B08_SOL_Exhibit_1_5_2_DTS_requirements_20221129.pdf

Requirements for Drug Testing System

Scheduling, Specimen Collection, and Test Results

140D0423R0024

Exhibit 1.5

U.S. Department of the Interior Interior Business Center

Human Resources Directorate Security, Drug and Alcohol Testing Division

Drug & Alcohol Testing Branch November 2022

I. Overview

II. Benefits

III. Participants

IV. Components of the DTS

V. DTS Database Requirements

I. Overview

This attachment compliments the Performance Work Statement PWS) for the Scheduling, Specimen Collection, and Test Results contract and outlines the requirements of the Drug Testing System (DTS).

DTS allows the Government the functionality to assist with the execution of their Drug-Free Workplace Program by offering an internet-based application. DTS is contractor owned, hosted, and maintained is considered a Software as a Service. DTS is audited by the Government for compliance with applicable regulations pertaining to information management, information technology, records management, security and privacy compliance.

Requirements outlined in this attachment are for the DTS. The contractor should ensure their current offerings are capable of performing all the requirements in this attachment as well as the PWS.

II. Benefits

The DTS will streamline the process for submitting requests, expedite the posting of results, reduce data entry errors from request forms, and provide the current status for all drug and alcohol tests.

III. Participants

The below participants will play a role in the DTS. By having access to, being responsible for, or providing data to the DTS. There are approximately 70 Government entities that will be given access to their specific Agency data. DTS must allow at least 9,000 unique user ids so that each Government entity can issue 100 user ids per current customer with room for DOI to add more customers.

Breakdown of participants is;

1. Federal Government

a) Department of the Interior (DOI)

b) Drug & Alcohol Testing Branch Staff

c) DOI Bureaus

d) DOI Regions

e) DOI States ,Districts or Offices

f) Other Federal Agencies that have been added onto the DOI contract. These agencies have their own unique administrative structure.

2. Collection/Medical Review Officer Contractor

3. Laboratory Contractor

V. DTS Database Requirements

1) Access Board Requirements; The Internet based application must be accessible to people with disabilities and conform to the following Section 508 requirements developed by the Access Board (see https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

2) Emergency/Contingency Plan; The Contractor shall provide a comprehensive emergency/contingency plan to ensure sufficient controls are in place and precautions are taken with the data and the system to prevent unauthorized access or modification. The plan shall identify potential risks (e.g., fire, explosion, water, system break in or crash, virus, natural disaster, etc.), safety measures to adequately address the risk, how the Contractor intends to provide a continuity of operations for the Government until the DTS is restored. This shall include information on the disaster recovery procedures.

3) Architecture; The Contractor shall describe and provide a diagram of their system(s) architecture, and describe how it relates back to their disaster recovery program.

4) Virus; The Contractor shall provide a virus protection feature in the system software to ensure outside factors do not adversely affect the data or system.

5) Internet Based; DTS shall be an internet-based application able to operate on internet browser application software including and/or similar to, the next version below version currently commercially released, for Microsoft Internet Explorer and any other commercial internet browser application that obtains greater than 25% of the total market share as well as all later versions.

6) Final Determination; The determination on whether the DTS functionality and speed meets the requirements of this contract shall be solely determined by the Government. The Government reserves the right to revisit the contractor’s ability to continue to meet the requirements for functionality and speed.

7) Speed; DTS system speed (time from request to response) shall be 5 seconds or less, on average, for the DTS to process requests (ex: search request or opening a new window to input data). Other DTS system feature speeds (time from request to response) shall be 15 seconds or less, on average.

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards

8) Time-outs; There shall be no user receipt of “time outs” when processing menu options (in request entry; inquiry/current activity; advanced search) unless required to meet security standards.

9) Records and Back-up

a) Ensure data is backed-up and saved and accessible by the end users consistent with record requirements.

b) Develop and document a backup system or method to ensure DTS is always 100% operational;

there shall be no down time unless there is an extraordinary emergency situation, as determined solely by the Government.

c) Ensure automatic update of DTS; records/entries on donors are updated no less than every 15 minutes. DTS shall be updated automatically without requiring the end user to refresh. The collection site data shall be updated no less than once every 24 hours, and the Medical Review Officer records updated no less than once every hour.

d) The Contractor shall provide for data backup to ensure the data can be sufficiently reconstructed in the event of a problem. No more than 1 days’ worth of data shall be unable to be reconstructed by the Contractor. Also, off premises storage of backup data shall be effected by the Contractor at a minimum of once per month or per DOI OCIO or National Institute of Standards and Technology (NIST) requirements.

10) Self-Assessment; The Contractor shall have conducted a self-assessment of the automated DTS in accordance with the NIST Special Publications (see Statement of Work for more information). The Contractor shall be required to work with the Government to ensure requirements of the DTS are met within one year of contract award.

11) Availability; Fully supported and maintained site and service of internet server, application and data (9 hours per day, 8am to 5pm Eastern Standard Time, 5 days per week, Monday-Friday, except Government holidays). The server(s), application and data shall be checked no less than every 1/2 hour, on average, during normal business hours.

12) Notification of issues; Immediate notification to the Government of system, server, application, data, and/or provider problems (within 1/2 hour, on average). The Government’s inquiries shall be returned within 1/2 hour, on average.

13) Training; Unlimited free telephonic training on use and troubleshooting of internet based application for users, agency Drug Program Managers and Contracting Officer's Representative.

14) Quality Control Tests; The DTS shall be able to electronically import and receive Quality Control test and result information from a 3rd party vendor (including at a minimum all of the fields for a Quality Control case record and a drug test record).

15) Import; The DTS shall allow agencies to import data from their payroll/personnel systems to schedule blocks of tests (one or more) to be performed at the same location. The DTS shall automatically populate multiple fields with the agency payroll/personnel data including: test type, Health and Human Services test, clinic, requestor, etc.

16) Lab records; Provide feature so DTS system can create a record based only on information received from the laboratory. DTS shall allow importing data from lab (for no test codes) using a data file setup and format mutually agreed upon by the collection and lab contractors.

17) Compliance; Meet all National Institute of Standards and Technology requirements (see PWS for more information) and any other Government regulation that applies to DTS (as determined by the Government).

18) Cut and paste; DTS shall allow users to cut and paste information from any screens to other applications (i.e., email, word processing, spreadsheets, databases, etc). Also, the DTS shall allow users to print screens from any menu option and screen.

19) Profile option; Users will access DTS utilizing a government approved multifactor authentication tool.

20) Random generation; The Contractor shall have a random generator component (generic and agency specific) that is fully integrated with the DTS. Random draw may be run offline, but data records drawn shall be populated to random feature in DTS.

21) Scheduling restrictions; The DTS shall not allow the user to order an alcohol test under the Health and Human Services program, nor an applicant alcohol test under the Department of Transportation program.

22) Collection problems; The Contractor shall have an automated system to track collection problems (including name, Social Security Number, date, type of problem, corrective action taken, etc.). This information shall be made available in American Standard Code for Information Interchange electronic format to the Contracting Officer's Representative, upon request.

23) Collection sites; The DTS shall list the clinic full address (including clinic name, street address, city, state, zip code, telephone number, point of contact, etc.) in the donor record screen. There shall be hyphens between the area code and prefix and ending numbers.

V. DTS End User

This section identifies what capabilities end users (the Government) will be able to accomplish in DTS.

1) Queries

a) There will be a menu option to run queries

b) Option will allow a user to run a query by at least the following criteria

i) Donor’s last name

ii) Donor’s unique identifier or SSN

iii) Custody and Control Form (CCF) number

iv) Date range of when entry was created

v) When collection took place

vi) Date range of when result posted

vii) By hierarchy break-down (ie, location based according to Government’s organization)

viii) By type of test requested (pre-employment, random, etc.)

ix) By modality (HHS, DOT, or unregulated)

x) By result or collection status (negative, positive, collected, etc.)

c) Query will return the following information

i) Donor’s first and last name

ii) Donor’s unique identifier or SSN

iii) Custody and Control Form (CCF) number

iv) Date entry was created

v) Date of collection (if collection has occurred)

vi) User that entered request/record

vii) The overnight air bill tracking information if supplies were shipped out for collection;

hypertext link included to homepage of overnight company with tracking information to obtain delivery information

d) Positive results in a different color of text than negative results

e) Query limitations; An option for the Government to display or block test results (lab and/or

Medical Review Officer) in any or all of their hierarchy units under their organization levels; and whether users can order and/or see different types of tests (i.e.; random; applicant; etc).

f) The number of records returned after the query search should average 10-15 records (when applicable) and allow the user to use navigation options to view additional records.

g) Query results should allow at least 100 records to be displayed with a message to the user to limit their query request if the results are larger than 100.

h) Provide feature so DTS system users can print a collection protocol sheet (for specimens sent to current DOI contract lab; and other labs selected by agencies) that can be given to donors to help complete a collection including: agency name; donor name; donor Social Security Number;

specimen identification number; collection clinic name, address and telephone number; billing information for use by clinic; collection contractor point of contact names/telephone number for donor/clinic questions.

2) Cursor Positions/Tab Capabilities

a) The DTS shall allow users to enter records in the following field order, and pressing the tab key shall place the cursor in the next field: the cursor shall start at the Social Security Number, last name, first name, sex (m/f); home telephone, work telephone, clinic ID, test then save/exit, cancel, homepage, stay/new, stay/copy, etc. This order shall also be similar for entering onsite and in-house tests. The default Department of Transportation mode shall be Health and Human Services; and the default test type shall be permanent applicant.

b) The DTS logon screen shall put the cursor at the logon id box; allow users to tab to the password box; allow users to tab to the logon button and to highlight and click the logon button in order to log on to the DTS.

3) Reports

a) Provide option to perform report requests online report requests offline. Offline reports must be completed within 4 hours, on average, of request. Reports shall include field functionality to include allowing selection of user id levels; date ranges; tested for (i.e.; drug; alcohol; both); test mode (i.e.; Health and Human Services; Department of Transportation); test type (i.e.; applicant;

random; etc); sort order.

b) Reports should be made available in several different formats including; Microsoft Excel document, PDF, Microsoft Word Doc, and HTML. These reports shall include:

c) Donor Notification (list of requests whose supplies have been shipped and Government has to contact the donor)

i) Report when queried, shall provide data fields including: name; Social Security Number;

specimen identification number; ship date; office ordering; test type; test mode; clinic information; and summary of total cases.

ii) Report shall provide information including a list of requests whose kit/custody and control form supplies have been shipped to the collection site and/or the agency has contacted the donor. This report shall provide selection criteria including: shipment dates (to/from); test mode; test type; office; report format.

d) Donor No Contact (list of requests where donor could not be contacted)

i) Report shall provide information including a list of requests where the donor was unable to be contacted. This report shall provide similar selection criteria and functionality as the donor notification report. Data fields provided shall include: name; Social Security Number;

dates/times called donor; office ordering; reason cancelled; and summary of total cases.

e) Follow-up Testing Analysis (list of follow-up requests)

i) Report shall provide information including a list of follow-up test requests. This report shall provide selection report criteria including: date test requested; office; name; Social Security Number; test type; and summary of total cases.

ii) Report, when queried, shall provide data fields including: name; Social Security Number;

specimen identification number; date requested; test type; result; and summary of total cases.

f) Potential No Show Cases (list of requests whose supplies have been shipped and awaiting specimen collection)

i) Report shall provide information including a list of requests where the supplies have been shipped and are awaiting specimen collection. This report shall provide selection criteria including: shipment dates (to/from); test mode; test type; office; report format

ii) The potential no show cases report, when queried, shall provide data fields including: name;

Social Security Number; specimen identification number; request date; ship date; office ordering; test type; test mode; clinic information; and summary of total cases.

iii) Report shall provide a list of requests whose supplies have been shipped and are awaiting specimen collection. The report shall provide data selection criteria including: requested from/to dates; test mode; test type; office ordering; report format . The potential no show cases report, when queried, shall provide data fields including: name; specimen identification number; request date; Social Security Number; ship date; test type; office ordering; clinic information; and summary total of cases.

g) Cases Collected with Pending Results (list of requests that have been collected but awaiting final result)

i) The Cases Collected with Pending Results Report shall provide information including a list of requests that have been collected but are awaiting final results. This report shall provide selection criteria including: shipment dates (to/from); test mode; test type; office; report format (Portable Document Format; Hypertext Markup Language).

ii) The cases collected with pending results report, when queried, shall provide data fields including: name; Social Security Number; specimen identification number; collection date;

office ordering; test type; test mode; clinic information; and summary of total cases.

h) Detailed Donor Requests (list of closed requests)

i) Detailed Donor Requests Report shall provide information including a list of closed requests.

The report shall provide data selection criteria including: requested from/to dates; test mode; test type; office ordering; report format (Portable Document Format ; Hypertext Markup Language).

ii) The detailed donor requests report, when queried, shall provide data fields including: date requested; Social Security Number; drug result; name; specimen identification number; test requested; office ordering; last action date; alcohol result; and summary total of cases.

i) Cases with Medical Review Officer Results (list of requests reviewed and reported by Medical Review Officer)

i) The Cases with Medical Review Officer Results Report shall provide information including a list of requests reviewed and reported by the Medical Review Officer. The report shall provide data selection criteria including: requested from/to dates; test mode; test type;

office ordering; report format (Portable Document Format; Hypertext Markup Language).

ii) The cases with Medical Review Officer results report, when queried, shall provide data fields including: name; specimen identification number; result reported date; Social Security Number; date collected; test type; Medical Review Officer result; office ordering; collection location; drugs positive for; and summary total of cases.

iii) The reported by Medical Review Officer results and office report, when queried, shall provide data fields including: DTS office (and DTS offices under that unit identification number);

result type; and summary and grand total of cases.

j) Cases with Collections (list of requests reviewed and reported)

i) The cases with collections report, when queried, shall provide data fields including: name;

specimen identification number; result reported date; Social Security Number; date collected; test type; Medical Review Officer result; office ordering; type of test request; drugs positive for; and summary total of cases.

k) Cases with Non-Negatives (list of non-negative results)

i) The Cases with Non-Negatives Report shall provide a list of non-negative requests. The report shall provide data selection criteria including: requested from/to dates; test mode;

test type; office ordering; report format (Portable Document Format; Hypertext Markup Language).

ii) The cases with non-negatives report, when queried, shall provide data fields including:

name; specimen identification number; result reported date; Social Security Number; date collected; test type; Medical Review Officer result; office ordering; type of test request (clinic collection, on-site, in-house); drugs positive for; and summary total of cases.

l) Reported by Test Type and Office (count of reported cases summarized by test type and office for a reported date range)

m) Reported by Medical Review Officer Results and Office (count of reported cases summarized by office and their closed status)

i) The Reported by Medical Review Officer Results and Office Report shall provide a count of reported cases summarized by office and their closed status. The report shall provide data selection criteria including: requested from/to dates; test mode; report format (Portable Document Format ; Hypertext Markup Language).

n) Reported by Medical Review Officer Results and Test Type (count of reported cases summarized by closed status and test type))

i) The Reported by Medical Review Officer Results and Test Type Report shall provide a count of reported cases summarized by office and their closed status. The report shall provide data selection criteria including: requested from/to dates; test mode; report format (Portable Document Format ; Hypertext Markup Language).

ii) The reported by Medical Review Officer results and test type report, when queried, shall provide data fields including: result type; test type; and summary and grand total of cases.

o) Collection Site List (list of clinics)

i) The Collection Site List Report shall provide a list of clinics. The collection site list report, when queried, shall provide a list of collections sites by city and state.

p) Requested by Test Type and Office (count of requested cases summarized by test type and office for a requested date range)

i) The Reported by Test Type and Office Report shall provide a count of reported cases summarized by test type and office for a reported date range. The report shall provide data selection criteria including: requested from/to dates; test mode; report format (Portable Document Format ; Hypertext Markup Language).

ii) The requested by test type and office report, when queried, shall provide data fields including: DTS office (and DTS offices under that unit identification number); test type; and summary and grand total of cases.

iii) The Requested by Test Type and Office Report shall provide a count of requested cases summarized by test type and office for a requested date range. The report shall provide data selection criteria including: requested from/to dates; test mode; report format (Portable Document Format ; Hypertext Markup Language).

q) Report Closed Cases (detailed information for individual requests)

i) The report closed cases report, when queried, shall provide data fields including: collection type (clinic scheduled; onsite; in-house); test type; office ordering; Social Security Number;

specimen identification number; name; current status of case; last action date. There shall be the ability to select single or multiple cases to be printed from the list.

ii) The Report Closed Cases Report shall provide detailed information for individual requests.

The report shall provide data selection criteria including: by Social Security Number;

specimen identification number; office; test type. Social Security Number search does not require entering hyphens. Selection buttons shall include searching (viewing the status of a record); reset. Searching by name shall allow users to search by name and requested from/to dates. Searching by office shall allow users to specify office user id’s; date range.

Searching by test type shall allow users to search by test type; date range.

r) User Hierarchy (list of users under your level)

i) The User Hierarchy Report shall provide a list of DTS users under your user level. The report shall provide data selection criteria including: report format (Portable Document Format ;

HyperText Markup Language).

ii) The user hierarchy report, when queried, shall provide data fields including: office user level;

unit identification number; name; telephone number; whether can receive lab results;

positive Medical Review Officer results; negative Medical Review Officer results.

s) Quality Control Specimens (Quality Control specimens report)

i) The QUALITY CONTROL Specimens Report shall provide a list of quality control specimen test requests and results. The report shall provide data selection criteria including: requested from/to dates; report format (Portable Document Format ; HyperText Markup Language).

ii) The quality control specimens report, when queried, shall provide data fields including: date requested; Social Security Number; drug result/date; name (quality control); specimen identification number; test requested; office requesting; last action date.

t) DOT report; will return results with all information as specified in https://www.transportation.gov/odapc/MISreporting that pertains to drug and alcohol testing.

i) Data should include The Department of Transportation yearly MANAGEMENT INFORMATION SYSTEM report, when queried, shall provide data fields including: test type; number of drug and alcohol collections, negatives, positives; number of specimens positive for each drug;

specimens verified positive for more than one drug; alcohol screening and confirmation tests (.02 to .039 and .040 and above); and summary total of cases.

u) HHS report; will return information requested in Annual Survey Report that pertains to drug testing.

i) Data should includes number of quality control negatives, positives, total; number of negatives, positives, total reported; broken down by drug types; adulterated; substituted; no tests; others; for all test types. Also, the average number of days for a test (total cases; using the collected date to result reported date).

v) Statistics report; when queried shall provide data fields including: test type; result (i.e.; pos;

negative; etc); test mode; and data shall be the number per category and percent it represents.

w) Specimen list report, when queried shall provide data fields including: test type; result (i.e.;

pos; negative; etc); test mode; userid; Social Security Number name; specimen#; custody and control form number ; date collected; date loaded; status; Medical Review Officer report date.

x) Turnaround time report, when queried shall provide data fields including: data collected at collection site until date result reported; dated collected at collection site until date received by lab; date received by lab until date reported by lab; date reported by lab until Medical Review Officer report date. Information provided shall include the number of cases reported the next day; 2 days; total days; and average time in days.

4) Main Menu

a) Main menu item selections shall include: Scheduling a clinic collection (by Contractor or agency), onsite collection, in-house collection; test results - reviewing current activity of cases;

searching cases; reports; setup for user profile information, change password, default settings ;

custom settings; help; random generator; contact us; etc.

b) Top and/or side of each menu page shall provide buttons to select all menu items from main menu (i.e., scheduling a clinic collection; viewing current activity; test results - searching cases;

reports; setup for user profile information; change password; default settings; custom settings;

help; random generator; contact us; etc).

https://www.transportation.gov/odapc/MISreporting

c) Main menu shall include instructions for reasonable suspicion and post-accident testing after hours.

d) Main menu shall allow users to view, retri.e.ve and print DTS user manual and generic donor notification forms (in formats including Portable Document Format ; PowerPoint; etc).

e) Main menu shall have contact us button; and provide information including contract name;

contract company name, address, telephone number, fax, email; customer service points of contact; billing address information; clinic management point of contact information.

5) Scheduling a Clinic Collection (by Government or Contractor) options

a) Agency schedules collection – agency selects clinic and notifies donor to take test. Contractor schedules collection – contractor contacts donor and schedules clinic and test. Options available for both paper and electronic CCF.

b) Note instructing users to input zeros and the last 5 digits of Social Security Number (rather than whole Social Security Number) on main scheduling collection page; and for each test scheduling option.

c) Brief instructions on information needed to schedule clinic collection (by Contractor or agency);

asterisk indication of required fields including; requestors name, telephone number; test type (i.e. permanent applicant; random; etc); test mode (Health and Human Services; Department of Transportation and types; defaults to Health and Human Services); test for drugs and/or alcohol (defaults to drug only); test type (all for Health and Human Services and Department of Transportation; includes test type of administratively determined; defaults to permanent applicant); requesting office user id, comments; name; telephone number (and ability to select any offices under them in organizational hierarchy); donor Social Security Number, last name, first name, middle initial, gender, home and work telephone number, clinic (and ability to search by zip code and city/state by mileage radius), city, state; whether overseas collection; whether request requires the collection to be observed; whether a split kit is requested.

d) Note to indicate reasons for when an observed collection is required.

e) Buttons to add multiple requests (at least 20), and window showing Social Security Numbers;

last names; and date test submitted of tests recently scheduled and to be saved; delete requests; apply changes; modify; preview and save; view/edit requests before submitting.

f) Once user has selected button to save reviewed test requests, a confirmation screen will include information concerning the request submitted (requestor’s information; test information; donor information). The time from when a case is created until you can view the new record shall be less than one minute, on average.

6) Scheduling an On-site Collection options

a) Agency schedules a date, place and time for the collection to be performed at agency federal facility.

b) Brief instructions on information needed to schedule onsite collection; indication of required fields. Same fields; options; similar but pertinent functionality as required for agency or contractor scheduling a clinic collection (i.e., proposed collection city/state; tentative test date;

etc).

c) On-site fields shall include user office; preferred collection date, time, collector name and telephone number; approximate number of employees to test; collection location address;

contact name for collections; multiple fields for donor name request information; whether request requires observed collection or split kit.

d) Note that on-site collections may also be scheduled by agency sending the contractor requests via email with attached excel spreadsheet (including fields for name; Social Security Number;

etc).

7) Scheduling an In-house Collection options

a) Agency collector records the data concerning a collection performed by agency.

b) Brief instructions on information needed to schedule in-house collection; indication of required fields. Same fields; options; similar but pertinent functionality as required for scheduling a clinic collection (i.e., specimen identification number; collection date; collection city/state; etc).

c) Scheduling a collection page (with options for agency; contractor; on-site; in-house) shall include functional buttons to allow user to select and update records using edit/cancel request feature (i.e.; correct spelling of requesting user id; donor name; Social Security Number; CUSTODY AND CONTROL form#; test type; test mode; etc).

d) Scheduling a collection page shall also have button allow user to upload test requests from electronic files. Screen shall show the required file format; allow users to browse potential files;

and upload files.

8) Test Results options

a) Reviewing Current Activity of Cases and Inquiry with Custody and Control Form

b) This selection shall show record information including: user identification number or SSN; office level (i.e., DOI:bia:abao); number of specimens; date test initiated; last updated; tested for (drug; alcohol; both); test type; test status (i.e.; ordered; shipped; collected; at lab; at Medical Review Officer; pending; etc); whether a scanned copy of donor signed Custody and Control form is available. Also, all other users under current DTS user level (i.e.., bureaus; region; state office levels). This will retrieve records that have been updated/changed since the last time the user logged on. A note indicating so shall be at the top of the screen. A button/box will be available to check to view one or more records selected.

c) Each field heading (i.e.; Social Security Number; name; etc) when clicked on shall allow records to be sorted (i.e.; alpha; date; etc).