B08_SOL_Exhibit_3_Ordering_Guide.pdf

140D0422R0076

U.S. Department of the Interior

Interior Business Center

Human Resources Directorate

Security, Drug and Alcohol Testing Division

Drug & Alcohol Testing Branch

Laboratory Analysis Services

Ordering Guide

Exhibit 3

DOI IBC Drug and Alcohol Testing Branch Ordering Guide

GENERAL

Purpose The Interior Business Center (IBC) Drug & Alcohol Testing Branch, located within the Department of the Interior (DOI), has supported the Offices and Bureaus within the Department as well as federal agencies outside the Department as a Shared Service Center for more than 20 years. The Drug & Alcohol Testing Branch secured contracts for the laboratory analysis of urine specimens, the scheduling of drug tests, and the Medical Review Officer (MRO) functions. This guide provides the procedures for ordering Laboratory, Scheduling, and MRO Services under those contracts. It defines the roles and responsibilities of the major parties involved in ordering process, and it provides helpful instructions for using the contracts.

The Laboratory Analysis Services indefinite delivery, indefinite quantity (IDIQ) contract will be referred to as the “Lab IDIQ” while Task Orders (TO) issued against this IDIQ contract will be called “Lab Orders”. The Specimen Collection and MRO IDIQ contract will be referred to as the “Collection IDIQ,” while TO’s issued against this IDIQ will be called “Collection Orders.”

The two contracts will be referred to as the “IDIQs”, while orders under these two contracts will be referred to as “Orders.” The DOI IBC Contracting Officer (CO) over either contract will be referred to as the IDIQ CO and the Contracting Officer authorized to issue and administer Orders will be referred to as the Ordering Contracting Officer (OCO). This guide does not replace ordering agency policies or best practices, and does not take precedence over the terms and conditions of the IDIQs. It is the responsibility of the OCO to follow statute, regulations, and agency-specific policies regarding the issuance of an Order and to incorporate those requirements at the Order level.

Updates to this ordering guide and other helpful information will be posted on the Drug Program web site at https://ibc.doi.gov/HRD/drug-testing .

Authorized Users Federal Agencies authorized by DOI IBC may use the IDIQs. The IDIQs are not available for use by state and local governments. Only authorized users, referred to as OCOs, may place orders under the IDIQs. To qualify as an authorized user, you must be a duly warranted federal contracting officer (as defined in FAR 2.1) in good standing, have signed the acknowledgement that you have reviewed the Drug and Alcohol Testing Ordering Guide, and have an appropriate signed Delegation of Procurement Authority (DPA) from the IDIQ CO.

How to Become an Authorized User Before issuing an Order against either of the IDIQs, the OCO must obtain a DPA (See Appendix B for Full Text of DPA). To initiate the request for a DPA, please visit https://ibc.doi.gov/HRD/drug-testing and download the DPA form and email the completed form to IBCDrugTestingStaff@IBC.gov.

Accessing the IDIQs Agencies may access the IDIQs in two ways:

1. Direct Acquisitions. Under this scenario the client agency is responsible for its own acquisition and program management activities. After the client agency contracting officer https://ibc.doi.gov/HRD/drug-testing has completed the steps to become an OCO and an InterAgency Agreement (IAA) has been signed by both DOI IBC and the client agency, he/she is authorized to issue, modify, administer and close Orders.

2. Assisted Acquisitions. A requesting agency may elect to have the DOI IBC provide full or partial acquisition program and/or project management services through the Order life cycle.

If an agency (requesting agency) uses the DOI IBC, then DOI IBC will act as the OCO. DOI IBC can issue, modify, administer and close out Orders based on the requesting agency’s requirements for support as documented in an IAA signed by both parties.

CONTRACT INFORMATION FOR THE IDIQ’S

Scope of Lab IDIQ The Laboratory Contractor shall be required to perform and comply with all applicable provisions of the Department of Health and Human Services (HHS), Substance Abuse and Mental Health Services Administration (SAMHSA), “Mandatory Guidelines for Federal Workplace Drug Testing Programs” effective October 1, 2010; and the Omnibus Transportation Employee Testing Act of 1991 (OTETA), in accordance with Department of Transportation (DOT) procedures including: 49 CFR Parts 40, 199, 219, 382, 391, 392, and 395; and 14 CFR Parts 61, 63, 65, 121, and 135, as applicable, which govern various transportation industries and the testing processes. The guidelines and procedures may be routinely updated for the purpose of providing additional guidance. The Laboratory Contractor shall be required to comply with current guidelines and procedures and updates as furnished by the Contracting Officer’s Representative (COR) and approved by the IDIQ CO. To the extent that any of the requirements in this Lab IDIQ are inconsistent with any of those specified in the Mandatory Guidelines promulgated by the HHS, DOT procedures, or other pertinent regulations from governing Federal agencies, or any subsequent amendment thereto, such HHS Guidelines and DOT procedures or amendment shall supersede the requirements specified in this IDIQ, but only to the extent of the inconsistency.

The Contractor shall provide to the Government all labor, materials, and equipment necessary for the laboratory analysis of urine specimens. The Contractor shall perform testing of urine specimens for the presence of Amphetamines, Opiates, Phencyclidine (PCP), Cocaine, and Marijuana (5 drug panel). DOI and most Agencies test for all five drug classes authorized by the regulatory bodies or a two panel. The contractor will maintain SAMHSA certification for the life of the contract.

All current and any new technologies which may emerge during the life cycle of the Lab IDIQ, as well as laboratory services in support of other Federal agencies, are within the scope of the IDIQ. As the definition of laboratory services changes over the lifecycle of IDIQ, the scope of IDIQ will be considered to coincide with the current definition at any given time. The primary NAICS Code for this IDIQ is 621999 – All Other Miscellaneous Ambulatory Health Care Services, Employee Drug Testing Services.

Scope of Collection IDIQ The Government conducts drug and alcohol testing as required and regulated by the HHS and the DOT to detect the presence of marijuana, cocaine, opiates, amphetamines and PCP and to deter illegal drug use by their employees. Commonly needed test types include pre-employment, random, reasonable suspicion/cause, post-accident, return to duty, and follow-up.

The Collection contractor will help the Government schedule, test, and track their drug and alcohol testing. The contractor will also act as the MRO for the drug tests ordered through the contract.

The contractor will be able to provide urine and breath collections nationwide and internationally.

The contractor will be able to provide on-site collection services. The contractor must be capable of providing MRO services and maintain an internet based application where customers can track their collections. The contractor must have the capability for their staff to travel and provide testimony when appropriate.

The Contractor shall provide to the Government for the collection of urine specimens and breath alcohol collections for all types of drug and alcohol testing under the HHS and DOT programs.

Also, the Contractor shall provide to the Government all labor, materials, and equipment except that provided herein as "Government Furnished," necessary for the collection and transportation of the specimens from the collection contractor to the contractor collection sites to the Government Contract Drug Testing Laboratory.

The MRO/Collections Contractor has to have or create an internet based Drug Testing System (DTS) which must be operational on the start date of the contract. The DTS is a web based with each Government user issued a unique user-ID. The DTS allows the Government to schedule and/or input collections and subsequently see results. The DTS will have the capability to run several reports; including reports identifying employees/applicants who have been tested, outstanding tests, positive/negative results, no-shows, etc.

IDIQ’s Contract Access Fee (CAF) All Federal Agencies accessing the IDIQs will be assessed an administrative fee. The fee will be collected through the IAA and will be nonrefundable. The IAA will be provided at the start of the fiscal year to each Federal Agency and will require necessary funding information and signatures. The administrative fee recovers expenses associated with the acquisition and maintenance of the contracts.

For those services obtained through assisted acquisition there will be an additional administrative fee applied to each Contract Line Item Number (CLIN) service obtained; this is the Contract Access Fee (CAF). The CAF will be collected through the IAA. This CAF recovers expenses associated with the payment and processing of invoices, IAAs, training, and other associated expenses. Those customers obtaining services through direct acquisitions will not be administered the CAF.

IDIQ’s Term Both IDIQs are a five-year contract with no option periods. Please reference the Performance Work Statement (PWS) for each TO order for the period of performance.

Order Period of Performance The term for each Order placed under the IDIQs shall be specified in the Order. Under no circumstances may a new Order be placed under the IDIQs if the applicable contract is not in effect, has expired, or has been terminated.

Orders may be awarded during the IDIQ life, which is also referred to as the Contract Ordering Period (COP). Therefore, Orders may not be issued outside the COP.

An Order may be issued with a Period of Performance (POP) consistent with the IDIQ, with or without option periods, provided:

1. The Order PoP is consistent with the customer agency’s policy on Order duration and funding.

2. Orders that may run beyond the ordering period of the of the underlying IDIQ, but must be substantially completed by 30 September 2028 for Laboratory Analysis IDIQ and 31 March 2029 for the Collections IDIQ.

3. Multi-year contracting is one of the ways to structure an Order’s PoP and is a highly specialized endeavor. OCOs considering multi-year contracting are reminded of their obligations under FAR 1.602-2.

OCOs may include options when applicable with FAR part 17. When citing options in an Order, the full cost or price for the performance of the work must be established and evaluated in the initial Order. Order duration is not dependent upon exercise of IDIQ option or expiration of IDIQ. This means that an OCO can exercise an Order option period even if the IDIQ is no longer available for new Orders. OCOs are required to document that Order options are in the best interest of the Government consistent with FAR 17.207, and applicable agency supplements.

ROLES AND RESPONSIBLITIES

IDIQ Contracting Officer (IDIQ CO) The IDIQ CO has full responsibility for IDIQ to include:

1. Exclusive, non-delegable rights to modify IDIQ terms and conditions.

2. Advise and guide Ordering/requiring activities, OCOs and contractors regarding all IDIQ requirements.

3. Assist Ordering/requiring activities understand how to use the IDIQ’s to meet their Laboratory and/or Collection service requirement.

Ordering Contracting Officer (OCO) The OCO has full responsibility for the Orders as follows:

1. Award and administer Order though closeout.

2. Adhere to applicable contracting regulations, statutes and policies.

3. Ensure Order remains within scope, PoP, and maximum ceiling value established in the

Order and IDIQ.

4. Comply with the DPA.

5. Comply with FAR 16.504(a)(8)(iii) requirements for a bundled contract when the Order meets the definition of “bundled contract” (See FAR 2.101).

6. Comply with all conditions and limitations imposed on the use of funds IAW the Principles of Federal Appropriation Law (i.e., Red Book) The Red Book | U.S. GAO.

7. Add agency specific clauses and provisions to the Order.

8. Report contractor performance in accordance with FAR subpart 42.15.

9. Price all Contract Line Item Numbers(CLINs) in the Order as required.

10. Determine the price of the Order is fair and reasonable.

11. Respond to Order protests, disputes, claims and Freedom of Information Act requests.

12. Provide copies of all Orders and modifications to the IDIQ CO, within ten days of execution, at IBCLab-CollectionOrders@IBC.gov and IBCDrugTestingStaff@IBC.gov.

ORDERING

How to Place Orders The procedures for ordering are governed by FAR 16.505 – Ordering. As noted in 16.505(b)(1)(ii) the OCO may exercise broad discretion in developing appropriate Order placement procedures. The OCO should keep submission requirements to a minimum. OCO’s may use streamlined procedures. The competition requirements in FAR part 6 and policies in FAR subpart 15.3 do not apply to Orders issued under the IDIQs.

Order Types The contract will be a single-award IDIQ utilizing Fixed Price (FP) with a reimbursable line for travel IAW FAR 31.205-46, not to exceed $10,000.00.

CONTACT INFORMATION FOR CLIENT SUPPORT

The IDIQ CO and COR will continue to provide support throughout the life of the IDIQs.

Contact either with any comments and concerns via phone or e-mail. Access the contract and supporting information through links on the Drug Program website.

https://www.gao.gov/legal/appropriations-law/red-book mailto:IBCLab-CollectionOrders@IBC.gov mailto:IBCDrugTestingStaff@IBC.gov

1. Lab IDIQ and Collection IDIQ: Joseph_Fusari@ibc.doi.gov, 202-631-4698

2. TO Award Email Address: IBCLab-CollectionOrders@IBC.gov

3. COR: Alandra_R_Harley@ibc.doi.gov, 202-208-6723

4. Drug Program Website: https://ibc.doi.gov/HRD/drug-testing

LABORATORY SERVICES AND SPECIMEN COLLECTION AND MRO

CONTRACTOR RESPONSIBILITY

Delegations of Procurement Authority Before Accepting Orders It is a responsibility of the prime contract holder to ensure that any OCO issuing Orders against the IDIQs has a delegation of procurement authority (DPA) for the IDIQs prior to acting on any Orders. No work will be performed, no debt or obligation accrued, and no payment will be made except as authorized by a bona-fide written Order signed by an OCO possessing a duly authorized written DPA from DOI IBC. If the contractor is unsure if an OCO has a bona-fide DPA, please ask them to provide a copy of their written, issued DPA and/or contact the CO/COR for verification.

APPENDIX

Appendix A: Ordering Contracting Officer (OCO) Acknowledgement Appendix B: Delegation of Procurement Authority mailto:Alandra_R_Harley@ibc.doi.gov

Appendix A: Ordering Contracting Officer (OCO) Acknowledgement

MEMORANDUM FOR: Contracting Officer’s Representative (COR)

DOI IBC Drug and Alcohol Testing Branch ATTN: Alandra Harley-Stuckey

FROM: [Name] [Title] [Agency] [Phone] [Email]

SUBJECT: Ordering Contracting Officer (OCO) Acknowledgement of Review and

Understanding of Drug and Alcohol Testing Branch Ordering Guide and Request for Delegation of Procurement Authority (DPA)

I hereby acknowledge that I have reviewed and understand the DOI IBC Drug and Alcohol Testing Branch Ordering Guide and request DPA to award and modify Task Orders (TO’s) under the Lab and Collections IDIQs. I also acknowledge there is a fee for use of the IDIQs, that the amount varies depending on whether the IDIQ use is through Direct Acquisition or Assisted Acquisition and that the fee is paid annually through Interagency Agreement (IAA) to DOI IBC’s Drug and Alcohol Testing Branch.

I affirm that I am a duly warranted Contracting Officer (CO) in good standing with my agency.

Attached is a copy of my current Certificate of Appointment or Warrant as a CO. If I have Federal Acquisition Certification in Contracting (FAC-C), I have attached a copy of that certification.

I wish to place orders under the following scenario (check one):

_______ Direct Acquisition _______ Assisted Acquisition

Please contact IBCDrugTestingStaff@IBC.gov to coordinate an IAA for use of the IDIQs.

[Name] Ordering Contracting Officer

COR Concurrence:

Alandra Harley-Stuckey Contracting Officer’s Representative DOI IBC Drug & Alcohol Testing Branch mailto:IBCDrugTestingStaff@IBC.gov

Appendix B: Delegation of Procurement Authority

MEMORANDUM FOR: Name: [OCO’s Name Here], Ordering Contracting Officer (OCO)

FROM: [CO’s Name Here] IDIQ Contracting Officer – Collection IDIQ [CO’s Phone Number Here) [CO’s Email Here]

[CO’s Name Here] IDIQ Contracting Officer – Laboratory IDIQ [CO’s Phone Number Here) [CO’s Email Here]

SUBJECT: Delegation of Procurement Authority (DPA) for OCO to Compete, Award and Administer Task Orders (a/k/a “Orders”)

IDIQs: Lab [Contract Number] and Collection [Contract Number] The purpose of this DPA is to ensure that the roles and responsibilities between the IDIQ CO and the OCO are clearly established. The authority granted to you under this DPA is limited to the named IDIQ and those Task Orders awarded by you or another OCO possessing a valid DPA in your current warranting organization. The DPA authority does not extend to the IDIQ Basic Contract or Task Orders awarded by other OCOs outside your current warranting organization. You will act as the central point of contact under each Task Order and are responsible for coordinating with the awarded contractor, the ordering agency and DOI IBC.

This DPA is subject to the following terms and conditions:

1. Compliance – You are expected to comply with the IDIQ’s terms and conditions, the

IDIQ’s ordering guide, the Federal Acquisition Regulation (FAR) or authorized agency supplement or exception thereto, applicable agency-specific statutes and policies, and the additional responsibilities defined in this DPA.

2. Duration – This DPA is effective until the expiration of the respective IDIQ contract or completion and closeout of the resultant Task Orders, whichever is later. You are also required to maintain a valid warrant authority. Notwithstanding the preceding, this DPA is as portable as your warrant. That is, if you change organizations and your warrant is still valid, the DPA is portable/you still maintain your DPA. However, if you change organizations and your warrant is no longer valid, this DPA is automatically revoked. In the event that you are re-warranted in a new federal organization (DoD or Civilian), a new DPA request will be expedited. The DPA cannot be redelegated.

3. Revocation – DOI IBC may revoke this DPA at any time for failure to comply with treaty, law, regulation, ethical standards and applicable federal acquisition policies and procedures. DOI IBC will be cognizant of the need to ensure Task Order continuity if such actions are initiated.

4. Scope Compliance – Ensure that Task Order work is within the IDIQ’s scope.

5. Funding – Verify that funding is available. Comply with appropriations law and financial policy. Ensure timely obligation of funds, and de-obligation and disposition of excess funds.

6. COR – If a Contracting Officer’s Representative (COR) is assigned to perform order monitoring functions, you must ensure that the extent of their authority and responsibilities is clearly defined and agreed upon. It is a best practice to complete COR designations in writing and present them to the contractor in order to establish clear roles and responsibilities during Task Order administration. Ensure that any COR you designate is properly equipped, trained and qualified to handle those responsibilities pursuant to your agency policy.

7. Task Order Protests, Disputes and Claims –Receive and respond to Task Order protests, disputes and claims. The warranting agency is responsible for the OCO’s decisions and actions as a warranted contracting officer.

8. Monitor and Evaluate Contractor Performance – Assure timely performance of

Task Orders and support compliance with the terms and conditions of the order and the contract. Take appropriate action to maintain the Government’s rights. OCOs should conduct contractor performance evaluations IAW FAR 42.15 and applicable agency policies. Interim performance evaluations are encouraged for each Task Order. OCOs may use their organization’s designated contractor performance reporting application, and are encouraged to email a copy of what they enter into their agency’s designated past performance repository to iBCLab- CollectionOrders@Ibc.doi.gov as a courtesy notice that a past performance evaluation has been recorded.

9. Cost or Price Analysis and Audits –Perform and document cost analysis and/or price analysis (FAR 15.4 Contract Pricing) as appropriate in determining the overall Task Order price to be fair and reasonable, as well as respond to any related audits.

10. Prompt Payment – Ensure prompt payment of contractor invoices and prompt rejection of nonconforming invoices.

11. Task Order Closeout – Perform Task Order closeout IAW FAR 4.804-5 and provide the IDIQ Contracting Officer with a Task Order closeout completion statement.

12. Requests for Information – Respond to any requests for information pertaining to

Task Orders awarded or administered by you including but - not limited to, Freedom of Information Act requests, and inquiries/audits by: Congress, Inspectors General, the Small Business Administration, the General Accountability Office and the DOI IBC.

Administrative Reporting – Upon award, OCOs are responsible for entering task order mailto:iBCLab-CollectionOrders@Ibc.doi.gov mailto:iBCLab-CollectionOrders@Ibc.doi.gov information into the Federal Procurement Data System – Next Generation (FPDS-NG). In addition to FPDS-NG reporting requirements, OCOs are required to provide Task Order information to the IDIQ Contracting Officer. Attachment A identifies the Task Order information required to be reported to the IDIQ Contracting Officer and COR.

Additionally, OCOs shall provide a complete copy of the order, the signature page, the work statement and the line items (equivalent to Sections A-J of the Uniform Contract Format, or equivalent if a commercial services Task Order) to the respective IDIQ Contracting Officer and COR e-mail address upon order award.

For more information about the IDIQs addressed in this DPA, please visit our website at https://ibc.doi.gov/HRD/drug-testing. There you will find a link to the specific IDIQ’s website which contains a copy of the Basic Contract along with other useful information, including various points of contact.

Attachment A and B – OCO Reportable Task Order Information Many of our administrative reporting requirements will be supported by the contractor.

The information provided by the contractor is needed as part of the Task Order procurement process. However, there is additional supporting data that may not necessarily be available to the contractor that is still needed to fulfill DOI IBC’s multi-agency contracting responsibilities.

For Lab Task Order awards, please complete and submit the task order information form(s) included with this DPA to IBCLab-CollectionOrders@ibc.doi.gov (Attention: [Insert CO’s Name]). Please include a copy of the Task Order with your submission.

For Collection Task Order awards, please complete and submit the task order information form included with this DPA to IBCLab- CollectionOrders@ibc.doi.gov (Attention: [Insert CO’s Name]). Please include a copy of the Task Order with your submission.

Thank you for your interest in DOI IBC’s IDIQ Program. If you have any questions regarding this DPA, the respective IDIQ, or our program in general, please feel free to contact a representative from the DOI IBC Drug and Alcohol Testing Branch at any time.

[Signature]

[CO Name] Contracting Office U. S. Department of the Interior Acquisition Services Directorate

Attachments (2)

1. Attachment A - Basic Award Task Order Information Form

2. Attachment B - Modification Information Form http://www.doi.gov/ibc/services/HR/drugalcoholtesting.cfm http://www.doi.gov/ibc/services/HR/drugalcoholtesting.cfm mailto:IBCLab-CollectionOrders@ibc.doi.gov mailto:IBCLab-CollectionOrders@ibc.doi.gov

Attachment A Basic Award Task Order Information Form

1. Task Order Number:

2. Award Date:

3. IDIQ # Awarded Under:

4. Project Title:

5. Award Amount:

6. Type of Order (FFP) (T&M) (Mixed):

7. Estimated Dollar Value (Including options if any):

8. Basic Task Order Performance Period:

9. Option Performance Period:

10. Was Task Order Performance Based? Yes or No

11. Ordering Agency Contracting Officer’s Name:

12. Ordering Agency Contracting Officer’s Address:

13. Ordering Agency Contracting Officer’s Phone Number:

14. Ordering Administrative Contracting Officer’s E:Mail Address:

15. Agency Name and address of Ordering Agency:

DOI IBC Drug and Alcohol Testing Branch Lab and Collection Task Orders: Please attach this form, along with a complete copy of the Task Order, to an email addressed to all of the following: IBCLab-CollectionOrders@ibc.doi.gov and IBCDrugTestingStaff@ibc.doi.gov (Attention: Alandra Harley-Stuckey).

mailto:IBCDrugTestingStaff@ibc.doi.gov

Attachment B Modification Information Form

1. Task Order Number:

2. Modification Type: A= Administrative, S= Supplemental, O=Other, C=Change Order

3. Modification No.:

4. Award Date:

5. IDIQ # Awarded Under:

6. Functional Area:

7. Modification Amount:

8. New Task Order Award Amount (Amount Funded):

9. New Estimated Dollar Value (Included options if any):

10. New Basic Task Order Performance Period:

11. Is this a Close-Out Modification? Yes or No

12. Ordering Administrative Contracting Officer’s Name:

13. Ordering Administrative Contracting Officer’s E-mail Address:

14. Ordering Administrative Contracting Officer’s Phone Number:

DOI IBC Drug and Alcohol Testing Branch Lab and Collection Modifications: Please attach this form, along with a complete copy of the modification, to an email addressed to all of the following: IBCLab-CollectionOrders@ibc.doi.gov and IBCDrugTestingStaff@ibc.doi.gov .

(Attention: Alandra Harley-Stuckey).

mailto:IBCLab-CollectionOrders@ibc.doi.gov mailto:IBCDrugTestingStaff@ibc.doi.gov