DCFS Oral Fluid Rapid Drug Test IFB Q and A~2.xlsx

XLSX spreadsheet 28 KB Posted Jul 25, 2019

Attached to: DCFS Instant Oral Fluid Drug Test Kits - IFB
Solicitation number: 20-418DCFS-PROCU-B-9536
Issued by: Illinois

About this file

Written by GovTribe AI · Aug 1, 2024

This document is an Invitation for Bid (IFB) issued by the Illinois Department of Children and Family Services (DCFS) for an indefinite quantity, indefinite delivery contract for Instant Oral Fluid Drug Test Kits, matching Oral Fluid Laboratory Confirmation Test Kits, HHS-Certified Laboratory Screening/Confirmation Testing, and related services. The contract is for a 4-year base term with four 1-year renewal options. Bid submissions are due by August 30, 2019, with the anticipated contract start date in late September 2019. Vendor training must begin within 60 days of contract award and full implementation is required within 75 days. The IFB includes details on the required drug test panels, shipping protocols, laboratory testing requirements, training needs, and vendor capabilities.

Pricing is to be submitted on a comprehensive basis, with no allowance for partial bids. The contract will be awarded to the lowest responsive and responsible bidder. There is a 2% Business Enterprise Program (BEP) goal, and bidders must either meet this goal or apply for a Good Faith Effort waiver. The IFB indicates this is a new program for DCFS, replacing a recent pilot program, and is intended to supplement the agency's current laboratory-based urine toxicology program.

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Other files

File	Type	Posted
BEP Utilization Plan v.14.1~2.pdf	PDF	Jul 25, 2019
Forms A Section V.18.1~6.docx	DOCX document	Jul 25, 2019
SAMPLE SACWIS Screenshots and Process - Oral Fluid IFB~1.pdf	PDF	Jul 25, 2019
FINANCIAL DISCLOSURES AND CONFLICTS OF INTEREST FY18-Procured Additional Steps~4.docx	DOCX document	Jul 25, 2019
IL IT Specific Supplemental Terms and Conditions - Amendment 2.doc	DOC document	Jul 25, 2019
IDCFS Toxicology Providers by County~1.xlsx	XLSX spreadsheet	Jul 25, 2019
Final - Oral Fluid Rapid Drug Test Kits and Training IFB Amendment 1 - fillable.docx	DOCX document	Jul 25, 2019
Forms B Section V.18.1~6.docx	DOCX document	Jul 25, 2019
DCFS and POS Offices for Oral Fluid Drug Test IFB.xlsx	XLSX spreadsheet	Jul 25, 2019
Letter of Intent Template v.14.1~3.pdf	PDF	Jul 25, 2019

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Sheet1

DCFS Oral Fluid Drug Test IFB Q&A
Open Market Bid 20-418DCFS-PROCU-B-9536
DCFS Reference# PO19-304
Questions Received During First Pre-Bid Meeting Round - Questions Due by 8/09/2019 5:00PM CST
ID#
1	Question:	How will the shipping of samples be conducted? For example, will samples from individual DCFS offices be consolidated and then shipped or will the individual DCFS offices ship samples separately? If shipping separately, from how many locations and how often?
	Answer:	See Section 1.3.2.4. Given the nature of this new program, specimens will likely be shipped one at a time from DCFS and POS offices throughout the State. The Agency will make every effort to combine specimens into single clinical bag or box when possible. DCFS has over 51 offices participating in this program, and an unverified number of POS offices. It is anticipated the samples will be shipped by DCFS and POS staff as soon as the sample is taken or by the next business day at the latest. Nearly all DCFS offices have daily UPS and USPS pickup. POS offices likely have daily pickup from one carrier or another, but service is not able to be confirmed until we identify the POS agencies that will participate in the program. During the DCFS Pilot Program, DCFS also utilized drop boxes throughout the State as needed.
2	Question:	Will DCFS consider a bid submission on the Instant Oral Fluid Drug Test Kits only or the Laboratory screening/confirmation testing only or does the bid submission need to be all inclusive?
	Answer:	No. Bid must be all inclusive. This is an important new program for DCFS and we are requesting the entire program be covered under one Contract. However, if you are only able to provide a portion of the bid we suggest and welcome joint partnerships or a prime-subcontractor relationship to enable submitting a single bid. Please plan to attend the pre-bid meeting to foster joint partnerships and prime-subcontractor relationships. If considering a joint partnership, please read the rules in the solicitation document carefully as both entities must be able to Contract with the State of Illinois as prime contractors.
3	Question:	Do the Instant Oral Fluid Drug Test Kits need to be 510 (k) cleared products or can they be meant for forensic use only?
	Answer:	The items requested in this IFB are for court-ordered tests.
4	Question:	The IFB states " A current list of DCFS Office locations is provided as an attachment to this IFB." I was not able to locate this list. Would you please direct me to where I can find it?
	Answer:	We apologize for forgetting to include the list. Please see list of locations attached with this Addendum.
5	Question:	"Additionally, all results shall include a business record certification. Agency can provide vendor sample business record certification language if requested." Would like to see sample language please.
	Answer:	See Sample Certification below. This is only a sample, actual vendor certification in shall provide certainty to results submitted. This certification is only required for positive confirmation tests. The IFB will be updated to reflect this clarification.

CERTIFICATION OF RECORDS

PURSUANT TO RULES OF EVIDENCE 803(6) and 902(11) ___(Name of records custodian), having been first duly sworn according to law, makes oath upon his or her personal knowledge as follows:

1. I, __(Name of records custodian)_, am the duly authorized custodian of the records for [name of entity], and in such capacity, I have authority to certify the attached records.

2. The attached records are true, correct, full and complete copies of all original records maintained by [name of entity] regarding [name of relevant individual], (Date of Birth: --/--/----).

3. The attached records were kept in the regularly conducted business activity of [name of entity] and were prepared as a regular practice and custom.

4. The attached records were prepared by the personnel of [name of entity] in the ordinary course of business at or near the time of the act, condition, diagnosis, or event reported thereon, and by a person or persons with knowledge of and a business duty to record or transmit those matters.

By: _____________________________________ Authorized Agent Title of Position

6	Question:	Is the “donor” required to provide written permission to the “Collector” prior to any and all tests administered?
	Answer:	Yes. It is anticipated the donor will provide consent for the Instant Oral Fluid Drug Test via signing the Instant Drug Test Kit Results Form, and if a follow-up Oral Fluid Laboratory Confirmation Drug Test is required, the donor will provide consent via signing the Laboratory Chain of Custody Form.
7	Question:	If the Department deems that there is a currently available technology that may not have been known at the time the bid was written that would allow for two parts of its (4) part process to be combined into just a single step, then would that still be considered an acceptable Responsiveness component? The Vendor owns the only patented technology that can combine step 1) instant testing…utilizing the Instant Oral Fluid Test Kits with step 2) the Oral Fluid Lab Confirmation Test Kits. Would the elimination, hassle, and potential risk of (2) separate test protocols be of value to the Department?
	Answer:	Yes. However to ensure competition and follow the Laws and Rules governing the Invitation for Bid process, the proposal still must be submitted in the requested format of the IFB to be considered Responsive. The IFB as written does not provide for additional consideration beyond price, assuming the proposal meets all other mandatory requirements. For the example provided, you would submit your bid for the kits proposed using Line A and B on the pricing table, and then line D and E would be labeled as “No Charge” or “N/C”, and then complete the rest of the table as applicable to your bid. You will repeat this format for the Renewal pricing table.
8	Question:	In regard to the section 1.3.1.5 “If at any time during the term of this Contract or optional renewals, there is an update to the technology for the Instant Oral Fluid Drug Test Kits, vendor shall provide the Agency with updated test kits at no charge to the Agency within 6 months of launching the updated kits after receiving Agency approval of the update”; Is the Agency requiring the vendor to upgrade upon request without increasing cost?
	Answer:	No. The requirement in this provision is to replace discontinued test kits with the new (replacement) model at no additional cost to replace kits already in the field. Unrelated products are not required to provided under this term. If the bidder is concerned with the potential cost increase there is a section in the pricing table to allow for a different price by the year. IFB will be updated to clarify intent of this term.
9	Question:	Who was the vendor for the Pilot Program and what device was used?
	Answer:	OOTW Inc., dba InOut Labs. Device for instant oral fluid testing during the Pilot was the Oral Cube 10 Panel plus Alcohol Strip, device for laboratory confirmation testing was the Intercept Oral Fluid Drug Test. Additionally, due to an error during the bidding process, DCFS was forced to utilize a second confirmation kit, Quantisal, and second laboratory to confirm non-negative alcohol results.
10	Question:	Will the Pilot vendor receive preference on this bid?
	Answer:	No. All vendors must provide the mandatory information and be deemed responsive and responsible. Then, low bid will determine the awarded vendor via the formula provided in the Pricing Section.
11	Question:	Can the Agency project the amount of kits and forms that each location will be requesting in order to assist the bidder in determining their shipping costs?
	Answer:	No. Since this is a new program and the Pilot was only conducted in four locations we are unable to provide usage by location. As general guidance, geographic population density, and proximity to Agency's current lab based urine toxicology collection sites will likely be the largest drives of usage. Please see list of current urine toxicology collection sites attached.
12	Question:	Is Agency firm on the panel in section 1.3.1.2 of the IFB?
	Answer:	Yes. However, see answer to #20 below. The Drug test panel was developed to match Agency’s current lab based urine toxicology program.
13	Question:	Is this replacing a current contract?
	Answer:	No. Agency use of oral fluid drug test kits has only been used during our Pilot program conducted in 2018. Pilot vendor’s Contract has expired and the Agency is seeking new test kits and a full statewide program rollout.
14	Question:	What brought about this change?
	Answer:	This is a new program to supplement the Agency's current lab based urine toxicology program in areas of the State where there are limited contracted collection sites and in situations where instant results are preferred This will help clients that may not live near a collection site and will provide Investigators with an instant tool to help inform their decision making to provide better outcomes for youth.
15	Question:	Is the emphasis on Training needs mostly around consent?
	Answer:	No. Consent is of course a topic that is expected to be addressed during training, but this is a new program so it is important to provide staff with thorough training prior implementation in the field. Lack of adequate training was the number one concern received during the Pilot, and Agency wishes to give staff hands on use of the kits, and training on all aspects of this new program.
16	Question:	Is the Donor required to give consent?
	Answer:	See answer to #6 above.
17	Question:	If the donor experiences dry mouth on the initial test, how will that be remedied for the second test?
	Answer:	The Agency welcomes bidders to reference their solution to this issue in their mandatory Process and Method for Testing submittal. This would also make a useful topic for training.
18	Question:	Does it matter if it the GC-MS or LC-MS method is used for the laboratory confirmation testing?
	Answer:	No. Both are allowed under CLIA certification guidelines.
19	Question:	Does the instant test kit thresholds have to match the lab test kit thresholds?
	Answer:	No. An initial screening (POCT) does not provide nanogram cutoff levels and CLIA certification mandates the Laboratory cutoff levels.
20	Question:	Can the Agency provide Panel Clarification? Why are the amphetamines not separated out?
	Answer:	The IFB will be updated to split out Ecstasy from the Amphetamines.
21	Question:	Is the award determined by price alone?
	Answer:	No. All vendors must provide the mandatory information and be deemed responsive and responsible first. Then, low bid will determine the awarded vendor via the formula in the Pricing Section.
22	Question:	Can the Agency describe how they intend to capture the results of the instant test and how the results are entered into the SACWIS system?
	Answer:	It is anticipated the results will be recorded on the Instant Drug Test Kit Results Form and then manually entered into SACWIS by the applicable Agency staff.
23	Question:	Is it possible to submit the bid exclusively in BidBuy?
	Answer:	Yes. Please submit a separate attachment for each packet as outlined in Section 2 offer to the State of Illinois.
24	Question:	If there are Federal funds as a part of this bid, then is there a “Made in the USA” requirement?
	Answer:	No. DCFS Children's Services Funds may be used to fund some or all of this Contract, however they are considered reimbursement funds and not Federal funds. As such, this Federal clause is not applicable.
25	Question:	Is the BEP percentage (2%) based on the total bid price or for a total percentage of work?
	Answer:	The BEP Goal is based on the total dollar value of the Contract. The 2% goal was determined to be achievable based on the estimated value of the Implementation and Training portion of the bid. However, as this is an Indefinite Quantity Indefinite Delivery Contract, if the award increases beyond our estimates in future years the dollar value of the 2% BEP Goal will also increase and vendors are expected to subcontract additional work to the registered BEP vendor listed in their Letter of Intent to meet the 2% goal.
26	Question:	Is Overnight Shipping a requirement for devices shipped to the lab?
	Answer:	Yes. Please see Section 1.3.2.4 for additional information. “Prepaid shipping shall be no less than 24-hour delivery via a major national carrier to the approved laboratory.”
27	Question:	What is the protocol for staff to ship devices? In other words, are they required to ship within a certain period of time after collection or from a pre-determined, centralized location such as a HUB.
	Answer:	See answer to #1 above.
28	Question:	The instructions regarding exceptions to terms and conditions are a little confusing. Are exceptions allowed, or will they disqualify a vendor? May modifications be requested in a bid response and resolved during contract negotiation?
	Answer:	Exceptions are allowed and will not automatically disqualify the bidder. As long as the exception is not to a mandatory requirement, state Law, or intended to provide the bidder with a competitive advantage over other bidders (unacceptable exceptions), the Agency will review and negotiate the exceptions with the vendor if they are determined to be lowest responsive and responsible bidder. If a bidder takes exception in a manner described above, they will be asked to withdraw the exception that is deemed to be unacceptable. If they do not withdraw their exception, they will be found nonresponsive. If the Agency is unable to come to agreement with the lowest responsive and responsible bidder on their exceptions, the Agency will reject their bid and begin negotiations with next low bidder.
29	Question:	What was the DCFS paying per rapid drug test kit, per confirmation kit, and per laboratory test during the pilot program?
	Answer:	$6.20, $5.00, and $38.00 respectively. See devices in answer to #9 above.
30	Question:	What is the anticipated contract start date?
	Answer:	Within two weeks of determining the lowest responsive and responsible bidder. We are anticipating the end of September 2019. Per Section 1.3 Milestones and Deliverables, vendors are expected to begin training within 60 days of award and be ready for full implementation within 75 days of award. Bidders are required to submit a Statement of Work with their bid detailing timeframes to complete full implementation.
31	Question:	Please verify that all testing performed under this contract would be for forensic testing (e.g. court-ordered) as opposed to clinical testing (e.g. to diagnose or treat a condition).
	Answer:	See answer to #3 above.
32	Question:	The DCFS has indicated that they require laboratory testing in compliance with HHS/DOT (SAMSHA). However, SAMHSA certification/DOT regulations are specifically meant to regulate federally mandated workplace drug testing for only 5 drug classes—Amphetamines/Methamphetamines (including MDMA but excluding MDEA), Cocaine, Opioids (including hydrocodone, hydromorphone, oxycodone, oxymorphone, and 6-MAM), PCP and Marijuana (THC)--in urine. As your agency focuses on court-ordered family monitoring as opposed to workplace or employment testing, SAMHSA certification and SAMHSA/DOT practices may not be quite as appropriate or necessary. For example, it appears that your agency is interested in testing for additional non-SAMHSA/DOT-regulated drugs (such as Alcohol, Benzodiazepines, and Methadone) and in oral fluids testing, which is currently not regulated under SAMHSA/DOT. Moreover, SAMHSA/DOT requires split specimen collections and a medical review officer (MRO) to provide a review of positive results prior to releasing them--which results in extra expense and extra time for results delivery. Further, the DOT has specific regulations regarding chain of custody forms that would make it impossible to provide the DCFS with a customized form as requested in the solicitation. Will the DCFS allow for CLIA certification/specimen processing as opposed to SAMHSA certification/specimen processing? Like SAMHSA, CLIA certification is also provided through the federal Department of Health & Human Services. Our CLIA laboratory provides services to thousands of government agencies across the country, including another state-level DCFS agency. We respectfully request that your agency allow the chosen laboratory to process specimens according to CLIA practices and protocols.
	Answer:	Yes. The IFB will be updated to reflect the change in certification. HHS protocol must be followed, and laboratory must be CLIA certified.
33	Question:	In sections 1.3.1.2 and 1.1.1.3 regarding cutoffs, the DCFS refers to DOT Rule 49 CFR Part 40. However, this CFR describes urine drug testing. Will the DCFS accept oral fluid laboratory tests (devices and lab tests) with cutoffs in line with industry standards?
	Answer:	See answer to #32 above.
34	Question:	Is the DCFS requiring review by a MRO of all positive tests?
	Answer:	No. However, a MRO or similarly licensed medical professional must be identified as the expert witness. See Section 1.3.8.1 for more information.
35	Question:	Would the DCFS consider utilizing a web-based program to initiate collections/print out COC forms instead of using paper forms? This would eliminate handwriting/legibility errors on specimens and help streamline testing at the laboratory.
	Answer:	No. Given the nature of investigators and case workers duties, they are not always in a office environment capable of printing a form. Additionally, Agency offices use group share printers which would require switching standard Xerox paper out for the this form every time it was needed. Agency will consider use as appropriate, however paper form is mandatory.
36	Question:	Would the DCFS consider changing their award criteria so that pricing is only a part of the total criteria? Factors such interfacing and training capabilities that the DCFS has mentioned as crucial factors in the success and ease of their program are being minimized to a yes/no checkbox capacity. Further, other benefits that vendors could offer to help streamline the DCFS’s program--such as the availability of web applications and specialized customer support--will not be a consideration if pricing is the sole determination of a winning vendor.
	Answer:	No. This is an Invitation for Bid. The Agency has placed minimum requirements on this bid to ensure any vendor found response and responsible will be required to provide the Agency with the goods and services requested.
37	Question:	Regarding user training, how many sites would require in-person training (i.e. are all 16 ½ day classes in different locations)? Would the DCFS consider training by webinar for any locations?
	Answer:	No. See answer to #15 above. Hands on in-person training is very important. We anticipate the 16 classes being divided up around the State in 5-6 locations. Chicago, and Springfield trainings are certain, after that the Northern Region, and Southern Region locations will be chosen by our Office of Learning and Professional Development. See Section 1.3.6.1 for more information.
37	Question:	The DCFS has indicated that they reserve the right to update the panel of drugs required, and new kits shall be provided at pricing in the Contract. If the DCFS requests additional drugs (an increase in the number of total drugs) or specialty drugs that change the cost of the device, will they consider a pricing increase (following negotiation and mutual agreement in writing / an amendment to the Contract)?
	Answer:	No. The requirement in this provision is to allow future changes to the panel to match Agency's current lab based urine toxicology program panel and remain current with drug usage trends for a single price for the Department. An increase in the total number of drugs in the panel is not required to provided under this term. IFB will be updated to clarify intent of this term. Specialty drugs that increase the price of the device are not considered in this term, if required in the future a Change Order will be required to Amend the terms of the Contract.
39	Question:	Can the DCFS please provide a copy of forms matching the DCFS S/TACWIS system field currently in use?
	Answer:	See attached screenshots of SACWIS fields for current urine toxicology program. Current protocol is: staff enter request in to SACWIS, urine toxicology collection site has access to SACWIS, staff notify donor of requirement to go to collection site, and lab results are interfaced back into SACWIS. Due to the intended use of oral fluid devices in the field, this process will have to be amended to accommodate field testing and the agency is not able to provide vendors with a list of the new fields required at this time.
40	Question:	Will the DCFS consider confirmations processed via liquid chromatography-tandem mass spectrometry (LC-MS/MS) instead of GC-MS for certain drug classes?
	Answer:	See answer to #18 above.
41	Question:	Would the DCFS consider a slightly longer turn-around time for processing specimens at the laboratory (72-96 hours)?
	Answer:	Yes. IFB will be amended to allow for processing time of 72 hours of vendor receipt of a confirmation test kit from the Agency.
42	Question:	We are unclear as to what a "business record certification" on all test results looks like. Please provide sample language and/or other details.
	Answer:	See answer to #5 above.
43	Question:	Will vendors be disqualified if they do not have a Minority, Women, or Disabled subcontractor quota met?
	Answer:	If vendor does not meet the BEP subcontractor goal, they must request a Good Faith Effort (GFE) Waiver with their bid or it will be considered nonresponsive. Failure to submit a BEP Utilization Plan and Good Faith Effort Waiver request with your bid will result in being found nonresponsive. Failure to receive a Good Faith Effort Waiver from the BEP Counsel will result in being found nonresponsive. Note: DCFS does not issue GFE Waivers, only the BEP Counsel can issue Waivers, the vendor must show good cause and provide significant documentation to support their claim or the Waiver will likely be denied. See Section A.22 and the BEP Utilization Plan for more information on the Good Faith Effort process and requirements of the BEP Act.
44	Question:	Regarding the REST API, can the DCFS provide a copy of the Service Level Agreement (SLA) that would be utilized?
	Answer:	DCFS is requesting the awarded vendor provide the first draft of a SLA for Agency review. DCFS Department of Innovation and Technology will review and negotiate SLA terms with the selected vendor.
45	Question:	Please verify that per section 2.5 of the IFB the DCFS will allow for a pricing narrative to accompany the pricing so vendors can explain scenarios in which certain fees might be applied (e.g. changes to drug panel).
	Answer:	No. This is an Invitation for Bid. The pricing table allows vendors to price all known scenarios that increase cost. All cost must be included in vendor's pricing table. Per answers to provided in this document, if vendor is concerned a requirement of the bid may increase cost and a line is not included in the pricing table, vendor should provide their concern as exception to the applicable term with their offer.
46	Question:	Would the DCFS consider laboratory testing that only includes a confirmation of the presumptive positive drug as opposed to a full rescreening of all drugs and then a confirmation? This would likely lower costs.
	Answer:	No. Agency used this approach during the Pilot program and found instant test did not always accurately indicate a non-negative for all drugs, sometimes due to the limitations of instant oral fluid test kits, and sometimes due to user error. The Agency does not intend to provide the results of the instant tests to the Laboratory. Per Section 1.3.4.2 the laboratory is to conduct an initial screening of the full panel, and then confirm non-negative results from the screening.
47	Question:	The formulas to determine low bidder seem a little unusual -- in 1.2.1.4.1 "Initial Term," it includes calculations for B and E and I, which are for renewals (years 3 & 4), and similarly, in 1.2.1.4.2 "Renewals," it includes calculations for A and D and H, which are for initial terms (years 1 & 2) and is missing O, which is a cost per year. Do these need to be revised?
	Answer:	Per Section 3.1 the Contract has an initial term of four years, with four one-year renewals options. There are two pricing tables, one for the initial term (years 1-4) and one for the renewal years (5-8). See Section 2.5.2.2 for the Renewal table.
48	Question:	The DCFS has indicated that the formulas in section 2.2 will be used to determine low bidder. Does this mean that pricing entered for years 5-8 will not be considered in determining lowest bidder?
	Answer:	See answer to #47 above. There are two pricing tables, one for the initial term, and one for the renewal term and both are considered to determine the low bidder.
49	Question:	Regarding the IT Supplemental T&C, section 7.C Data Backup, our company typically only maintains 4 weeks of data backups. Would the DCFS consider allowing 4 weeks?
	Answer:	Yes. The IT Specific Supplemental Terms and Conditions will be amended to allow for 4 weeks of backup.
50	Question:	Regarding the IT Supplemental T&C, section 8.B Software and Deliverable Cure Period, could the DCFS please clarify what the period would be? Would this be mutually determined by the DCFS and the contractor based on issue severity and competing priorities?
	Answer:	This term is only applicable to the Acceptance of the API assistance. The cure period will be mutually agreed to by both parties, however term shall not delay statewide implementation. This term allows for partial Acceptance, however vendor will not be paid for the API assistance, Line J, until complete Acceptance is granted.
51	Question:	Regarding the IT Supplemental T&C, section 9.A Known Defects, the scope here is very broad. Our company does not normally notify clients in detail for every outage/issue which could be deemed to fall under this scope. Would the DCFS consider modifying this section to a more narrowed scope/set parameters?
	Answer:	The intent of the term is to notify the Agency immediately of known defects creating any security vulnerabilities or catastrophic failure of the vendor's system. Agency is open to limiting language that does not create a security vulnerability and will negotiate language with the awarded vendor and DoIT. Vendor should include this language with their bid via the exceptions section.
52	Question:	Regarding the IT Supplemental T&C, section 9.C Coverage, is 24-7 support truly required for the type of products/services required in this solicitation? In the IFB, the DCFS has only asked that the helpdesk be available from 9:00a to 5:00p CST.
	Answer:	No. Agency does not require 24-7 IT support. Response times for different types of incidents will be negotiated in the SLAs depending on severity of the incident. The IT Specific Supplemental Terms and Conditions will be amended to remove the 24/7 requirement and refer back to the IFB and resulting Contract.
53	Question:	The IT Supplemental T&C asks for many documents and pieces of information that are not normally distributed to clients, as they include proprietary information and contain information that could be used to exploit our network (e.g. System Security Plan / architecture diagram, security status reports). Some of the notifications involved also seem excessive (e.g. daily backup logs, monthly Security Status Report, quarterly summary reports of Intrusion Detection System and Intrusion Prevention System events). Would the DCFS consider providing waivers on some of these requirements?
	Answer:	The State of Illinois Department of Innovation and Technology (DoIT) mandates specific IT security requirements for vendors connected to State IT infrastructure. DCFS is not able to provide a yes/no to this question at this time. Vendors may include their list of waiver request as exceptions with their bid. Please note: DCFS is not able to grant any waivers, and DoIT will not grant waivers for any requirement they believe will cause a security threat to State IT infrastructure.
54	Question:	Regarding IT Supplemental T&C section 17.D.18, please define what data is being requested.
	Answer:	Examples include but are not limited to, access logs, system logs, operating system logs, error logs, ext. In the event of a security breach, analyzing logs is the best way to identify cause. Logs will only be required in the event their is an incident that requires the State to seek information from vendors with access to the State IT infrastructure.
55	Question:	Who is the manufacturer of the oral fluid test kits did you complete the pilot with?
	Answer:	See answer to #8 above.
56	Question:	Was the trials completed with the exact configuration requested in the IFB?
	Answer:	No. IFB requests include lessons learned during the Pilot.
57	Question:	How many test strips was on the oral fluid test on the pilot / how many is expected for the IFB?
	Answer:	Pilot - 825 Instant, 380 Confirmation kits, unknown number of lab tests. Usage estimates are provided in the IFB, we estimate annual usage at 32,000 Instant, and 13,000 Confirmation kits and lab tests.
58	Question:	The industry standard of reporting results is 72 hours for confirmations. What will be the allowable time to report results for this Contract?
	Answer:	See answer to #41 above. IFB will be amended to allow for 72 processing of both the screening and confirmation tests.
59	Question:	The statement regarding the helpdesk in the Description of Supplies and Services are confusing. Are we to quote the Helpdesk cost separately on line O of the format pricing or build into other pricing?
	Answer:	Yes. Annual pricing to meet the requirements of Section 1.3.6.5, should be included in Line O of initial term pricing table and Line J of the Renewal pricing table.

Questions Received During Second Pre-Bid Meeting Round - Questions Due by 8/30/2019 5:00PM CST
ID#
1	Question:	Will a robust on-line, webinar type training suffice?
	Answer:	No. See answer to #37 above. In person training is very important and is required.
2	Question:	Will training be in Chicago and Springfield only?
	Answer:	No. See answer to #37 above. Agency can guarantee training will occur in Chicago and Springfield, but we have not chosen locations for the remainder of the State. Agency anticipates 3-4 more locations in addition to Springfield and Chicago. Possible locations include Mt. Vernon, East St. Louis, Rockford, Peoria, Bloomington, Champaign, or the Chicago suburbs.
3	Question:	How do you anticipate the Agency will breakup the 16 half days of training?
	Answer:	Agency does not have a final plan and will work with the awarded vendor to complete the trainings. Agency's primary concern is to ensure we provide high quality training to a diverse population of staff around the State to enable a strong program implementation. Per the IFB, training must start within 60 days of Contract award. Agency anticipates the trainings will be completed over a 2 weeks period at 5-6 locations broken out by end user populations in each region. The Agency preliminarily anticipates 4-6 classes in Chicago, 2-4 in Springfield, and the remainder broken out between the 3-4 locations for the remainder of the State.
4	Question:	Can we submit using BIDBUY?
	Answer:	Yes. See answer to #23 above.
5	Question:	From an IT aspect, is the Agency requesting testing results are inputted into Agency's system or vendor's system?
	Answer:	Initial input will be to the Vendor's System. Agency will collaborate with the Vendor to construct an API which the data from the Vendor’s system will be transferred to the Agency’s Systems. Agency has requested one price for vendor to provide assistance in establishing the API. There are significant requirements the vendor must follow due to their system connecting to the State's IT integration between the Vendor’s system and the Agency systems. Requirements are outlined in the IT Terms and Conditions.
6	Question:	You have stated the vendor should provide a first draft of the SLA, what is your intention with that?
	Answer:	Typical State SLAs are established for larger IT systems that require more robust terms and requirements than we believe are necessary for this Contract. We want to see the Vendor's perspective first, and then the Agency and DoIT will negotiate with the awarded vendor to get a mutually agreed level of support.
7	Question:	Is SLA agreement between our IT provider & DCFS?
	Answer:	No. Since the Agency does not have a Contractual relationship with your IT provider, the agreement will be between the Agency and the awarded vendor. Any responsibilities vendors have with another entity are the vendors responsibly. If vendors use a IT provider to support the test results system, they can and should be apart of the negotiation as they will likely have the required information necessary to help establish the API and will be the party to fulfill the requirements of the SLAs. However, the requirements ultimately still fall on the awarded vendor.
8	Question:	All Deliverables and Work Products shall be retained by the State and the Supplier for review by Federal authorities for the duration of the project. All deliverables and Work Product will become property of the State. Does this include owning our software?
	Answer:	No. Work product derived from a vendor's software paid for with State funds, such as the underlining data or reports, will become the property of the Agency upon Contract termination or expiration. Software or work product developed prior to the award of this Contract, not paid for by State funds, remain the property of the creator.
9	Question:	16.A Indemnification of Data Breach. Supplier shall fully indemnify the State against any and all 3rd party claims against the State due to a data security breach or unauthorized access of the data. This clause appears to hold us accountable for a breach that came from the State’s negligence (some State employee posting login info on a website or something like that). This should be clarified.
	Answer:	It was not the Agency's intent to hold vendors responsible for breaches caused solely by the State. IT Term 16.A has been amended to clarify our intent. Amended IT Terms will be posted as an Addendum with these Questions and Answers.
10	Question:	17.D.28 Supplier shall ensure that they will utilize industry standard malware protection, incorporating both signature and non-signature-based detection mechanisms, on all systems with access to Content. Will the state be responsible for guaranteeing their systems for this as we cannot check them?
	Answer:	Yes. The Agency will be responsible for Agency wholly owned hardware and software. Vendor is responsible for all hardware and software provided by the vendor.
11	Question:	1.3.6,1 All 16 half day training classes shall be filmed by the vendor for use in creating a training video for the Office of Professional Development. Are we to assume this is separate from the Training Module requirement?
	Answer:	See 1.3.6.5. for additional information. It is anticipated the video created during the initial 16 half day classes, once edited, will be the foundation of the training module. The Agency currently owns a Virtual Training Center (VTC) and the edited video, along with the accompanying written material, will form the training module to be accessed on-demand to train new employees. The VTC will be used by Agency staff trained during program implementation, to train employees new to oral fluid drug testing devices, along with the written material and hands-on use of the devices.
12	Question:	Section 1.3.2.4 Return Shipping: Would you allow proposer to utilize different methods of shipping as long as the turn-around time for processing specimens remains within 72 hours?
	Answer:	Section 1.3.2.4 requires 24 hour shipping from DCFS and POS office locations to the vendor's laboratory. The 72 hour processing time of screening/confirmation testing is referenced is in Section 1.3.4.2. Without additional information we're unable to provide an accurate answer to this question. If the question is asking if shipping to the laboratory can take 48 hours, and then the laboratory screening/confirmation processing can be completed with 48 hours thereby remaining within the 4 day turnaround time from shipping to completion of laboratory screening/confirmation testing; the answer is: as long as the extra 24 hour shipping time will not degrade the test sample, and the laboratory is prepared to put their 48 hours turnaround time in writing and guarantee it, yes this arraignment would be acceptable. Please include this information in the exceptions section.

File details come from the government source that posted it. Updated Aug 1, 2024.