ESBD_374436_1725986197175_304T-25-193A2 Drug and Alcohol Addendum #1 With Q&A.pdf

Statewide Procurement Division

IFB NO. 304T-25-193A2 ADDENDUM NO. 1

CONTRACT SPECIALIST: Guillermo Navarro, CTCD, CTCM

The purpose of this addendum is to provide an extension to the due date, update to the Mandatory

Price Sheet’s quantities, provide bid factor for line 2’s cups per case, make Part A changes, and provide responses to questions.

CHANGE RESPONSE DUE DATE:

FROM: September 11, 2024

TO: September 26, 2024, at 1:30 PM C.S.T

MANDATORY PRICE SHEET UPDATES:

LINE 1 FROM:

DNA Buccal Swab Collection Kits: Quantities – 26,526

LINE 1 TO:

DNA Buccal Swab Collection Kits: Quantities – 144,490

LINE 2 FROM:

8-Panel Urinalysis Drug Testing Cups – 144,490

LINE 2 TO:

8-Panel Urinalysis Drug Testing Cups – 26,526

BID FACTOR ADDITIONS TO: Line 2: 8-Panel Urinalysis Drug Testing Cups

ADDITION:

If responding to line 2 on the Mandatory Price Sheet, provide the quantity of cups per case:

Cups per Case

PART A CHANGES: Section A.7.3 Specifications

FROM:

Line 1: DNA Buccal Swab Collection Kits:

Proprietary Manufacturer: Bode Technology

DNA Buccal Swab Collection Kits shall include:

1. DNA database data card

2. Instruction sheet

3. Transport pouch with desiccant and label space to record Name, SID, and DOB

4. Standard size large pair nitrile or vinyl gloves

5. Tamper-proof evidence tape seal

6. Fingerprint ink strip

7. Alcohol towelette

8. DNA Buccal Swab Collector:

a. Direct transfer collector

b. Compatible with manual and automated laboratory punching systems

c. Compatible with current direct amplification PCR kits

d. Collection surface is not FTA paper material

e. Handheld, all in one, one-step collector

9. Archival Cassette:

a. Includes an area of collector material to act as a blank punch

b. Space to affix barcode label

c. Suitable for storage without DNA degradation

d. Fits into 3.25” x 5.25” high barrier sealable pouch

10. Distribution Service:

a. Vendor shall offer statewide delivery for DNA Buccal Swab Collection Kits. Reference

Section A.4.2 Pricing Structure – Firm Price with Escalation

b. Vendor shall produce and have readily available training materials, written and video, that shall be provided to Customers upon request

c. Vendor shall be able to track barcode/serial number of kits shipped

Notes:

• Envelopes, data cards, and instruction sheets should be conducive to printing and have space available for Customers to include identifying information.

• A unique barcode shall be printed on each associated kit and collector device.

• Kits should include return envelope with purchasing agency’s address: (Crime Laboratory Division

MSC 0461, TX Dept. of Public Safety, CODIS Program, Post Office Box 4143, Austin, TX 78765-

4143) with a self-sealing adhesive strip. Postage will be paid by the addressee.

TO:

Line 1: DNA Buccal Swab Collection Kits:

Proprietary Manufacturer: Bode Technology

DNA Buccal Swab Collection Kits shall include:

1. DNA database data card

2. Instruction sheet

3. Transport pouch with desiccant and label space to record Name, SID, and DOB

4. Standard size large pair nitrile or vinyl gloves

5. Tamper-proof evidence tape seal

6. Fingerprint ink strip

7. Alcohol towelette

8. DNA Buccal Swab Collector:

a. Direct transfer collector

b. Compatible with manual and automated laboratory punching systems

c. Compatible with current direct amplification PCR kits

d. Collection surface is not FTA paper material

e. Handheld, all in one, one-step collector

9. Archival Cassette:

a. Includes an area of collector material to act as a blank punch

b. Space to affix barcode label

c. Suitable for storage without DNA degradation

d. Fits into 3.25” x 5.25” high barrier sealable pouch; pouch to be supplied by the Customer

10. Distribution Service:

a. Vendor shall offer statewide delivery for DNA Buccal Swab Collection Kits. Reference

Section A.4.2 Pricing Structure – Firm Price with Escalation

b. Vendor shall produce and have readily available training materials, written and video, that shall be provided to Customers upon request

c. Vendor shall be able to track barcode/serial number of kits shipped

Notes:

• Envelopes, data cards, and instruction sheets should be conducive to printing and have space available for Customers to include identifying information.

• A unique barcode shall be printed on each associated kit and collector device.

• Kits should include return envelope with purchasing agency’s address: (Crime Laboratory Services

MSC 0461, TX Dept. of Public Safety, CODIS Program, Post Office Box 4143, Austin, TX 78765-

4143) with a self-sealing adhesive strip. Postage will be paid by the addressee.

QUESTIONS AND ANSWERS: Reference Page 3 of this Addendum

THIS ADDENDUM SHALL BE ATTACHED TO AND FORM A PART OF THE REFERENCED IFB AND

THE CONTRACT.

RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM, BY SIGNING AND

RETURNING WITH RESPONSE. FAILURE TO SUBMIT THE SIGNED ADDENDUM MAY DISQUALIFY

THE RESPONSE.

RESPONDENT COMPANY NAME AUTHORIZED REPRESENTATIVE SIGNATURE

AUTHORIZED REPRESENTATIVE PRINTED NAME

Questions and Answers IFB No. 304T-25-193A2 Title:

Question No.

Question Answer

It appears that that item #4 in the solicitation package is an encrypted document and can not be opened properly.

Please follow the steps below to open the mandatory price sheet:

1. Right click on the “xml” file and SAVE AS: CompanyName_SolicitationID.xml on your computer (example:ABCCompany_304T-24-550A2.xml).

2. Locate the file on your computer, right click and select PROPERTIES.

3. Click the CHANGE button; select Microsoft Excel; select OK; select APPLY and OK to close the Properties window.

a. (For a Mac, select the "Open with" drop-down menu, select Microsoft Excel and close window in the upper left.)

4. To open the file and complete, highlight the selection and double click.

5. In the event the Mandatory Price Sheet is still unaccessable, please inform the Contract Developer, Guillermo Navarro (guillermo.navarro@cpa.texas.gov) and your company's IT department.

Please note, there are two #4 Mandatory Price Sheets (MPS) in this solicitation’s file. They are both the same MPS, but one is a .xml format, while the second is a .xlsx format.

XML is the preferred format, but the XLSX version is available should Respondents have difficulties with the XML version.

Reference Part A, Section 16 and 17 for further submission instructions and requirements.

we attempted to open file #4 _MPS 304T-25-193A2 Drug & Alcohol Test Products_XML Ver, but received an error message that it might be harmful. Can you forward a safe file?

The file is safe. You are receiving the message because the file needs to be manually opened by Microsoft Excel. Please see response to Question #1.

3 Who is the incumbent on the current contract for each product?

Current contract's incumbents may be found in TxSmartBuy at the following link:

https://www.txsmartbuy.gov/browsecontracts/2294

4 What is the current cost per product?

Please see response to Question #3. Items with their prices can be found by clicking the blue "Search for items on this contract" button.

On Specification A.7.3 Line 2 8-panel are these the current cutoffs that are being used?

Yes, specifications in Part A, Section A.7.3, Line 2 are the current standards.

Line 2: 8 panel 5. Expiration date indicated on the cup. Should that be on the "cup pouch or wrapping"?

The expiration date may be indicated on the wrapping/packaging.

Under Solicitation page number A10, Section A.7.3 “Specifications”, Customer specifies under 9. d. that the Archival Cassette shall fit into 3.25” x 5.2” high barrier sealable pouch. Please confirm the Vendor is not required to provide this pouch as a required component of the kit.

If required, please provide all available specifications for the pouch.

No, the vendor is not required to supply the pouches. Reference Part A Changes in Addendum No. 1.

Under Solicitation page number A10, Section A.7.3 “Specifications”, Customer requires, under the second bullet, that “A unique barcode shall be printed on each associated kit and collector device.” Post award of the current contract, the customer removed the requirement for the barcode on the collector device and a price consideration/reduction was provided by Vendor. Please confirm the barcode on the collector device is not required.

The barcode requirement has been removed for line 1. Reference Part A Changes in Addendum No. 1.

Under Solicitation page number A10, Section A.7.3 “Specifications”, Customer requires, under the third bullet, that Kits include a return envelope addressed to “Crime Laboratory Division…”. Post award of the current contract, the customer approved the envelope being addressed to Crime Laboratory Service instead of Crime Laboratory Division. Please confirm that Crime Laboratory Service is acceptable as the addressee.

The envelope should be addressed to the "Crime Laboratory Service". Reference Part A Changes in Addendum No. 1.

On the Mandatory Price Sheet (file 4_MPS 304T-25-193A2 Drug & Alcohol Test Products_XLSX Ver), the expected quantities for both line items 1 and 2 are very different compared to the previous IFB for these items. Please confirm that both the expected quantity and UOM are accurate estimates for both line items.

Quantites have been updated to reflect the correct quantites. Reference Mandatory Price Sheet changes in Addendum No. 1. Respondents are requested to use the Bid Factor Additions located on Addendum No. 1 to advise of the cups per case.

Page A6, section A.5.2: Regarding manufacturer list pricing, please verify that cost documentation provided by a Respondent will be considered confidential and redacted for any public records requests.

Respondent should mark any Confidential items as such, Respondents are also encouraged to provide a redacted version in addition to the non-redacted copy. Reference Part A, Section A.16.1 Confidential/Proprietary Information.

Page A8, section A.6: Would the CPA allow for a Contractor to have increased limits of $10,000,000 for each occurrence/aggregate item in the Commercial General Liability section in lieu of the $1,000,000 Umbrella or Excess Liability insurance?

Respondent may propose alternate insurance amounts or coverages in the form of an exception. Reference Part A, Section A.16.7.

Page A8, section A.6 subsection 1: Can the CPA please verify that being written on a primary and non-contributory basis would only be with respect to policies where the CPA is an additional insured?

CPA confirms this statement.

Page A8, section A.6 subsection 3: Will the CPA allow for insurance policies to include the state of Texas et al instead of naming them?

The State would still be able to be named as a certificate holder on the certificates of insurance.

Yes, provided the State of Texas is listed on the Certificate of Insurance as an Additional Insured and the certificate holder.

Drug and Alcohol Testing Products

Addendum No. 1

Page A9, section A.7.2 and page A11, section A.7.3: Please verify that the CPA will consider a drug test cup from a different manufacturer / different brand.

Line 1 of this solicitation (DNA Buccal Swab Collection Kits) is proprietary to Bode Celmark. No other manufacturers will be consider for line 1. Please reference Part A, Section A.7.1 Proprietary Specifications.

Line 2 of this solicitation (8-Panel Urinalysis Drug Testing Cups) does allow for Responses from other brands/manufacturer, so long as the proposed alternate meets all required specifications. Please reference Part A, Section A.7.2 Reference Brand Example.

Page A11, section A.7.3, Line 2 subsection 2: Drug testing cups are designed to hold specimen and transport specimens; during validation they are tested for leakage and transport studies are performed to ensure product performance; however, we cannot claim that these devices are leak-proof. Please verify that this is acceptable.

All responses must meet the specifications shown in Part A, Section A.7.3 Specifications.

Page A11, section A.7.3, Line 2 subsection 6: Will the CPA allow for a cup that includes additional drug tests?

Responses on brands of like nature and quality will be considered. Reference Part A, Section A.7.2 Reference Brand Examples.

Page A11, section A.7.3: Will the CPA allow for a cup that has cutoffs that vary from those shown in the IFB?

Line 1 of this solicitation (DNA Buccal Swab Collection Kits) is proprietary to Bode Celmark. No other manufacturers will be consider for line 1. Please reference Part A, Section A.7.1 Proprietary Specifications.

Line 2 of this solicitation (8-Panel Urinalysis Drug Testing Cups) does allow for Responses from other brands/manufacturer, so long as the proposed alternate meets all required specifications. Please reference Part A, Section A.7.2 Reference Brand Example.

Page A13, section A.9: Because of the nature of rapid test products as medical devices with required storage temperature conditions, etc., we are not able to resell any product returned by customers. As such, we cannot accept returned product due to the CPA changing their mind about an order. (This is not the same as defective product or an order incorrectly placed by the Contractor, which we would replace or accept as a return). Is this acceptable to the CPA?

Most returns are handled per Part A, Section A.7.7(2) Warranty, Replacement, Part A, Section A.8.7 Compliant Products and A.9 Return, Cancellation, and Restocking Fee, if these terms are not agreeable to both the Contractor and the Customer, either party may reach out to CPA for remedial assistance.

Mandatory Price Sheet, Line 2: In terms of the 8-drug cup, what does the CPA anticipate in terms of volumes per order and timing of orders? Would the vendor be allowed a roll-out period following award to manufacture devices or be expected to provide immediately?

Quantities provided are an estimated volume based on the previous four (4) years usage. CPA has no estimate to give in regards to volumes per order nor timing of orders. Reference Part A, Section A.7.6 Quantities. In the event a Respondent has a roll out period following award, notice should be given in the Response.

Mandatory Price Sheet, Line 2: Please clarify if the expected quantity is 144,490 individual cups or if it is 144,490 cases (i.e. multiplied by 25 cups per case).

The quantities are by the case and have been corrected. Reference Mandatory Price Sheet changes in Addendum No. 1. Respondents are requested to use the Bid Factor Additions located on Addendum No. 1 to advise of the cups per case.

For this bid, is the pricing requested for Line 2 per cup or per case?

The reason for this question is that the description for Line 2 acknowledges that case quantities can vary from "15-30 cups per case" which would lend me to believe that the state wants pricing per cup.

However, on the pricing sheet (excel), the unit of measurement is indicated as "CS" which I would interpret as "case".

The pricing shall be by the UOM stated on the Mandatory Price Sheet, Case. The specifications are created to allow for a range of cups per case. Respondents are requested to use the Bid Factor Additions located on Addendum No. 1 to advise of the cups per case.