified in response to this question. |
| NOT SCORED |
ANSWER:
| e |
| If Bidder considers any information that is submitted as part of its Response to be proprietary, please identify the numbered pages of Bidder’s Response containing such information and place the word “Proprietary” in the lower right hand corner of each of these identified pages. |
| NOT SCORED |
ANSWER:
| f |
| Please indicate whether you have had a contract terminated for cause or default within the past five (5) years. If so, please provide the terminating party’s name, address and telephone number and provide a summary describing the alleged deficiencies in Bidder’s performance, whether and how these alleged deficiencies were remedied and any other information pertinent to Bidder’s position on the matter. “Termination for Cause” refers to any notice to Bidder to stop performance due to Bidder’s asserted nonperformance or poor performance and the issue was either (a) not litigated; (b) litigated with a resulting determination in favor of the other party; or (c) is the subject of pending litigation. |
| NOT SCORED |
ANSWER:
| g |
| Please identify any prior contracts Bidder has entered into with the State of Washington within the past ten (10) years and identify the dates and nature of the contract and primary agency contact for each. |
NOT SCORED
ANSWER:
| h |
| Please indicate whether Bidder has been the subject of a lawsuit or administrative proceeding alleging a failure to comply with laws relating to the types of services Bidder proposes to provide pursuant to this Competitive Solicitation. If the answer is yes, please list the nature of the allegations, docket number, disposition and date (if applicable) and Bidder’s explanation of how it has changed its practices or operations relative to any alleged deficiencies since that proceeding was filed. |
NOT SCORED
ANSWER:
| i |
| Please describe your proposed plans for the use of Subcontractors in performing this Contract, listing each Subcontractor, its proposed role, and the estimated percentage of the Contract that will be performed by each Subcontractor. Please indicate whether each Subcontractor self-identifies or is certified as a Washington small business, a minority-owned business, a woman-owned business, a disadvantaged business enterprise, or a veteran-owned business. If the answer is yes, please identify the type of organization(s) and provide details of any certifications. Note that all Subcontractors must be approved by DSHS. |
NOT SCORED
ANSWER:
J Please describe any programs, policies or activities of your organization that support human health and environmental sustainability in your business practices. If a program, policy or activity is specifically applicable to this Contract, please indicate so.
NOT SCORED
ANSWER:
| 2 |
| BIDDER EO 18-03 CERTIFICATION |
| MAXIMUM TOTAL POINTS |
EO
Are your employees required to sign, as a condition of employment, a mandatory individual arbitration clause and/or a class or collective action waiver?
Please Note: Points for this question will be awarded to bidders who respond that they do not require these clauses and waivers. If you certify here that your employees are NOT required to sign these clauses and waivers as a condition of employment, and you are the successful Bidder, a term will be added to your Contract certifying this response and requiring notification to DSHS if you later require your employees to agree to these clauses or waivers during the term of the Contract.
5 points
ANSWER:
| 3 |
| BIDDER CERTIFICATION –WASHINGTON SMALL BUSINESS |
| MAXIMUM TOTAL POINTS |
Are you a Washington Small Business as defined under RCW 39.26.010?
According to Chapter 39.26.010 RCW, to qualify as a Washington Small Business, Bidder must meet three requirements:
a. Location. Bidder’s principal office/place of business must be located in and identified as being in the State of Washington. A principal office or principal place of business is a firm’s headquarters where business decisions are made and the location for the firm’s books and records as well as the firm’s senior management personnel.
b. Size. Bidder must be owned and operated independently from all other businesses and have either: (a) fifty (50) or fewer employees; or (b) gross revenue of less than seven million dollars ($7,000,000) annually as reported on Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue over the previous three consecutive years.
c. WEBS Certification. Bidder must have certified its Washington Small Business status in Washington’s Electronic Business Solution (WEBS).
ANSWER:
| 4 |
| BIDDER CERTIFICATION – CERTIFIED WASHINGTON VETERAN-OWNED BUSINESS |
| MAXIMUM TOTAL POINTS |
Are you a Certified Washington Veteran-Owned Business as defined under RCW 43.60A.190?
According to Chapter 43.60A.190 RCW, to qualify as a Certified Washington Veteran-Owned Business, Bidder must meet four requirements:
a. 51% Ownership. Bidder must be at least fifty-one percent (51%) owned and controlled by:
1. A veteran is defined as every person who at the time he or she seeks certification has received a discharge with an honorable characterization or received a discharge for medical reasons with an honorable record, where applicable, and who has served in at least one of the capacities listed in RCW 41.04.007;
2. A person who is in receipt of disability compensation or pension from the Department of Veteran’s Affairs; or
3. An active or reserve member in any branch of the armed forces of the United States, including the national guard, coast guard, and armed forces reserves.
b. Washington Incorporation/Location. Bidder must be either an entity that is incorporated in the state of Washington as a Washington domestic corporation or, if not incorporated, an entity whose principal place of business is located within the State of Washington.
c. WEBS Certification. Bidder must have certified its Veteran-Owned business status in Washington’s Electronic Business Solution (WEBS).
d. WDVA Certification. Bidder must have provided certification documentation to the Washington Department of Veterans’ Affairs WDVA) and be certified by WDVA and listed as such on WDVA’s website (WDVA – Veteran-Owned Businesses).
ANSWER:
| 5 |
| BIDDER QUALIFICATIONS AND EXPERIENCE (MANAGEMENT RESPONSE) |
| MAXIMUM TOTAL POINTS |
MANDATORY EXPERIENCE AND QUALIFICATIONS
| A |
| Please describe your ability to perform Third Party Administrator (TPA) services as a Drug and Alcohol Testing vendor for the State of Washington’s Department of Social and Health Services – a large state agency (with nearly 18,000 employees) serving a diverse population through a variety of programs, including state hospitals and the Special Commitment Center on McNeil Island. |
| 20 points |
ANSWER:
DESIRED EXPERIENCE AND QUALIFICATIONS
| I |
| Please describe vendor’s ability to provide on-site reasonable suspicion drug and/or alcohol testing as well as post-accident drug and/or alcohol testing at the accident site, both within the prescribed time frames. Please also describe vendor’s ability to provide drug and/or alcohol testing 24/7 to our institutions and the Special Commitment Center when there is reasonable suspicion or post-accident. If vendor can provide these services, please include in your price sheet (onsite collection or training for current DSHS employees to collect samples). |
| 15 points |
ANSWER:
| B |
| Please provide the names of the key team members you will assign to this Contract, if you are the Successful Bidder, and provide their proposed roles and copies of resumes describing the relevant experience they possess. Bidder should note that if awarded a contract, it may not reassign its key personnel from the Project without prior approval of DSHS. |
| 5 points |
ANSWER:
| C |
| Please describe your method for assuring that your services and deliverables are provided in accordance with high quality standards and for immediately correcting any deficiencies. What data would you propose to report to DSHS which would permit verification of your quality assurance activity, findings and actions? |
| 10 points |
ANSWER:
| D |
| Please describe vendor’s ability to provide consultation services to Designated Employer Representative (DER), and to 24/7 institutions and the Special Commitment Center Managers/Supervisors after hours. If there is a cost for this service, please include this in vendor’s price sheet. |
| 10 points |
ANSWER:
| E |
| Describe what training the vendor offers (Drug free workplace, 60/60 DOT Training, Reasonable Suspicion Training for employees, Reasonable suspicion training for supervisors (for DOT, non-DOT safety sensitive, and non-safety sensitive employees), Train the Trainer, Training on using the vendor’s i3 screen to enter data and retrieve test results, training when there are new federal or state law changes on drug and alcohol testing. Describe any pamphlets, templates, or training materials the vendor is willing to share with DSHS without cost to support DSHS trainers to create updated training. Please provide on the price sheet vendors break down for any costs to provide training, including in-person; virtual; or support to DSHS to provide training and number of allowable participants per training. |
| 5 points |
ANSWER:
| F |
| Please describe whether vendor provides any technical assistance or support with federal or state audits or inquiries for DSHS’s drug and alcohol testing program and requirements including document retention and retrieval. If vendor charges for support, please provide a breakdown of costs in the price sheet. |
| 15 points |
ANSWER:
| G |
| Bidders must have the provide a reporting system that ensures the required U.S. Department of Transportation (DOT) and Non-DOT chain-of-custody processes are met; to ensure the vendor’s programs adhere to the strict guidelines of the Department of Health and Human Services (DHHS), as well as DOT Procedures for Transportation Workplace Drug and Alcohol Testing Programs (49 CFR Part 40), and Washington state requirements, with added emphasis on review of the specimen collection procedure, and Medical Review Officer (MRO) services. Please provide details on how you will meet the requirements listed above. |
| 15 points |
ANSWER:
| H |
| Describe your organizations ability to ensure that all aspects of the vendor’s DOT drug and alcohol testing program adheres to the strict guidelines in accordance with the 49 CFR Part 40 regulations (as amended) including the DOT’s chain of custody process, as well as carrying over those same stringent standards over to non-DOT drug and alcohol testing and voluntary requests for assistance testing. |
| 15 points |
ANSWER:
| I |
| Tell us how your organization manages the Chain of Custody (COC) collection process and use of the Custody Control Form (CCF). The bidder should show attention to detail at the beginning of the employee drug and alcohol testing program and provide the mechanism for accurate and controlled specimen collections, breath alcohol tests, alternative testing, MRO review, and follow-up and program/result reporting. |
| 15 points |
ANSWER:
| J |
| Describe how your organization will provide all services described in sample contract, as well as each test type required: Pre-Employment, Random, Post Accident, Return to Duty, Follow-Up, and Reasonable Suspicion |
| 15 points |
ANSWER:
| K |
| Outline what testing options, from on-site mobile collections, collections at the work site or office, and convenient clinic locations for employees you provide. Also describe if your organization company pool maintenance, random selection, on-line resulting and document retention. |
| 15 points |
ANSWER:
| L |
| Please indicate which of the following certifications the vendors staff or partners have from industry organizations: |
· Certified breath alcohol technicians
• Certified DOT specimen collectors
• DATIA continuing education certificates
• SAPAA continuing education certificates
• NDASA continuing education certificates
• Accredited and certified Medical Review Officer (MROs)
• Accredited and certified laboratories 10 points
ANSWER:
| M |
| Please describe vendors customer service response time expectations for responding to contracted entities with consultation questions; complex case questions; complicated testing questions; and vendor expectations for labs or MRO response times. |
| 10 points |
| 6 |
| BIDDER’S PROPOSED PRICING (QUOTATION OR COST RESPONSE) |
| MAXIMUM TOTAL POINTS |
| A |
| Please identify all allocated costs, together with the total charges Bidder is willing to accept in consideration of the full performance of the Contract. |
| 10 Points |
ANSWER: TOTAL MAXIMUM BID AMOUNT:
FOR ALLOCATED COST DETAIL, ATTACH A SEPARATE SPREADSHEET OR DESCRIBE DETAILS BELOW
| B |
| Please fully describe any assumptions Bidder has made that affect its proposed total charges, if those assumptions are not explicitly addressed in Attachment A, Sample Contract. |
| Not Scored |
ANSWER:
| C |
| Bidder should also propose a schedule of payments corresponding to its charges for successfully performing the tasks necessary to accomplish identified milestones corresponding to project objectives and performance measures within each phase. Bidders are required to collect and pay Washington State sales tax, if applicable. |
| Not Scored |
ANSWER:
Attachment D RFQQ 2634-886 7
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