ESBD_571133_1792704283147_554-27-002 Attachment B - Statement of Work.pdf

TEXAS ANIMAL HEALTH COMMISSION

RFP No.: 554-27-002

Laboratory Testing Services for Field Personnel

Attachment B

Statement of Work

STATEMENT OF WORK

Texas Animal Health Commission Solicitation Number: 554-27-002

TEXAS ANIMAL HEALTH COMMISSION SCOPE OF WORK

The Texas Animal Health Commission (TAHC) is soliciting for a laboratory testing facility to provide phlebotomy services and related support. Respondents must submit proposals for all services listed in this solicitation. No partial proposals will be accepted. The TAHC will contract for laboratory testing services in a cost effective and seamless manner by working closely with a Contractor to meet the laboratory service needs to support TAHC’s field personnel.

1. STATEMENT OF WORK

All current TAHC employees who are exposed to pesticides during the performance of their duties with the agency will be required to undergo baseline and routine surveillance testing to detect potentially serious individual exposures before the occurrence of clinical illness. The testing services are critical to the TAHC. The Contractor must be able to provide all of the services at the listed capacity for each, including the physical facilities and staff to provide phlebotomy services and process samples for the presence of Cholinesterase, Brucella, and Tuberculosis.

The frequency of the testing services are as follows:

A. Baseline Testing – New TAHC employee is baseline tested for Cholinesterase, Brucella, and Tuberculosis within the first week of employment.

B. Routine Surveillance Testing – TAHC field employees must have Cholinesterase surveillance testing performed every 30 days for the duration of their employment in those regions where pesticides and livestock tests are being used. Brucella, and Tuberculosis will be rechecked every two years.

The Contractor must have multiple testing services throughout the State of Texas as further described in Section 3, Testing Facility Locations.

2. TEST SERVICES

2.1 REQUIRED TESTS

The test below is to be used as an example, if Respondent has recommendation on other tests to use, the TAHC requires vendor to add the information to their Proposal.

Cholinesterase Panel Cholinesterase, Serum, Plasma, RBC CPT Code(s): 82482, 82480 (x2)

Brucella Antibodies Brucella Antibodies (IgG, IgM), EIA with Reflex to Agglutination CPT Code(s): 86622 (x2)

Tuberculosis (TB) QuantiFERON®-TB Gold Plus , 1 Tube CPT Code(s): 86480

The Contractor will be required to work collaboratively with the TAHC, and the TAHC’s contracted occupational physician also referred herein to as the Medical Review Officer (MRO).

The MRO will evaluate both baseline and routine surveillance lab testing results.

The TAHC employee will report to a testing facility in their region to complete a baseline test.

The employee information will be provided to the laboratory by Human Resources Department (HRD) or the Medical Review Officer (MRO) prior to the employee’s initial date of hire. Once testing is complete, the laboratory will provide the testing results to the MRO via a secure portal.

The MRO will send an evaluation of the test results to the employee, the employee’s direct supervisor and the Human Resources Department.

The MRO will provide a copy of the test results to the employee and Human Resources Department for record.

If lab levels are acceptable as compared to established baseline levels, the employee will receive notification that current work may continue. If lab levels show a depressed baseline, the employee, their direct supervisor and the Human Resources Department will receive notification from the MRO. The TAHC field employee will be required to suspend all pesticide and related work pending further notice. Additionally, the employee will continue Routine Surveillance Testing every 30 days. Once the employee’s testing results have returned to an acceptable level, compared to established baseline levels, the employee, their direct supervisor, and HRD will be notified that prior work may resume.

2.2 NUMBER OF TESTS PER YEAR

During a 12-month period, TAHC anticipates requiring approximately:

Number of estimated tests Type of test 500 to 1,000 Cholinesterase

0 to 500 Brucella 0 to 500 Tuberculosis

The TAHC does not guarantee minimum or maximum number of tests during the contract period.

2.3 ADDITIONAL PRODUCTS, FEATURES, OR SERVICES

The TAHC, in its sole discretion, may expand the testing services offered by the Contractor. The following tests may be required during the term of the Contract:

• Coxiellosis (Q Fever) Testing

If additional services are required, the TAHC will notify the Contractor prior to exercising its option to renew services for the optional renewal term. Respondents should provide pricing for the additional tests on Table - B of Attachment C, Mandatory Pricing Schedule.

3. TESTING FACILITY LOCATIONS

The Contractor must have multiple testing facilities throughout the State of Texas which are located within a 50-mile radius of each TAHC office. The TAHC locations are listed below.

Raymondville Region Office

13001 FM 490

Raymondville, TX 78580

Amarillo Region Office

2510 FM 2590

Canyon, TX 79105

Sulphur Springs Region Office 1400 College Street, Suite 133 Sulphur Springs, TX 75482

Pleasanton Region Office 1753 E HWY 97, Suite C Jourdanton, TX 78026

Stephenville Region Office 942 Bluebonnet Street Stephenville, Texas 76401

Giddings Region Office 152 Industrial Park Rd Giddings, Texas 78942

Laredo Region Office 500 E Mann Rd., Suite B7 Laredo, TX 78041

Central Office 2105 Kramer Lane Austin, TX 78758

4. ADMINISTRATIVE SUPPORT

A. The Contractor will be responsible in assisting the TAHC in setting up an account with the correct test codes. The Contractor will work with the TAHC to determine the best locations for services. All laboratory/drawing stations are to be operational and in compliance with all state and federal regulations.

B. The Contractor must provide the TAHC with an experienced, qualified and dedicated

Account Manager/Executive and any other support staff needed to assist with the following:

• Setting up the account for the TAHC,

• Testing coordination, and

• Trainings, etc.

C. The Contractor must provide experienced, qualified and dedicated support Monday through Friday during standard business operation hours 8:00 a.m. to 5:00 p.m. for the duration of the contract.

D. The Contractor must provide access to an experienced and qualified laboratory representative for technical and clinical questions regarding laboratory tests or specimens.

E. The Contractor must provide the TAHC with toll free telephone numbers and email addresses to the laboratory and administrative office. TAHC inquiries must be acknowledged within one business day. Responses must address the inquiry or provide an estimated timeframe for a complete response if additional research or action is required.

F. The Contractor must provide a portal and access to any computer software required to place, track and review orders.

G. The Contractor must provide TAHC with the capability of suspending a terminated employee’s account.

H. The Contractor must have policies and procedures in place to identify, track and recover a sample if it is lost or otherwise mishandled by staff or a contracted courier.

I. During the initial phases of the contract, the Contractor must provide the TAHC staff and the MRO with training that will include but not be limited to the following:

1) standard operating procedures and practices for laboratories;

2) how the laboratory will require specimens to be handled, preserved, prepared and prepped for transport; and

3) how to access and navigate the portal or software provided to support administrative functions.

J. The Contractor must provide additional training as necessary throughout the term of the Contract.

5. PERFORMANCE REQUIREMENTS

A. The Contractor must provide a certified phlebotomist.

B. The Contractor’s facility and/or mobile unit must be clean and sanitized.

C. The Contractor must provide the necessary supplies for specimen collection to the clinics, including but not limited to, specimen containers, tubes, tourniquets, needles, sharps and bio-hazard containers etc.

D. The Contractor must provide all materials and supplies required to stabilize samples and maintain sample integrity in transit to the laboratory at no additional cost to the TAHC.

E. Contractor is responsible for the chain of custody of samples. If a sample is not suitable for testing due to mishandling or shipping errors, the TAHC is not responsible and will not be billed for the services.

F. Contractor must provide requested lab results to the MRO via secure portal or other secured electronic means.

G. Contractor must communicate critical/panic lab values to the clinics at any hour of the day, immediately upon knowledge of that critical value. Vendor will provide an after-hours emergency number for lab reporting during non-clinic hours.

H. Contractor must transmit laboratory results electronically to the TAHC/ MRO within a reasonable period of time and in a manner consistent with Health Insurance Portability and Accountability Act (HIPAA) privacy rules.

Contractor shall provide a communication plan which states approximate response times for laboratory result inquiries and escalation protocol.

6. DATA COLLECTION AND REPORTING

The Contractor shall comply with all data collection and reporting requirements outlined by the TAHC. Quarterly reports must be submitted within 30 days of the close of each quarter to the Human Resources Department. The performance report must include, but not be limited to, the following:

o utilization, o lab test counts, o employee profiles, o cost saving analysis and recommendations, o analysis of trends among our consumers and;

o other customary reports or reports deemed necessary by the TAHC.

7. PROTECTED HEALTH INFORMATION

During the term of the Contract, the Contractor and TAHC will exchange certain confidential health or medical information ("Protected Health Information" or "PHI"). This PHI is subject to protection under and it is the intent of the parties to be in full compliance with state and federal law, including the Health Insurance Portability and Accountability Act, Texas Health and Safety Code Chapter 181, and implementing regulations issued pursuant thereto, and the requirements of Division A, Title XIII of the American Recovery and Reinvestment Act of 2009, subtitled the Health Information Technology for Economic and Clinical Health Act, Pub. L. No. 111-005 (“HITECH Act”), and their implementing regulations (collectively "HIPAA" herein) to the extent such law and regulations apply during the term hereof. For confidentiality purposes and HIPAA compliance, only laboratory personnel and when appropriate, data entry personnel will have access to information regarding whether a TAHC employee is client/consumer at any of the clinic locations, and there will be no overt designation that a TAHC employee is a client/consumer.