Drug_and_Alcohol_Testing_Services_Citywide.pdf

REQUEST FOR PROPOSAL

2026-RFP-072

DRUG AND ALCOHOL TESTING SERVICES CITYWIDE

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: June 25, 2026

DEADLINE FOR QUESTIONS: July 10, 2026

RESPONSE DEADLINE: July 31, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

Drug and Alcohol Testing Services Citywide

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. SELECTION CRITERIA

V. INSURANCE AND SAFETY REQUIREMENTS

VI. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

VII. VENDOR QUESTIONNAIRE

VIII. PRICING PROPOSAL

Attachments:

A - Indemnification 2026 Contractor

H - Human Trafficking Affidavit

I - Drug-Free Workplace & Mandatory Testing Policy 1.14.25

Request For Proposal #2026-RFP-072 Title: Drug and Alcohol Testing Services Citywide

1. NOTICE

Drug and Alcohol Testing Services Citywide

FOR THE CITY OF LAKELAND

Thursday, June 25, 2026

RFP No.2026-RFP-072

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 2:00 pm – Friday, July 31, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website at https://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780.RFP Documents are Required for Submittal. Respondents are required to submit their response through the Portal. Respondents shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO

PROVIDE:Drug and Alcohol Testing Services Citywide.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Friday, July 10, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Bidders requiring clarification or having a dispute with these documents must advise the City Purchasing

Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Friday, July 10, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Bidder waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Bidder convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

https://procurement.opengov.com/portal/lakelandgov

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Respondent to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Respondent and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Exparte communication may be grounds for disqualifying the offending Respondent from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General

Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Bidder agrees that any contract awarded to Bidder will be subject to termination by the

City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of

Lakeland. Further, all respondents must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent’s firm or any of its branches.

The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

1.11. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.12. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit responses/bids on behalf of respondent/bidder, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

1.15. ADDENDA

It is the Respondent’s responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Respondent shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Respondent to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.17. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Respondent is included with this RFP

Attached herein, should the City require such.

1.19. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision. Bidders are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Bidder’s inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. RFP SUBMITTAL

Respondent shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company

Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Respondents. There is no obligation to buy. The

RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

1.21. FLORIDA INTERLOCAL COOPERATION ACT OF 1969

Pursuant to the Florida Interlocal Cooperation Act of 1969 (Section 163.01, Florida Statutes), as amended, the successful Respondent/Contractor agrees to extend the identical terms, conditions, and pricing of this contract to any other qualified public agency within the State of Florida. Such agencies may include, but are not limited to, counties, municipalities, school districts, and other political subdivisions. Participation by any other public agency under this provision is purely optional and at the sole discretion of that agency. The City of Lakeland shall not be responsible for any obligations, liabilities, payments, or disputes arising from the use of this contract by any other public entity.

1.22. TIE BREAKER

Tie bids/quotes/scores will be decided based on the Respondent whose business address as submitted is closest to City of Lakeland City Hall at 228 S. Massachusetts Ave., Lakeland, FL 33801.

2. INTRODUCTION

2.1. Summary

The City of Lakeland, hereinafter referred to as the "City," is soliciting proposals from reliable and qualified proposers, hereafter referred to as "Firm," to assist the City in maintaining a drug-free workplace in compliance with the Florida Drug-Free Workplace Act (F.S. 440.101 and 440.102) on a **CITYWIDE** basis for all City departments and work locations.

It is important that the City contract with a reliable and qualified Firm with knowledge of all applicable federal, state, local, and City laws and practices required to render comprehensive, professional, confidential, legally compliant and random drug and alcohol screenings, post-accident drug and alcohol screenings, and reasonable suspicion drug and alcohol screenings as set forth in this RFP; including, but not limited to: DOT & Non-DOT Drug Screens, DOT & Non- DOT Alcohol Testing, On-Site After-Hours Drug & Alcohol Testing, On-Site Random Drug & Alcohol Testing, and Random Selection Process. The City will check references to help determine the most desirable Firm.

The awarded Firm providing services will be expected to adhere to and follow the guidelines set forth in the City's "Drug-Free Workplace & Mandatory Testing Policy," attached hereto.

(ATTACHMENT I)

Pursuant to the Florida Interlocal Cooperation Act of 1969 (Section 163.01, Florida Statutes), the resulting contract may also be utilized by other qualified public agencies throughout the State of Florida.

Evaluation of the proposals will be based on the competitive selection process in which the evaluation of proposals will not be limited to price alone. The selection of a Proposer with whom to contract shall be based on the “best value to the City”. Best value means the overall value to the City, in the City's sole discretion.

The selection committee, shall select the proposals that will provide the best value to the city.

2.2. Background

1. INTRODUCTION/PURPOSE:

The purpose of this Request for Proposal (RFP) is to select a qualified Firm to support the City's efforts to proffer and maintain a drug-free workplace environment for the benefit of all City employees and the general public, and in accordance with Florida law.

2. CONTRACT PERIOD:

Effective date of the Contract will be on September 1, 2026 (or date of actual award) for a period of three years, expiring on August 31, 2029, with the option to extend the Contract for two additional one-year periods, upon mutual agreement of both parties, for a total contract term of five years. Based on the response to this RFP, the Selection Committee will select and/or recommend to the City a Firm to provide the services required under this RFP.

3. BACKGROUND:

The City currently utilizes Medi-Test, Inc. for Occupational Health Services.

The City is located in central Florida and employs close to 2,700 employees with approximately 1,600

First Responders and Safety Sensitive positions included in the current random pool. Included in the total but in a separate pool there are just under 400 Commercial Drivers' licensed employees.

Risk Management/Safety administers the City’s Drug Free Workplace program which includes but is not limited to random testing, reasonable suspicion, and post-accident testing. The City is self-insured for

Workers’ Compensation, thereby enjoying a credit from an active Drug-Free Workplace Program.

Proposals will be reviewed, scored and ranked by a Selection Committee using the evaluation criteria as outlined herein, and may conduct interviews with the top ranked Firms. The Selection Committee will make recommendations to the City Commissioners, which has the sole authority to make the final determination to award, revise, or reject a contract with the selected Firm.

4. CONTRACT NEGOTIATION:

The City, at its sole discretion, reserves the right to enter into contract negotiations with the #1 ranked, responsive, qualified Firm. If the City and said Firm cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with the next highest ranked, responsive, qualified

Firm.

5.. QUALIFICATION CRITERIA::

Experience with other public entities, preferably entities police, fire, electric and water utilities of similar size, complexity and magnitude is strongly preferred.

Background information should be furnished as applicable (see questions), regarding the size of agency, personnel and qualifications (particularly of the representative who will serve the city), services,

• DOT & NON-DOT DRUG SCREENS

• DOT & NON-DOT ALCOHOL TESTING

• ON-SITE AFTER-HOURS DRUG & ALCOHOL TESTING

• ON-SITE RANDOM DRUG & ALCOHOL TESTING

• RANDOM SELECTION PROCESS

2.3. Contact Information

Cristy Newton

Purchasing Manager

1140 E. Parker Street

2nd Floor

Lakeland, FL 33801

Email: cristy.newton@lakelandgov.net

Phone: (863) 834-6788

Department:

Risk Management & Purchasing

2.4. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release June 25, 2026

RFP questions deadline July 10, 2026, 5:00pm

City responses to vendors July 17, 2026, 5:00pm mailto:cristy.newton@lakelandgov.net tel:(863)834-6788

RFP proposal due date July 31, 2026, 2:00pm

Bid Opening

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/283327804071

912?p=eJgx6fdmJy8VJUWHQ6

Meeting ID: 283 327 804 071 912

Passcode: PF6qs6ff https://teams.microsoft.com/meet/283327804071912?p=eJgx6fdmJy8VJUWHQ6 https://teams.microsoft.com/meet/283327804071912?p=eJgx6fdmJy8VJUWHQ6

3. SCOPE OF WORK

3.1. Drug and Alcohol Testing (Random and Reasonable Suspicion)

The City of Lakeland is requesting proposals from Firms to provide comprehensive drug-free workplace services, including employee drug and alcohol testing, policy support and compliance management. These services will apply to all City of Lakeland departments in various locations. Each department has a designated testing location; we currently utilize approximately 25 testing locations. The City has an average of approximately 1300 tests performed yearly. The data provided is based on prior year’s testing and anticipated needs, not guaranteed purchase quantities. The successful bidder shall furnish all labor, materials, equipment, tools and supervision necessary to perform screening services as specified.

The successful Firm shall provide all labor, materials, equipment, tools, supervision, and services necessary to provide professional, confidential, and legally compliant drug and alcohol testing for Pre-Employment/Post-offer job applicant, Fitness-for-duty, Reasonable Suspicion, Post Vehicular, Injury, Illness or Industrial-Accident, Random, Direct Observation, Steroid, Return to Duty and Medical Review Services on a random basis, after-hours emergency basis or as requested by the City on a citywide basis. Medical Review Officer (MRO) must be bilingual in

English and Spanish. Responses must incorporate evidence-based best practices for drug and alcohol testing. Services provided shall be available twenty-four (24) hours a day, seven (7) days a week, including holidays and be in compliance with all applicable federal, state and local and city laws and practices.

Scope of Services:

The Firm shall provide the following testing services including but not limited to:

Required Testing Services

• Services shall be available On-Site twenty-four (24) hours a day, seven (7) days a week.

• All services shall be available On-Site.

• DOT & non-DOT Drug testing

• DOT & non-DOT Alcohol testing

• Drug & Alcohol testing

• Random drug testing

• Post-accident drug testing

• Reasonable suspicion testing

• Return-to-duty / follow-up testing

• Pre-employment drug testing (optional)

Testing Methods May Include

• Urine testing

• Oral fluid testing

• Hair testing

• Alcohol testing (Breathalyzer) and the following panels:

1. (10) Panel DFWP Drug Screen (Urine)

2. (10) Panel DFWP Drug Screen (Swab)

3. (5) Panel DOT Drug Screen

4. Breath Alcohol

5. Blood Alcohol

6. Steroid Testing

7. On-Site Collection Fee (Regular Business Hours 8:00am-5:00pm)

8. On-Site Collection Fee After Hours (Emergency Any time before 8:00am and after 5:00pm)

Scheduling and Coordination

• Program Administration

• Random selection management

• Result reporting and secure data management

• Medical Review Officer (MRO) services

• Chain-of-custody documentation

Compliance & Policy Support

• Assistance in developing or updating a drug-free workplace policy Compliance with:

o U.S. Department of Transportation regulations o Drug-Free Workplace Act (F.S. 440.101 and 440.102) o State and City regulations o Training & Education o Supervisor training for reasonable suspicion o Employee awareness programs o Policy communication support

Responsibilities

SPECIMEN COLLECTION AND PROCESS

Firm must follow generally accepted chain-of-custody procedures when handling test specimens. A chain-of-custody form shall be completed when a specimen has been collected and is being transported from the testing site. This form ensures the identity and integrity of the specimen through transport, testing and reporting of results.

Notification and Determination

Once it has been determined that an individual needs to be tested, the individual referred to as the

“donor” will be notified.

The donor will proceed to the collection site where a secure location (i.e. restroom) will be provided to provide a specimen sample.

If requested, the collector will observe the donor urinate into a sterile container, ensuring privacy and confidentiality of the donor.

Volume, temperature, and any signs of adulteration will be checked by the collector. The specimen is to be split for testing and confirmation if necessary.

The specimen is to be sealed, confirming the donor’s identity on the Custody and Control form.

The sealed specimen is to be sent to a laboratory for drug and alcohol testing and analysis using a five-panel or more comprehensive panel in accordance with the Department of Transportation.

Results from the specimen are sent to the MRO for review and final disposition, which may include further testing, confirmation of results or other options in accordance with Department of

Transportation (DOT).

MEDICAL REVIEW BY MEDICAL REVIEW OFFICER

Medical Review Officer (MRO) - MRO must be a licensed physician (Doctor of Medicine (MD) or Doctor of Osteopathic Medicine (DO)) with knowledge of pharmacology of drug abuse, drug testing procedures, pharmacology, toxicology, and medical explanations for positive drug test results. The MRO must be bilingual in both English and Spanish.

MRO must be able to demonstrate they have completed training in the proper performance of MRO services by successfully completing an examination administered by a nationally recognized MRO certification board. With the ongoing advances in the drug testing arena and regulatory changes, MRO must remain current with these changes by participating in at least twelve (12) hours of continuing medical education (CME) pertaining to MRO functions during each three-year period.

Acting as a gatekeeper for the accuracy and integrity of the drug and alcohol testing process, the MRO is responsible for and must review laboratory results of the drug and alcohol screening, ensuring the drug and alcohol tests are interpreted accurately, fairly, while protecting the rights of both the employer and the employee.

Training, Certification and Guidelines

MRO must undergo initial and requalification training and pass examinations administered by nationally recognized entities or subspecialty boards approved by the Health and Human Services Secretary.

MRO must be trained on any revisions to federal mandatory guidelines prior to the changes becoming effective.

Chain of Custody. MRO must be trained in collection procedures, interpretation of results, chain of custody, reporting, and recordkeeping requirements.

Conflict of Interest. MRO must not derive any financial benefit from having a specific test facility used or have any agreements that could be construed as a potential conflict of interest.

Knowledge

Knowledge and clinical training in controlled substance abuse disorders, including detailed knowledge of alternative medical explanations for laboratory-confirmed drug test results.

Knowledge of issues relating to adulterated and substituted specimens and possible medical causes of invalid results.

Knowledge of the Procedures for Transportation Drug and Alcohol Testing Programs, the Department of

Transportation MRO Guidelines, and DOT agency rules applicable for any employer which the MRO provides services, chain-of-custody process as required by the State of Florida under the Drug Free

Workplace Act and or the Department of Transportation.

In addition, the pharmacology of drug abuse, accepted pharmacological treatment and standard prescribing practices for specific disease process. Understand the use and authorization to prescribe controlled substances consistent with Drug Enforcement Agency (DEA) rules and regulations.

MRO must use ethical considerations in workplace drug testing programs laboratory testing methodology and quality control, laws and regulations related to the use of illicit and licit substances, chemical dependence and addiction behavior and employee assistance programs and rehabilitation.

Medical Information

Medical information must be collected in a database that can provide both aggregate reports as well as specific individual information, that is electronically secure only to the City and preauthorized medical providers.

The medical provider will identify and retain medical records, in a manner of their choosing, so that they can be secured as personal medical records, while complying with Florida Records Retention statutes.

At no time will an individual's medical information be released, or shared, with any City department and/or any other medical provider without written authorization by the employee, except as specifically directed in writing by the City.

Requests for authorization to transfer or destroy any or all of the medical information must be made in writing, by certified mail, to City at least 30 days in advance and may not be destroyed without a written response by the City.

All medical records shall be electronically encrypted and transmitted from the Provider to the City with a secure encryption level meeting HIPPA requirements, at no cost to the City. All invoices shall be original for payment with a separate .pdf or similar document of the medical records for electronic transfer to the City's filing system.

Selection Criteria

Proposals shall be evaluated based on:

• Qualifications, Experience, Licenses, and References

• Understanding and Approach

• Capacity

• Fee Structure

Proposal Format and Content

Proposers should organize their technical proposal in a single PDF file using the following TAB structure that directly corresponds to the Evaluation Criteria below. Clearly label each TAB and address all items listed under that TAB. Some overlap of information between TABs is expected and permitted. The Selection Committee will evaluate proposals based solely on the content provided in the designated TABs.

TAB 1 – Proposal Requirements - General Proposal Information

Vendors should include:

1. Company background

2. Description of services offered

3. Testing methodologies and lab certifications

4. Technology platform overview

5. Implementation timeline

6. Pricing structure (summary only — detailed pricing goes in TAB 5)

7. Client references (full details go in TAB 2)

TAB 2 – Qualifications, Experience and Licenses (30 points)

• MRO and Firm’s qualifications, experience and licenses.

Proposer Qualifications:

Qualified proposers should provide services including but not limited to:

Proposers should demonstrate:

• Experience providing workplace drug testing programs

• Certified laboratory partnerships

• SAMHSA-certified lab usage (recommended)

• Licensed MRO services

• Ability to provide nationwide or regional testing sites

• Experience with organizations of similar size/industry

Relevant standards may include:

• Substance Abuse and Mental Health Services Administration guidelines

• College of American Pathologists lab accreditation

• Prior experience in providing evidence-based best practices for drug and alcohol testing services similar in scope and nature stated in this RFP.

• Experience in working with and coordinating with City Staff for services related to drug and alcohol testing.

• Firm’s experience providing services for agencies with more than 1,800 employees.

• Resumes of key personnel demonstrating knowledge, skills and professional licenses and certifications.

• References (minimum of three, using the format in Section 5 - REFERENCES, Questions 15.1, 15.2, and 15.3).

TAB 3 – Understanding and Approach (30 points)

• Knowledge of applicable federal, state, local and city laws and practices.

• Knowledge and experience with professional, confidential, and legally compliant pre-employment, random, reasonable suspicion, post-accident, steroid testing and medical review services.

• Knowledge and experience in understanding the importance of 24-hour turnaround time for results, transportation of sample, Gas Chromatography / Mass Spectrometry (GC/MS) Confirmation, Chain of Custody Forms and medical review of services.

• Demonstrated ability to work efficiently and cooperatively with City staff; past performance with the City, and others (if applicable).

Deliverables:

The proposer should provide:

• Implementation plan and timeline

• Policy templates and compliance guidance

• Online platform or portal for test ordering and reporting

• Monthly or quarterly program reports

• Customer support and account management

TAB 4 – Capacity (20 points)

• Capacity to mobilize and perform the required services of this RFP.

• Available personnel and equipment.

• 24-hour on-call availability, including holidays.

• 24-hour turnaround time.

• Continuous training of Firm’s Staff and MRO.

• Insurance.

TAB 5 – Fee Structure (20 points)

• Completed Fee Schedule using the pricing tables in Section 8 (or the attached Excel template).

• Any additional pricing clarifications or notes.

Governing Standards

A. All random drug testing conducted under this procedure shall comply with applicable federal drug and alcohol testing regulations and Florida law governing drug-free workplaces for public employers.

B. Specimen collection, chain-of-custody, laboratory analysis, and medical review shall be performed in accordance with DOT and HHS standards, as administered by the City’s contracted Third-Party Administrator (TPA).

Covered Positions

A. Risk Management shall maintain the official list of all positions designated as:

1. Mandatory-Testing Positions; and

2. Special-Risk Positions.

B. Only employees occupying these designated positions shall be included in random testing pools.

Random Testing Pools

A. Risk Management shall provide the TPA with an updated roster of employees occupying mandatory-testing and special-risk positions. Pool inclusion is based solely on position classification.

B. Risk Management is responsible for notifying the TPA of:

1. Work locations and changes, as needed for collection logistics.

Method of Random Selection

A. Random selections shall be generated by the TPA using a dedicated electronic software system designed exclusively for drug and alcohol testing program administration and recordkeeping.

B. The electronic system shall generate random testing pools based on pre-established parameters aligned with applicable federal and state guidelines. This will ensure each covered employee has an equal probability of selection during each selection cycle.

C. Random pools shall be generated on a periodic basis throughout the calendar year, and cumulative testing percentages shall meet or exceed applicable regulatory minimums for both DOT-covered and non-DOT drug-free workplace classifications.

D. The City shall not generate, influence or alter random selection outcomes.

Scheduling and Notification

A. Random testing shall be conducted without advance notice to departments or employees.

B. The TPA shall appear unannounced at City work locations identified by Risk

Management for the purpose of conducting random testing.

C. Upon arrival, the TPA collector shall contact the employee’s supervisor solely to direct the selected employee to the collection site. Supervisors shall not receive information regarding pool composition or selection criteria.

A. DOT & NON-DOT DRUG SCREENS

B. DOT & NON-DOT ALCOHOL TESTING

C. ON-SITE AFTER-HOURS DRUG & ALCOHOL TESTING

D. ON-SITE RANDOM DRUG & ALCOHOL TESTING

E. RANDOM SELECTION PROCESS

4. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, Experience, Licenses, and

References

Qualifications, Experience, and Licenses

MRO and Firm’s qualifications, experience and licenses.

Prior experience in providing evidence based best practices for drug and alcohol testing services similar in scope and nature stated in this RFP.

Experience in working with and coordinating with City Staff for services related to drug and alcohol testing.

Firm’s experience providing services for agencies with more than 1,800 employees

Resumes of key personnel demonstrating knowledge, skills and professional licenses and certifications to providing the requested services of this RFP.

References

References

Points Based 30 (30% of Total)

2. Understanding and Approach

Understanding and Approach

Knowledge of applicable federal, state, local and city laws and practices.

Knowledge and experience with professional, confidential, and legally compliant pre-employment, random, reasonable suspicion, post-accident, steroid testing and medical review services.

Knowledge and experience in understanding the importance of 24-hour turnaround time for results, transportation of sample, Gas

Chromatography / Mass Spectrometry

(GC/MS) Confirmation, Chain of Custody Forms and medical review of services

Demonstrated ability to work efficiently and cooperatively with City staff; past performance with the City, and others (if applicable).

Points Based 30 (30% of Total)

3. Capacity

Capacity

Capacity to mobilize and perform the required services of this RFP.

Available personnel and equipment.

24 hour on call availability, including holidays.

24-hour turnaround time.

Continuous training of Firm’s Staff and MRO

Insurance.

Points Based 20 (20% of Total)

4. Fee Structure

Fee Structure

Points Based 20 (20% of Total)

5. INSURANCE AND SAFETY REQUIREMENTS

5.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

5.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

5.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

5.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

5.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

5.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

5.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

5.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

5.9. Excess Liability

This insurance shall protect the Other Party and the additional insured against all claims in excess of the limits provided under the employer’s liability, commercial automobile liability, and commercial general liability policies. The policy shall be an “occurrence” type policy, and shall follow the form of the General and Automobile Liability.

The liability limits shall not be less than:$1,000,000.00

5.10. Cyber & Privacy Protection Liability

This insurance shall be a “claims made” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against claims arising from anyone’s acts errors or omissions including but not limited to outsourcers or vendors and any electronic or non-electronic security events whatsoever for:

A. your actual or alleged breach of any confidence, or violation or infringement of any rights to privacy or other legal protections for personal information, including but not limited to breach of a person’s right of publicity, false light, intrusion upon a person’s seclusion, public disclosure of a person’s private information, or misappropriation of a person’s picture or name for commercial gain;

B. your breach of duty to:

1. protect the security and confidentiality of customer records and information;

2. protect against any anticipated threats or hazards to the security or integrity of such records;

3. protect against unauthorized access to or use of such records or information which could result in substantial harm or inconvenience to any customer;

4. protect any personally identifiable information, or other private or confidential information;

C. under any statute including but not limited to HIPAA and GLB acts, or under any contract, including but not limited to your privacy statement;

The retroactive date of this “claims made” policy must be earlier than or equal to the start date of this contract. The Other Party is required to continue to purchase this coverage for a minimum of three years beyond the completion of this project.

The liability limits shall not be less than$2,000,000 per occurrence and $5,000,000 aggregate

5.11. Professional Liability/Malpractice/Errors or Omissions Insurance

The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period. In the event that Other Party shall fail to secure and maintain such coverage, Other Party shall be deemed the insurer of such professional malpractice and shall be responsible for all damages suffered by the City as a result thereof, including attorney’s fees and costs.

The liability limits shall not be less than:$1,000,000.00

5.12. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than…