Genetic Testing Technical Submittal.docx

GENETIC PARENTAGE TESTING SERVICES

TECHNICAL SUBMITTAL

BACKGROUND:

The Department of General Services (DGS) on behalf of Department of Human Services (DHS) is seeking proposals in order to establish a single award Contract for Pennsylvania DHS to procure Genetic Parentage Testing Services (DNA Testing). Contractor to provide services to determine the paternity of children, on behalf of DHS. This will include the collection of tissue samples by a non-invasive procedure, the scientific interpretation of the tissue samples and a report of findings and conclusions for DHS, Domestic Relations Sections (DRS) of the County Courts of Common Pleas or other court affiliated or county agencies to use the contract for genetic testing. Testing includes any tissue testing process used to confirm or exclude parentage.

The Commonwealth reserves the right to add additional agencies with lab service needs within the scope of this contract as well as to delete or add submitting sites as necessary throughout the term of the contract, as required.

DHS– Genetic Parentage Testing Services (DNA Testing) will be performed for all required individuals as necessary through coordination with the DRS Coordinators at the 65 Domestic Relations Sections of the County Courts of Common Pleas. Affiliated DRS sites are provided in Appendix B and will be offered the same services at the same prices of this contract.

I-1. Statement of the Project. Offeror shall state in succinct terms your understanding of the project presented or the service required by this RFP.

Offeror Response

I-2. Qualifications.

A. REQUIREMENTS: Offeror shall identify, in its proposal, how it meets each of the following qualification requirements:

1. At the time of submission, Offeror must be accredited for parentage testing by the Association for the Advancement of Blood and Biotherapies (AABB).

2. Offeror shall provide copies of current Insurance Certificate.

Offeror Response

B. COMPANY OVERVIEW: Describe in narrative form the operational structure of your company, including but not limited to: testing request placement (including weekend, after-hours, etc.), transport team coordination, extraordinary occurrence contacts and billing contact. For key personnel, include the employee’s name, and through a resume or similar document, the key personnel’s education and experience in Genetic Parentage Testing services. Indicate the responsibilities each employee will have on this Project and how long each has been with your company.

Provide an organizational chart depicting the project team proposed for this effort, including all key personnel involved. For key personnel, include the employee’s name, title, responsibilities, whether they will be working full or part-time on the Project, how long each has been employed by the Offeror, roles to be performed on the Project and through a resume or similar document, the key personnel’s education and experience in the role they will serve on the Project. Identify if any key personnel are subcontractors.

Offeror Response

C. PERSONNEL: Offeror must submit the resumes of the individuals who are to be named as Project Managers along with a minimum of two (2) references for the individuals, to demonstrate the required skills and experience outlined below. Offeror must also submit resumes and references of individuals with the same or better qualifications who will act as the substitute/temporary Project Managers in the case that the assigned Project Managers are unavailable for an extended period.

1. Project Manager: The selected Offeror must have a Project Manager available throughout the term of the Contract. The Project Manager must function as the Offeror’s authorized point of contact with the Commonwealth and must be available to respond promptly and fully to all requirements of the Contract. The Project Manager’s responsibilities include, but are not limited to: providing administrative, supervisory, and technical direction to project personnel as well as the network of subcontractors; monitoring work performance for accuracy, timeliness, efficiency and adherence to Contract requirements; coordinating the resolution of Contract problems and the implementation and completion of problem escalation procedures. If requested by the Commonwealth, the Project Manager must meet with DHS via conference call during the first six (6) months of the Contract. Agencies may continue meetings with the Project Manager as necessary. The Project Manager must be an employee of the selected Offeror and must be authorized to make binding decisions on behalf of the selected Offeror and all subcontractors. The Project Manager may not be reassigned during the term of the Contract without 60 days prior written notice and the Commonwealth’s approval.

Any changes in the project management team shall be kept to a minimum and DGS and using Agencies shall be notified immediately. A phone number, cell phone number, fax number, and email address shall be provided for the project manager and alternate.

Offeror Response

I-3. Training: Indicate the required training(s) of agency personnel. Include agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors. Responses should include how your company is meeting the minimum federal requirements as well as any additional training your company offers.

Offeror Response

I-4. Tasks: The selected Offeror will be required to meet the following standards and perform the following tasks requirements specified in the corresponding Appendix A:

A. SUPPLIES: The Offeror shall be responsible for providing at no additional charge all supplies necessary for the specimen collection, party identification (if needed), specimen packaging, and preparation and preservations of all specimens to submit for testing.

Offeror Response

B. CHAIN OF CUSTODY: For all supplies provided to DRS, the Offeror shall ensure a chain of custody by providing buccal swab kits with tamper-resistant seals. Tamper-resistant envelopes shall provide for the identity of the source of the specimen submitted.

Upon receipt of specimen at the laboratory, the packages shall be inspected for signs of tampering. If signs of tampering exist, the DRS and client are notified and a second collection is requested, if appropriate. If no evidence of tampering exists, the specimen shall be entered into the Offeror’s tracking system and a unique identifier is assigned to each specimen and a unique case number is assigned for all parties in the case.

Adult parties must provide government-issued photo identification. When tested together, the parties will also be instructed to identify each other. Each county DRS, while not required, may request a thumbprint to be included on the chain of custody at no extra charge.

The Offeror shall provide a preprinted chain of custody form with the following client information: donor name, donor identification, donor consent, contact person and telephone number, account information, and comments. A fully completed chain of custody form will be submitted with the scheduling confirmation sheet.

Describe in narrative any additional protocols the company may have to ensure chain of custody remains intact.

Offeror Response

C. CONFIDENTIALITY: The Offeror shall not disclose test results to any unauthorized individual. The selected Offeror shall be expected to treat all proprietary information as confidential and to acknowledge that it is only authorized to disclose or otherwise divulge proprietary information to authorized employees of the DRS or the awarded Offeror that require access to perform services within the scope of the contract.

Offeror Response

D. INITIAL ORIENTATION: Describe in narrative form how the Offeror shall provide orientation to each agency or site as required including training on the web-based reporting tool, provide an overview of services, how to draw a sample, and how to answer staff questions.

Offeror Response

E. EXPERT TESTIMONY: DHS requires Offeror to provide written or telephone consultation to agency or attorney representing agency, upon request. Arrangements can be made with sufficient advance notice for telephone depositions and consultation during normal business hours. The expert witness shall be knowledgeable in all laboratory standard operating procedures. The Offeror will make available the specimen collector or technician to provide expert testimony when necessary. Expert witnesses may be required to assist in pre-trial preparation, cross-examination of defense experts, and provide written or telephone consultation upon request. Offeror must be able to provide the necessary staff or expert testimony in the event of any administrative action by a Commonwealth employee regarding testing processes.

The Offeror shall provide such expert witness testimony at administrative proceedings, or as needed for court proceedings.

The Offeror shall be responsible for arranging transportation to and ensuring availability for court proceedings. Expert witness services will be provided at no additional charge. Travel costs will be reimbursed per Management Directive 230.10.

Offeror Response

F. INVOICING: Invoices shall be provided monthly. Partial invoices for services may not be sent to the DRS until the test is completed and the results have been provided for the party test. In the event only a partial draw is completed (i.e. father is unavailable, but mother and child are tested), invoices may only be sent for the draws that were completed and the results have been provided Invoicing will be accepted only so long as all involved and available parties have been tested, and results are completed. . Separate accounts may be required for private and interagency draws.

The Offeror must bill DRS directly.

In the event of Children Youth Facility (CYF) invoicing, the DRS will forward the invoice to the CYF.

Accounts cannot be terminated due to non-payment. Issues involving payment shall be brought to the agency’s attention. If not resolved, issues shall be discussed with the DGS contracting Officer.

Offeror Response

G. TECHNOLOGY: Information Technology Bulletin (ITB) Compliance Requirement. Service providers delivering services/systems to agencies under the Governor’s jurisdiction are required to comply with the IT standards and policies issued by the Governor’s Office of Administration, Office of Information Technology (OA/OIT), for the Commonwealth enterprise (See www.oit.state.pa.us). When an agency or service provider believes there is a need to deviate from these standards and policies, approval to do so is needed from OA/OIT’s Deputy Secretary.

Electronic Commerce Security Assessment (ECSA)

Information Technology Bulletin (ITB) B.5., titled "B.5. Security & Digital Certificate Policy and Encryption & Internet/Intranet Browser Standards for e-Government Web Sites and Applications" requires all Commonwealth agencies under the Governor's jurisdiction to submit, and obtain approval of, an Electronic Commerce Security Assessment (ECSA) prior to the implementation of any and all internet, intranet, and e-government applications or sites. http://www.portal.state.pa.us/portal/server.pt/community/policies_and_procedures/416/information_technology_policies/210791

This ECSA application is designed to help agency personnel identify appropriate security requirements for an application in an automated fashion. All ECSA’s will be reviewed by the ECSA Review Team, and approval must be granted prior to the launch of the application or web site.

Offeror Response

H. SERVICES: Offeror shall perform all services referenced in Appendix A. Please describe in narrative how your company will complete these services as required.

Offeror Response

I. SERVICE LEVEL AGREEMENTS: The Commonwealth has developed a set of minimum Service Level Agreements, as outlined in Appendix D, which the selected Offeror is expected to meet, or exceed, in order to be in good standing on the Contract and to ensure that the Commonwealth is provided with prompt and reliable service. Describe your ability to commit to meeting or exceeding the minimum SLAs. Offeror may also propose its changes to the SLAs as part of the proposal submission as outlined in I-7. Objections and Additions to Standard Contract Terms and Conditions.

Offeror Response

J. IMPLEMENTATION: Offeror shall submit, as part of its proposal submission, its project implementation methodology and draft implementation plan which it proposes to use for implementation of the project. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach. The selected Offeror may have up to sixty (60) days for implementation per reference in Appendix D.

The implementation plan, at a minimum, must identify the critical tasks that need to occur to provide a seamless transition of services from the incumbent contractor to the selected Offeror with minimal disruption to operations. The implementation plan shall include, but not limited to:

1. Major milestones and deliverables;

2. Work Breakdown Structure ("WBS");

3. Timeline;

4. Roles and responsibilities;

5. Technical tools and technical staff training;

6. The strategy for transition of existing resources (if applicable); and,

7. Data Transfer from current contractors (if applicable).

Offeror Response

I-5. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time under such circumstances. This strategy ensures that essential contractors that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to continue to provide needed goods and services.

A. Describe how Offeror anticipates such a crisis would impact its operations.

B. Describe Offeror’s emergency response continuity of operations plan. Please attach a copy of the plan, or at a minimum, summarize how the plan addresses the following aspects of preparedness:

1. Employee training (describe the organization’s training plan, and how frequently the plan will be shared with employees).

2. Identified essential business functions and key employees within the organization necessary to carry them out.

3. Contingency plans for:

a. How the organization will handle staffing issues when a portion of key employees is incapacitated.

b. How employees will carry out the essential functions if prevented from coming to the primary workplace.

4. How the organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications, etc.

5. How and when the emergency plan will be tested, and whether the plan will be tested by a third-party.

I-6. Reports and Project Control:

WEB-BASED REPORTING – TOOL/REPORTING: The Offeror must provide, and commit to maintain, a web-based management tool that meets agency requirements for data reporting. This shall include but is not limited to test status, test results, level of detection, and other reports. The Offeror is required to confirm its capabilities in providing a tool that contains these functionalities, and in demonstrating adequate security and additional benefits and capabilities along with this tool. Adequate security shall include user logon by password, which allows that user to access only those records specific to that user’s agency, program area, and facility.

The Commonwealth will work with the selected Offeror to customize the tool upon award of the contract. The web-based reporting tool must be user friendly and easy to navigate, and include, but not be limited to:

· A single sign on to access all web-based reporting applications.

· All data must be available in one location rather than multiple applications.

· Optional, or customizable, email notification when test results are complete and ready for viewing online.

· An indicator must appear to show which results have been viewed.

· A search feature should be available to allow user to easily locate an individual case using case number or client name.

Results of tests shall be made available via the web-based tool within five (5) to ten (10) business days of receipt at the genetic testing laboratory.

Reports shall include the date the specimen was collected, the date the test was performed, and the laboratory doing the testing. Offeror shall provide monthly workload utilization data, and trend data to DHS.

Examples of reports that may be requested via the web-based tool:

· Monthly summary of test results

· Monthly analysis of usage by test

· Problem log and follow-up report

· Monthly list of submitting sites

· Ad-hoc reporting capability

· SLA performance

Reporting data may include: employee name, identification number, test name, test results, date and time of specimen collection, date of testing, name and address of testing laboratory, and name of individual that collected the specimen.

The web-based tool must also provide a consolidated computerized invoice that lists each test performed in the previous month for each agency. For auditing purposes, one (1) account number must be established for each using agency, and each location should have separate sub-account numbers.

The web-based tool will also allow agencies to access an online manual that provides detailed instructions on proper specimen collection, specimen requisitioning, storage, packaging, and shipping of the specimen to the laboratory.

The Offeror shall provide emergency procedures and backup capability to its web-based reporting tool in case the web-based tool is not in service. Some hard copy reports will be required. Offeror shall provide these to appropriate locations as requested.

The Offeror shall send a quarterly report to the DHS Contract Administrator showing usage and spending during the duration of the contract.

The Offeror shall also describe the types of training on use of the web-based reporting tool to all using agencies.

Offeror Response

I-7. Objections and Additions to Standard Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions contained in the Buyer Attachments section that it would like to negotiate and what additional terms and conditions the Offeror would like to add to the standard contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, based on the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section or to other provisions of the RFP.

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