Attachment E Addendum 3.pdf

Attachment E Addendum No. 3

BIDDER SHALL CONFORM TO THE FOLLOWING CHANGES AS SAME SHALL

BECOME BINDING UPON THE CONTRACT TO BE ISSUED IN RESPONSE TO THIS

SOLICITATION.

Reason for change: To add following language to RFB under Section 29 Payments- The Commonwealth will make payment within thirty (30) working days of receipt of Contractor's invoice and of acceptance of goods and/or services except when the agency has transmitted a rejection notice to the vendor in accordance with KRS 45.453 and KRS

45.454. For the purpose of this provision, a working day is any weekday except for Commonwealth employee holidays up to the agency close of business. The Commonwealth may make a partial payment of goods or services that it has received according to the terms of the contract.

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the agency contact person or agency representative and, except Personal Service Contract invoices, shall include the following information, as applicable:

(1) Contract and/or delivery order number;

(2) Name of Contractor Entity or Individual;

(3) Contractor designated point of contact;

(4) Unique Invoice Number;

(5) Invoice Date;

(6) Item numbers;

(7) Descriptions of goods or services provided;

(8) Sizes of goods provided;

(9) Quantities provided;

(10) Unit prices; and

(11) Extended totals (unit price x quantity) for invoiced line items.

For Personal Service Contracts, invoices must be submitted on the Personal Service Contract Invoice form established by the Government Contract Review Committee, available at:

https://apps.legislature.ky.gov/moreinfo/contracts/PSC%20INVOICE%20FORM.pdf

The Commonwealth will make a good faith effort to notify the Contractor within fifteen (15) working days of the Contractor’s failure to submit a proper invoice or a dispute of the goods or services provided. The Contractor shall address the Commonwealth’s concerns within ten (10) calendar days and resubmit a corrected invoice with a new invoice number for payment. If the Contractor has not rectified the problem with the invoice or the good or service within the ten (10) calendar day correction period, any revised submitted invoice shall be considered a new invoice with a new date of submission for calculation of any late payment penalty.

If the Commonwealth has not notified the Contractor of any issue with the invoice or the goods and/or services and the Contractor has not received payment by the twenty-fifth (25th) business day after the Contractor submitted the invoice, the Contractor should notify its Commonwealth contract representative that its invoice is still pending payment.

Except as otherwise explicitly provided in the contract, payments shall be issued to the Contractor within thirty (30) working days of receipt of Contractor's invoice or of acceptance of goods and/or services. In the event of an invoice payment dispute between the Contractor and purchasing agency, the Contractor shall first attempt resolution of the dispute via submission to the purchasing agency in accordance with the payment dispute process posted on the Finance and Administration Cabinet website, located at:

https://finance.ky.gov/office-of-the-secretary/office-of-general-counsel/Pages/procurement-and-protest-resources.aspx

If submission to the purchasing agency fails to resolve the payment dispute, the Contractor may submit a contract dispute regarding payment to the Finance Secretary for resolution. In accordance with KRS 45.454, and except as provided by KRS 371.405, there shall be payable to the Contractor a penalty of one-percent (1%) on any undisputed amount each month or fraction thereof owing to the Contractor after 30 working days following the receipt of the goods or services and receipt of the invoice unless otherwise agreed between the Commonwealth and the Contractor. After a resolution is determined, the purchasing agency shall begin to assess penalties due the Contractor and remit the penalty payment to the Contractor within ten (10) working days.

End of Addendum

Tierra Johnson

Commonwealth Buyer

Attachment E Addendum No. 2

BECOME BINDING UPON THE CONTRACT TO BE ISSUED IN RESPONSE TO THIS

SOLICITATION.

Reason for change: To answer potential vendor questions, add Attachment D listing all locations and information, and add following language to RFB under Section 2 Bid Specifications- NBS specimens must be maintained in a controlled environment, not to exceed 80 degrees Fahrenheit, and must not be placed in direct sunlight or in excessively humid environments (preferably less than 30% humidity). NBS specimens must not be placed in sealed (airtight) courier bags.

All samples received from hospital laboratories (not NBS specimens), health departments and correctional facilities that are in DLS courier bags should be kept in an outer container with ice pack or refrigerated after pickup. Samples that are boxed are temperature controlled and do not need additional manipulation.

Contractor must comply with all applicable requirements of HIPAA.

RFB

Section / Requiremen t Number

Documen t

Documen t Page Number

Vendor Questions Commonwealth Response

Section 2 RFB Can the State provide a complete list of exact physical street addresses for all 46 birthing hospitals, 12 health departments, and the correctional facility listed?

On attached spreadsheet- Attachment D Location Information

Section 2 RFB 9 The RFB notes that "some hospitals may require pick-up from possibly more than one location within the facility". Which specific facilities currently require multiple interior stops?

Currently there are no hospitals requiring multiple pick up locations.

Section 2 RFB 10 For the 12 Health Departments under Plan A, it states pickups will be "alerted

The awarded vendor will need to stop at each location daily as electronically through courier system". Are these guaranteed daily route stops, or are drivers only required to stop if they receive an electronic alert indicating a specimen is ready?

the electronic system is currently not in use.

Section 2 RFB 12 Regarding the "On- Demand/Route Add- On" for time-critical samples, what was the historical average number of on-demand requests per month over the last 12 months?

There were zero on-demand pickups in the previous year, however the Commonwealth predicts this would be less than five per year. There will be no on-demand pick ups for the NBS specimens.

Section 2 RFB 12 For "On- Demand/Route Add- On" requests, are these runs typically point-to-point (Hospital straight to Frankfort), or can they be incorporated into the next available scheduled sweep while still meeting the 24-hour delivery requirement?

It would be a rare occasion that an on-demand pickup would need to be delivered same day.

Section 2 RFB 8 When "additional clinical and/or environmental specimens" are offered and picked up alongside the newborn screening DBS, what is the average daily physical volume (e.g., number of boxes/coolers) expected? Will

Normal standard passenger car will suffice. Most specimens are legal size or smaller. Boxes are sent sporadically with the largest box being 12 x 12.

standard passenger cars suffice, or are larger vehicles required for certain routes?

Section 2 RFB N/A Can the Commonwealth please indicate if they would like a full narrative proposal for this RFB to also be included with the pricing?

Commonwealth does not require full narrative proposal for this

RFB.

Section 2 - Bid Specification s (Commodity Line 2 Pricing)

RFB 12 For Commodity Line 2, should bidders submit pricing as a flat fee, a per-mile rate, or another pricing method?

Bidders should submit flat monthly fee for all pickups.

Section 2 - Bid Specification s

RFB 8-12 Is there information available regarding the typical or maximum daily number of specimen packages collected from each location to assist bidders in determining appropriate vehicle capacity?

Vendor should expect multiple envelopes/specime n bags per pickup location. for newborn screening, no more than 2 envelopes usually. Typically one or none per day.

RFB Can the Commonwealth please provide the name of the current incumbent on this contract?

There is not a current Master Agreement for this contract.

RFB Can the Commonwealth please provide the current contract number?

There is not a current Master Agreement for this contract.

RFB 8 Can the Commonwealth provide the average daily or monthly specimen/item volume by location, including newborn screening dried blood spot

Vendor should expect multiple envelopes/ specimen bags per pickup location each day. Newborn screening specimens and any additional clinical/environmental specimens?

averages about 35 envelopes per day.

RFB N/A Can the Commonwealth provide the complete physical addresses, department names, contact names, phone numbers, and designated pickup points for each listed facility?

On attached spreadsheet- Attachment D Location Information

RFB 9 The RFB indicates that some hospitals may require multiple pickup points within a facility.

Can the Commonwealth identify which hospitals currently require multiple internal pickup locations?

Currently there are no hospitals requiring multiple pick up locations.

RFB pages 10-

Are health department and correctional facility pickups required daily Monday–Friday, or only as-needed based on electronic alerts?

The awarded vendor will need to stop at each location daily. As the electronic system is currently not in use.

RFB 10 For health department pickups, what is the source and format of electronic pickup alerts (DLS system vs. facility

vs. contractor system)?

Currently there is not an electronic system in place;

however, this is subject to change.

RFB 10 For birthing hospital pickups occurring Sunday–Friday after 5:00 PM, is there a required completion window for all pickups each evening?

There is no completion window but they do have to be delivered to the state laboratory by 7am.

RFB 12 Are services required on all holidays except those explicitly excluded?

Yes. Newborn screens are picked up on all holidays that fall Sunday - Friday except for Thanksgiving eve, Christmas Eve and New Year’s Eve.

RFB 2 How should On- Demand/Route Add-On pricing be structured (per trip, mileage, hourly, or flat rate)?

There is a Flat rate if any On Demand.

RFB pages 2,12

Can on-demand pickups originate from locations outside the listed facilities?

Yes, it could be any county in the Commonwealth.

There were zero on-demand pickups in the previous year;

however, the Commonwealth predicts this would be less than five per year.

RFB pages 2, Is on-demand service expected to be available 24/7/365, including holidays?

No, only during working hours 8-

4:30 EST.

RFB 2 Can the Commonwealth provide historical on-demand usage data (frequency, locations, timing)?

There were zero on-demand pickups in the previous year, however the Commonwealth predicts this would be less than five per year.

RFB 12 Is temperature and humidity monitoring documentation required during transport?

No.

RFB 9 Beyond quarterly pickup time reporting, what ongoing report frequency is required?

Courier log emailed daily on what time they picked up, who they spoke with and how many envelopes they picked up.

RFB pages 12, How will pricing adjustments be handled for added stops or expanded scope?

Any changes to the scope will be captured in an Amendment to the Master Agreement.

In the previous agreement there were no additions or scope changes.

There have been decreases but no adjustment to the monthly cost.

Would rarely happen in Newborn screening.

RFB N/A How are the Cat A and B specimens tendered for pickup? – Within a container with refrigerant or loose specimens that require temperature control / refrigeration?

All samples received from the health departments and correctional facilities should be kept in an outer container with ice pack after pickup.

12 x 12 box is temperature controlled and does not need additional manipulation.

RFB N/A Please outline what is picked up at the Health Departments and the Correctional Facility?

Biological substance, Category B -patient samples and environmental samples.

RFB 10 Regarding pickup timing at the Health Departments and the Correctional Facility, what is meant by ‘alerted electronically through courier system’?

Currently there is not an electronic system in place, however this is subject to change.

RFB 10 Given pickup is needed at each Health Dept.

and Correctional Facility after 4pm, how is access provided to these locations?

All health departments have lock boxes.

Correctional facilities either have a lock box or an internal pickup location.

RFB N/A Regarding pickups at the birthing centers / hospitals, other than the NBS cards what is picked up and with approximately what frequency (every day, 2-3 times per week)?

Biological substance, Category B -patient samples.

Environmental samples. 1-2 specimens a day.

RFB N/A Disregarding the Newborn screening cards, what is the % of specimens that are shipped as ambient / refrigerated / frozen?

All samples received from the health departments and correctional facilities should be kept in an outer container with ice pack after pickup.

12 x 12 box is temperature controlled and does not need additional manipulation.

RFB N/A Is the contractor required to provide coolers and refrigerant for this requirement?

Yes, contractor should have outer container with refrigerant to contain specimens.

RFB N/A Is dry ice utilized for this requirement?

No dry ice is required.

RFB N/A Is anything being transported back out from DLS to the pickup locations?

No.

RFB N/A Pickup Location addresses: To avoid any ambiguity, can addresses be provided for each location?

Attached on spreadsheet- Attachment D Location Information

RFB 12 What is meant by ‘On- Demand/Route Add- On-needed for time critical samples needing urgent delivery to the lab within twenty-four (24) hours of notification.’

On-Demand for critical samples means that if a facility needs an urgent pickup the sample will arrive within 24hrs of notification of pickup to DLS.

RFB 12 Which specific locations does the above verbiage pertain to? (‘On- Demand/Route Add- On-needed for time critical samples needing urgent delivery to the lab within twenty-four (24) hours of notification.’)

Any county in the Commonwealth.

There were zero on-demand pickups in the previous year;

however, the Commonwealth predicts this would be less than five per year.

RFB N/A What is the current yearly value of this contract?

$520,260 annually

RFB N/A Can you provide details on what Commodity Line 1 Monthly Price should incorporate / include.

This service will include transport and delivery of newborn screening (NBS) specimens and other clinical and/or environmental specimens from forty-six (46) Kentucky birthing hospitals and twelve (12) health departments (including one correctional facility) submitted for testing at the Kentucky Division of Laboratory Services (DLS) in Frankfort, Kentucky.

RFB N/A Can you provide details on what Commodity Line 2 Pricing should incorporate / include.

Service for time critical samples requiring urgent delivery to the lab within twenty-four

(24) hours of notification.

Will PPE and additional supplies (i.e., red biohazard bags) be provided? Is the vendor responsible for providing supplies

This is the vendor's responsibility.

Are there certifications/licenses that the couriers need in order to transport specimens other than the HIPAA, bloodborne pathogens, and hazmat certifications?

Valid driver's license and insurance required.

See Section 47 for insurance information.

Are we expected to hold the specimen overnight and deliver it to the lab in Frankfort the next day

All specimens must arrive by 7:00am the following morning from pickup. The Division of Laboratory Services has a 24/7 drop off location.

What are the procedures/protocol/wh o en there is inclement weather or a natural disaster

It is requested that all specimens be dropped off by 7am. In the event of inclement weather or natural disaster the agency contact shall be notified immediately for further instruction.

Will the contract still begin on 8/1/2026?

That is the projected start date.

Is the building/lab open 24 hours or is there a drop off location after hrs?

Yes, there is a 24/7 drop off location.

End of Addendum

Attachment E Addendum No. 1

BECOME BINDING UPON THE CONTRACT TO BE ISSUED IN RESPONSE TO THIS

SOLICITATION.

Reason for change: To extend Vendors’ Question Responses to Monday, July 13, 2026 and extend Closing Date to Monday, July 20, 2026 1:30 PM EST.

End of Addendum