IFB - MDH Lab Courier Services OCMP-23-19723 -BPM058129 Revised.pdf

Laboratories Administration Courier Services Solicitation #: OCMP-23-19723 /BPM058129 IFB Document

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH

(MDH)

INVITATION FOR BIDS (IFB)

LABORATORIES, ADMINISTRATION COURIER SERVICES

IFB OCMP NUMBER -23-19723 / BPM058129

ISSUE DATE: JULY 28, 2026

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Services – Laboratories Administration Courier Services

Solicitation Number: OCMP-23-19723 /BPM058129

IFB Issue Date: July 30. 2026

IFB Issuing Office:

Maryland Department of Health (MDH or the "Department")

Procurement Officer:

Alison Barry 201 W. Preston Street, Baltimore MD 21201

Email:

Phone Number:

alison.barry@maryland.gov

667-203-9095

Bids are to be sent to:

Submit on emma.maryland.gov under Solicitation Number OCMP-23- 19723 / BPM058129 To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid Conference:

August 13, 2026 @ 10:00am Eastern Standard Time; Local Time

Via Google Meeting ID IFB Pre-Bid Conference

Vide call link: meet.google.com/aem-wmop-zen

Phone Numbers

(US)+1 409-420-8094

PIN: 687 807 590#

See Section 4.3 for additional details.

See Attachment 2 to RSVP by August 9, 2026 mailto:alison.barry@maryland.gov https://meet.google.com/aem-wmop-zen?hs=122&authuser=0 tel:+1-409-420-8094

Scheduled Site Visit

N/A

Questions Due Date and Time:

August 19, 2026 @ 2:00pm Eastern Standard Tune; Local Time

Bid Due (Closing) Date and Time:

August 31, 2026 @ 2:00pm Eastern Standard Time; Local Time Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor Feedback Form).

Public Bid Opening Date, Time, and Location

September 3, 2026 @ 1:00pm Eastern Standard time; Local Time Video call link: meet.google.com/egu-pojx-enc Join by phone

(US) +1 724-313-4096 PIN: 513 336 45

MBE

Subcontracting Goal:

An overall Minority Business Enterprise (MBE) or Disadvantaged Business Enterprise (DBE) subcontract participation goal of 5% percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE or DBE program and goals.

VSBE

Subcontracting Goal:

0%

Procurement Method:

A Contract will be awarded in accordance with the Competitive Sealed Bidding method under COMAR 21.05.02.

Multiple or Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Firm Fixed Price

Contract Duration:

Five (5) year base period with no option periods beginning August 1, 2025 through July 30, 2030 tel:+1-724-313-4096

Primary Place of Performance:

Maryland Department of Health, 1770 Ashland Avenue

Baltimore, MD 21205

SBR Designation: No

Federal Funding: No

Table of Contents - IFB 1 71.1 71.2 Error! Bookmark not defined.1.3 72 102.1 102.2 102.2.1 Error!

Bookmark not defined.2.3 102.4 213 243.1 243.2 243.3 243.3.1 253.3.3 263.4 263.4.1

263.4.2 263.4.3 273.5 283.6 283.7 283.8 293.9 293.10 293.10.1 293.10.2

293.11 293.12 303.13 304 324.1 324.2 324.3 324.4 334.5 334.6 334.7 344.8

344.9 344.10 344.11 344.12 354.13 354.14 354.15 364.16 364.17 364.18 374.19 374.20

404.21 404.22 404.23 404.24 415 425.1 425.2 43

1 Minimum Qualifications

1.1 Criteria to Meet Bidders Minimum Qualifications

1.1.1. The Bidder must provide proof as described in this section, with its Bid that the minimum qualifications listed have been met. An award will not be given to any Bidder that is not determined by the Procurement Officer to satisfy all the minimum qualifications listed in Section 1.2.

1.1.2. Only the experience of the Bidder may be used to satisfy the Bidder's Minimum under

Section 1.2.1. The experience of subcontractors, subcontracting entity, or principals of the Bidder will not be considered.

1.1.3. Bidder Minimum Qualifications under Section 1.2.3 may be met by either the Bidder itself and/or by a subcontractor(s), provided that in accordance with Appendix 9 Estimated Cooler Usage, any such subcontractor is identified with the Bid and described as being used for Emergency Pick-ups and Delivery situations.

1.1.3.1. Requirements for utilizing a subcontractor for Emergency Pick-ups and Delivery services

(1.2.2): Should a subcontractor be proposed to carry out these services, it is mandatory to provide a statement on the subcontractor's official business stationery. This statement must be signed by an identified authorized representative of the subcontractor, affirming their intent to provide Emergency Pick-ups and Delivery for the Bidder. In addition, any subcontractor selected under the award is required to carry out the Emergency Pick-ups and Delivery in full compliance with all the requirements outlined in this IFB for the entire duration of the Contract.

Failure to meet the minimum qualifications identified in Section 1.2 will deem the Bid nonresponsive under COMAR 21.06.02.03.

1.2 Bidder Minimum Qualifications

As part of the determination to be considered responsive, the Bidder must submit with its Bid that it satisfies the following Bidder Minimum Qualifications:

1.2.1 The Bidder must have provided courier pick-up and delivery of human diagnostic and/or environmental specimens/samples during calendar years 2023, 2024, and 2025 using a manifest to track pick-up and delivery, and with a minimum revenue from such biological/environmental courier services of $50,000 for each of the three (3) identified years (see Section 1.1.2).

1.2.2 The Bidder used for “emergency” pick-ups must have performed a minimum of three (3) pick-ups per year for each of calendar years 2022, 2023 and 2024 for non-scheduled (on-call or emergency) pick-ups at other than Normal State Business Hours (see Appendix 1 Abbreviations and Definitions) when there was a requirement to be at the pick-up site within four (4) hours from the time of pick-up notification. At least one (1) of the emergency pick-ups in each of these three (3) calendar years must have been performed between the hours of 9:00 pm and 6:00 am. (see Section 1.1.3).

1.2.3 The Bidder must have at least one (1) telephone number that may be used by the Department 24 hours per day/7 days per week to request an Emergency Pick-up and Delivery. This telephone number may be answered by staff of the Bidder or of a subcontractor.

1.3 Required Proof of Meeting Minimum Qualifications

As proof that it satisfies the minimum requirements listed in the above IFB Sections 1.2.1, 1.2.2 and 1.2.3, with its Bid the Bidder shall provide the following as evidence. This evidence shall be submitted in response to, as described in, IFB Sections 4.19 Table A (Minimum Qualifications submission), Attachment L (required information for references) and Appendix 9 if a subcontractor will be used to meet IFB minimum qualification requirement Section 1.2.3.

1.3.1 To evidence that it satisfies the requirements of IFB Section 1.2.1, the Bidder shall submit one or more of the following:

A. Financial statements, preferably Profit and Loss (P&L) statements and Balance Sheets, preferably independently audited, covering the three (3) identified calendar years of 2022, 2023, and 2024 that show at least $50,000 in annual revenue for each calendar year as resulting from the provision of courier services.

B. Federal or Maryland income tax returns covering the three (3) identified calendar years of 2022, 2023, and 2024 that show at least $50,000 in annual revenue for each calendar year that is identified as resulting from the provision of courier services.

C. Signed statements from one or more references with the approximate value of payments made to the Bidder in each of the 2022, 2023, and 2024 calendar years that collectively evidence that the requirements of IFB Section 1.2.1 have been met.

1.3.2 To evidence that it satisfies the requirements of IFB Section 1.2.2, the Bidder shall submit signed statements from one or more references with the approximate value of payments made to the Bidder in each of the 2022, 2023 and 2024 calendar year for the pick-up and/or delivery of biological specimens/environmental samples that collectively evidence that the requirement of Section IFB 1.2.2 has been met.

1.3.3 As proof that it satisfies the requirements listed in IFB Section 1.2.3, with its Bid the Bidder shall submit signed statements from one or more references attesting to the fact that the Bidder or an identified subcontractor that will provide or assist in providing Emergency Pick-ups and Delivery has made at least one (1) emergency pick-up and delivery for the reference at other than Normal State Business Hours in one or more of calendar years 2022, 2023 and 2024. Collectively, these references must evidence three

(3) such emergency pick-ups and deliveries for each of the calendar years 2022, 2023, and 2024.

1.3.3.1 In each of calendar years 2022, 2023 and 2024 at least one of the provided references must state that an emergency pick-up and delivery occurred between the hours of 9:00 pm to 6:00 am.

1.3.4 The proof of satisfying Section 1.2.3 will be the provision of one or more emergency contact telephone numbers and meeting the conditions specified in Sections 1.3.4.1 and

1.3.4.2 below.

1.3.4.1 Within seven (7) days after the Bid opening the Procurement Coordinator or other Department personnel will attempt to make several contacts outside of Normal State Business Hours to the apparent winning Bidder as of that point in time (the lowest priced Bidder that has not been previously eliminated from award consideration because its Bid was determined to be nonresponsive, or it was determined not to be responsible) or its identified subcontractor using the provided contact information. Whatever contact information (landline or mobile telephone number(s) is provided must be answered immediately or responded to within ten (10) minutes of the simulated Emergency Pick-up and Delivery request by Department personnel, any time day or night, any day of the week, including holidays. Moreover, with each such contact, the answering personnel of the Bidder or subcontractor(s) must be familiar with this IFB and its response timeframe and acknowledge that if this had been an actual emergency request, that it would have responded to the request within the timeframe stated in IFB Section 2.3.11.2.

1.3.4.2 If on any contact attempt, a provided telephone number is not answered immediately or responded to within ten (10) minutes of the contact, or if upon answering or responding, whoever answers or responds is not familiar with this IFB, does not understand why they are being contacted, or makes any expression that a request for emergency pick-up would not be responded to as required by the IFB Section 2.3.11, the Procurement Officer will determine that this Bidder is not responsible and will eliminate this Bidder from further award consideration. In such circumstance this now eliminated Bidder will be notified of its elimination from award consideration, which will include the date and time of the attempted contact that was not answered immediately or responded to within ten (10) minutes or that when immediately answered or responded to within ten (10) minutes the person responding did not know why Department personnel had initiated such a call and/or expressed an inability or unwillingness to respond to an Emergency Pick-up and Delivery request within the required timeframe.

1.3.5 The Bidder shall provide with its Bid "Attachment L Reference Checks" with one or more references filled out.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Invitation for Bids (IFB) is issued to procure the goods or services, as specified in this Section 2, from a contract between the successful bidder(s) and the State of Maryland (“State”): MDH - Laboratories Administration to provide scheduled pick-up, transport and delivery of laboratory coolers, supplies, human diagnostic (biological) specimens, environmental samples and mail between the Central Laboratory at 1770 Ashland Ave. in Baltimore and Clinics in Regions A – F as shown in the schedules in Appendix 8 Courier Schedules. The contract duration will be a five (5)- year base period with no option periods.

2.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a contract between the selected Bidder and the State.

2.1.3 This is a single award IFB. See IFB Section 4.21 Bid Evaluation Criteria and Award Basis for more Contract award information.

2.1.4 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.1.5 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation, and the successful Bidder (the Contractor) remains responsible for Contract performance regardless of subcontractor participation in the work.

2.2 Background and Purpose

The State is issuing this IFB to provide scheduled pick-up, transport, and delivery of laboratory coolers, supplies, human diagnostic (biological) specimens, environmental samples, and mail between the Central Laboratory at 1770 Ashland Ave. in Baltimore and Clinics in Regions A – F, as shown in the schedules in Appendix 8 Courier Schedule.

*NOTE* For purposes of this IFB, the terms "coolers" and "containers" are used interchangeably. Any reference to a "cooler" or "coolers" throughout this IFB shall mean an insulated container designed to store and transport temperature-sensitive materials. (Appendix 1)

2.3 Contractor Responsibilities and Tasks

2.3.1 Payment Information (reference to Standard Terms)

2.3.2 Work Orders (reference to Standard Terms)

2.3.3 Security Requirements (reference to Standard Terms)

2.3.4 Insurance Requirement

2.3.5 Contract Initiation (Kick-off) Meeting and Start-up Requirements

2.3.5.1 Within five (5) Business Days after the Contract commences, the A Contractor representative and possibly other appropriate Contractor personnel must attend a meeting at the Central Lab with the Contract Monitor and other Lab personnel to discuss the detailed implementation of the Contract. If multiple Bidders receive Contracts, at the discretion of the Contract Monitor, either each Contractor will be scheduled for a separate Kick-off Meeting, or there will be a single Kick-off meeting that all Contractors must attend.

2.3.5.2 At the Kick-off Meeting, each Contractor will be provided with the current Clinic addresses it is to serve, the names and contact information of Clinic staff they will interact with, and other pertinent information. There will also be a general review of the Contract requirements to ensure that the Contractor fully understands and indicates its capability and intent to fulfill those requirements.

2.3.5.3 Start-up Requirement

2.3.5.3.1 The Contractor must provide the detailed information/plans listed in IFB Section

2.3.5.3.2 concerning how it will comply with the identified aspects of the IFB.

The required information must be provided to the Contract Monitor at the Kick-off Meeting described in IFB Section 2.3.5 unless:

A. The Contract Monitor has agreed in writing to a different submission date prior to the Go-Live Date

B. A different timeframe is identified in the items below in this Section

C. The information was provided prior to the Kick-off Meeting.

2.3.5.3.2 Required Contract compliance plans or information:

A. The name(s) and contact information for the Contractor Representative and other appropriate personnel

B. The specific vehicle(s) that will be used for pick-ups and deliveries, why the vehicle(s) is deemed adequate to properly perform the IFB requirements for the Region(s) the Contractor will service and how the vehicle(s) can securely transport containers, supplies, and mail, and be appropriately identified as required by IFB Sections 2.3.9.3 and 2.3.9.4, respectively

C. Copies of the driving records of people who will operate pick-up and delivery vehicles and how the Contractor will monitor those records to ensure that no person with more than three points on their driving record will be permitted to perform services under this Contract as required by IFB Section 2.3.10.4

D. Its proposed blood borne pathogen training materials as described in IFB Section 2.3.10.3. This bloodborne pathogen training material must be provided no later than ten (10) days after the Contract commences. The Contractor shall make changes to this proposed training as directed by the Contract Monitor no less than ten (10) days prior to the Go-Live Date.

E. The date(s) when each driver proposed to provide services under this Contract did or will attend this training as described in IFB Section 2.3.10.3.

F. A description of how the Contractor will maintain specimen/samples at proper temperatures as described in IFB Section 2.3.7.2

G. A description of how the Contractor will ensure the availability of drivers to satisfy all Contract requirements, including being trained in the handling of blood borne pathogens in the event of staff turnover or the unavailability of a regular driver due to illness, vacation, accident, etc. as described in IFB Section 2.3.10.1.

H. A description of how the Contractor will ensure the availability of overflow, backup, or replacement vehicles in the event of vehicle accident or breakdown or if the volume of containers, etc. to be transported, exceeds the capacity of any vehicle normally used by the Contractor to provide services under the Contract, as described in IFB Section 2.3.9.

I. A description of how the Contractor will provide Emergency Pick-ups and Delivery any time day or night, any day of the week, including holidays, as described in IFB Section 2.3.11. This description must include how the Contractor will assure the provision of constant emergency contact and dispatch capability as required by IFB Section 2.3. 8, as well as identify the location(s) from which an Emergency Pick-up and Delivery will originate that will be used as the point of departure (starting point) for the computation of Emergency Pick-up and Delivery mileage as described in IFB Sections

2.3.11.3 and 3.3.1(a).

J. A Continuation of Operations Plan (COOP) as required by IFB Section

2.3.12. The Contractor’s proposed COOP shall be provided to the Contract Monitor no later than ten (10) days after Contract Commencement. The Contractor shall make changes to this proposed COOP as directed by the Contract Monitor prior to the Go-Live Date.

K. Any other information deemed by the Contract Monitor as reasonably necessary to ensure the satisfactory performance of the Contractor's obligations shall be properly and diligently performed under the terms of this Contract. This includes, but is not limited to, responding to reasonable requests for data, participating in discussions to clarify service requirements, and adapting to minor operational adjustments as directed by the Contract Monitor.

2.3.5.4 If any information, description, plan etc., is provided by the Contractor as required in the IFB Section 2.3.5.3 is reasonably determined by the Contract Monitor to be inadequate, the Contract Monitor can require the Contractor to revise and re-submit the information within 3 Business Days or prior to the Go-Live Date, whichever is earlier, in accordance with the Contract Monitor’s directions.

2.3.5.5 If the Contractor fails to provide some or all information, descriptions, or plans as described in IFB Section 2.3.5.3 within the required timeframe, or some or all of the submitted information, descriptions or plans are repeatedly deemed by the Contract Monitor to be inadequate, in accordance with the Contract (Exhibit 2 Sample Contract) Section 17, Termination for Default, the Procurement Officer may terminate the Contract with this Contractor. In this event the Procurement Officer will seek to re-award the Contract to the next Bidder in line for the award within the same Bid Scenario.

2.3.6 Schedule Requirements, Generally

2.3.6.1 The Contractor shall provide courier services as detailed in the schedules in Appendix 8

– Courier Schedules for the Region(s) for which it received an award. The schedules may be adjusted from time to time via Contract modification authorized by the Contract

Monitor. Such adjustments may include, but are not limited to, regulatory changes imposed by State and federal regulations, relocation of Clinics, relocation of pick-up sites, and the addition of shifts resulting in later/earlier pickups and/or deliveries. If any proposed Contract modification would result in an increase in the Contract price, such modification must receive the proper approval required by Department Policy or State procurement law and/or regulation.

2.3.6.2 The Contractor shall begin each day as specified in the Appendix 8 – Courier Schedules for delivery to the Clinics in the Region(s) for which it received an award. The Contractor shall stop at each site in the order and at the specified times as shown on the respective schedules specified in Appendix 8 to drop off anything designated for the Clinic and to collect items to be returned to the Central Lab or delivered to a Regional Laboratory. The Contractor shall not depart from any pickup point earlier than the scheduled arrival time.

2.3.6.3 A pick-up and delivery location at each site will be designated by the County Health Departments and, for the Central Lab and Regional Laboratories, the MDH’s Laboratories Administration. The pick-up and delivery locations will be provided to the Contractor at the Contract Kick-off Meeting as described in 2.3.5.2.

2.3.6.3.1 Any time the Contractor anticipates a deviation of one (1) hour or more from the scheduled times, the Contractor shall notify the Contract Monitor in advance, by phone, of the proposed arrival time.

2.3.6.3.2 In case of an emergency situation at a pick-up site (i.e., boat breakdown, delivery of environmental samples) whereby, if a sample/specimen that requires same-day pick-up is not ready by the scheduled pick-up time, the Contractor must wait up to an additional 30 minutes for the specimen/samples to arrive at the pick-up point. In such event the Contract Monitor will contact all other scheduled County Health Departments to notify them of a later arrival by the Contractor.

2.3.6.3.3 In the extremely unlikely event that the Contractor is requested to wait more than 35 minutes at a given pick-up site or is requested to wait at more than one pick-up site on the same day for a cumulative increase in wait-time of more than 35 minutes, it will be paid $20 for an additional 30-minute increment of waiting time. After an initial 30-minute billing increment the Contractor may bill $6 for each additional increment of ten (10) minutes, or portion thereof. The following sections provide additional clarification concerning wait-time billing:

A. For total wait-time in the same day that does not cumulatively exceed 35 minutes beyond the times listed in the appropriate Appendix 8 schedule – (i.e., the Contractor is less than 35 minutes behind schedule when it arrives at the last stop on its scheduled route) the Contractor may not bill for wait-time.

B. When the Contractor reaches 36 minutes in the same day of total wait-time versus the appropriate Appendix 8 schedule, it may invoice $20 for total wait-time of up to 30 minutes, or from 30-60 minutes.

C. Beyond 60 minutes of total wait-time in the same day the Contractor may invoice $20 for the up to 60 minutes of total wait –time and $5 for each additional ten (10) minutes increment of wait-time, which accrues as soon as a preceding wait-time increment is exceeded. For example, for a total wait-time of:

1. 60 minutes the billing would be $20 ($20 for the initial 60 minutes and $5 for the single 10-minute increment thereafter.)

2. 70 minutes the billing would be $25 ($20 for the initial 60 minutes and $5 for the two 10-minute increment thereafter.)

3. 80 minutes the billing would be $30 ($20 for the initial 60 minutes and $5 for each of the four 10-minute increments or portion thereof, thereafter.)

2.3.6.4 Any request by the Contractor for a permanent change in the schedule shall be made in writing to the Contract Monitor. An assessment of the impact of proposed changes will be made by the Contract Monitor, and the decision will be conveyed in writing to the Contractor. The Contract Monitor's decision on the acceptability of any requested schedule change will be final. The Contractor shall not make any schedule changes until after receiving written approval from the Contract Monitor.

2.3.6.5 Courier service shall be provided according to the Appendix 8 schedules five (5) days per week (Monday through Friday except for the six (6) Major Holidays (see IFB Section

1.2 definition) with the additions in this 2.3.6.5 a-d. These additions appear as footnotes on the respective affected Regional schedules in Appendix 8.

A. Mail shall be picked up at the Baltimore Central Post Office and delivered to the Central Lab, Monday through Saturday, except for the six (6) Major Holidays. (See Region A schedule in Appendix 8.)

B. Specimens and mail picked up at the Region E pick-up locations (Eastern Shore Regional Laboratory and the various sites in the Upper Shore and Lower Shore Counties) on Friday are to be delivered to The Central Laboratory in Baltimore when it opens for non-emergency situations at 7:30 a.m. on the next day (Saturday morning). (Non-emergency deliveries will not be accepted prior to the 7:30 am normal opening time.)

C. Specimens and mail picked up at the Region F pick-up locations of Western MD Regional Laboratory, Frederick County Health Department, Washington County Health Department, Washington County Environmental Health and Western Maryland Hospital Center on Fridays are to be delivered to the Central Laboratory in Baltimore when it opens for non-emergency situations at 7:30 a.m. on the next day (Saturday morning). (Non-emergency deliveries will not be accepted prior to the 7:30 am normal opening time.)

D. Holiday coverage is required in certain areas as identified in Appendix 8, at no additional charge to the State beyond the rates quoted for each respective Region on Attachment B - Bid Form. The Contract Monitor will give the Contractor a Holiday schedule at the end of each calendar year (generally around December 30th) for the following calendar year.

2.3.6.6 The Contractor shall provide same day courier services to correct an inaccurate pick-up or delivery when the Contractor is at fault, and the Contract Monitor determines that the same day service is a factor in maintaining the integrity of specimens/samples.

Otherwise, the respective County Health Department will store the specimens until the next day.

2.3.6.7 To monitor compliance with the Contract, there will be a sign-in/sign-out sheet (Manifest) at each site to be completed by the Contractor at each stop. The Manifest will require the driver’s name, the time of arrival at the site, the number of pieces picked up, and the time of departure.

2.3.7 Containers, Mail, and Supplies Requirements

2.3.7.1 General Requirements

2.3.7.1.1 The weight of individual packages, coolers, and supplies could be as heavy as 50 pounds and/or be bulky, such as 64-gallon containers; accordingly, the Contractor shall provide personnel able to carry and lift packages of up to 50 pounds and/or bulky containers, possibly assisted with transporting equipment.

(Also see IFB Section 2.3.10.2)

2.3.7.1.2 Packages, coolers, or mail shall not be opened or repackaged at any time.

2.3.7.1.3 All items shall be transported and secured within an enclosed, locked area of vehicles. The packages/containers shall be placed within the transporting vehicle in such a manner that they cannot easily shift, move, or contact parts of the vehicle or each other with sufficient force to cause damage to the package/container/cooler or contents. The transporting vehicle shall also remain locked for the full duration the driver is not in the vehicle or in close visual range of vehicles. (Also see IFB Section 2.3.9.)

2.3.7.1.4 Specimen/Sample Containers (Coolers) The specimens will be packed by Clinic personnel in coolers to ensure that they will be appropriately preserved for at least 24 hours from the packing time, provided they are:

2.3.7.1.4.1 Not tampered with in any way (e.g., not opened, punctured, or damaged)

2.3.7.1.4.2 Delivered in accordance with the Appendix 8 schedule, except as described in 2.3.7.1.5.

2.3.7.1.4.3 Protected from Temperature Extremes (FB Section 1.2) for the full duration they are in the possession of the Contractor, including the entire time they are in the Contractor’s vehicles.

2.3.7.1.5 If it is known that any Coolers will not be delivered to the Central Lab on the same day they are picked up from a Clinic, the Coolers shall not remain in the courier pick-up/delivery vehicle overnight. Instead, within a reasonable timeframe after the final scheduled pick-up of the day, all coolers picked up that day shall be removed from the courier pick-up/delivery vehicle and placed in secure, sheltered storage. For the entire duration of overnight storage, the coolers shall be constantly maintained between 12.7 to 25.5 degrees Celsius (55 to 78 degrees F). Maintaining this temperature range may require secure, sheltered storage in a refrigerated or heated area. In addition, the Coolers shall also be protected from temperature extremes, as that term is defined in IFB Section 1.2. Examples of situations when it is known that Coolers will not be delivered to the Central Lab the day they are picked up, include when a schedule contained in Appendix 8 requires pick-ups on a Friday and delivery to the Central Lab by 7:30 am Saturday, if inclement weather makes it hazardous to attempt to complete a same day delivery, if an accident, inclement weather or other situation causes road closures that effectively preclude the Contractor from completing a delivery or if the Contractor is notified by the Contract Monitor that due to some other circumstance that a scheduled delivery should not be completed.

2.3.7.1.6 If for any reason delivery of Coolers to the Central Lab will not occur for more than one (1) calendar day after pick-up from a Clinic (for two (2) or more days after pick-up), the Coolers shall be maintained as described in IFB Section 2.3.7.1.5, but at a constant temperature between 2 to 8 degrees Celsius (36- 48 degrees F), instead of

12.7 to 25.5 degrees Celsius (55 to 78 degrees F) for the same duration as described in IFB Section 2.3.7.1.5 Maintaining these 2 to 8 degrees Celsius (36- 48 degrees F) range often will necessitate the refrigeration or heating of the transporting vehicle and/or a storage area. While there is no Appendix 8-scheduled situation in which a Cooler delivery is not to occur for two (2) or more days after pick-up from a Clinic, instances of severe blizzard, fire, or other damage to the Central Lab may cause such a delayed delivery.

2.3.7.1.7 The Contract Monitor or designee shall have the right to inspect, or without notification, the facility(ies) and/or vehicles of the Contractor to ensure that packages, Coolers and supplies are maintained as required in this IFB Section 2.3.7. In the event any such inspection reveals non-compliance with one or more of the IFB Section 2.3.7 requirements, the Contract Monitor may direct the Contractor to immediately come into compliance with these requirements, or, for extreme non-compliance, the Procurement Officer may implement default proceedings as described in Section 17 of the Contract (Exhibit 2 Sample Contract)

2.3.8 Dispatch Requirements

2.3.8.1 The Contractor shall have a Live Dispatch Service, described hereafter in this section 2.3.8.1, in place to receive Emergency Pick-up and Delivery telephone requests twenty-four (24) hours a day, seven (7) days a week. The dispatch service shall have the ability to dispatch the drivers with crucial information to provide emergency (outbreaks, pandemics, etc.), direct deliveries from the point of pick up to the point of delivery at the Central Lab.

2.3.8.1.1 Live Dispatch Service – Means an arrangement whereby the Contractor, either directly or through a subcontractor, has one or more individuals available 24 hours per day, 7 day a week, including all holidays, to receive telephone calls from the Contract Monitor or other authorized Laboratories Administration personnel to request an Emergency Pick-up and Delivery.

2.3.8.2 The individual(s) designated to receive Emergency Pick-up and Delivery requests shall perform this function as part of their regular, “on-the-clock” job duties and not on an “on-call” basis, which means each such individual shall be consistently attentive and shall have dispatch services as either his/her exclusive job duty, or as a priority activity whereby answering the Contractor’s designated phone number for Emergency Pick-up(s) and Delivery will take precedence over any other assigned job duty.

2.3.8.3 Any call to the Contractor’s designated Emergency Pick-up and Delivery request contact phone number is to be answered within six (6) rings, preferably by a live person, but at least by an Automated Call Distribution System, Interactive Voice Response system or other type of call answering machine or service, preferably identifying the business name. If a call is initially answered by other than a live person, an individual assigned to perform Live Dispatch Services for the Contractor shall be connected to the caller within one (1) additional minute or the caller shall be prompted to either stay on the line longer or leave a message with pertinent contact information.

2.3.8.3.1 If the caller chooses to stay on the line after the one (1) minute prompt, an individual assigned to perform Live Dispatch Services for the Contractor shall be connected to the caller within three (3) additional minutes.

2.3.8.3.2 If the caller chooses to leave contact information, an individual assigned to perform Live Dispatch Services for the Contractor shall call back within five (5) additional minutes.

2.3.8.3.3 In no event shall more than ten (10) minutes, total time elapse between when an authorized Laboratories Administration personnel initiates an Emergency Pick-up and Delivery call to the Contractor’s designated contact number and the time an individual assigned to perform Live Dispatch Services for the Contractor shall be connected to the caller to receive all necessary information to fulfill the Emergency Pick-up and Delivery.

2.3.8.3.4 Either at the time of initial contact between an individual assigned to perform Live Dispatch Services for the Contractor and an authorized Laboratories Administration personnel or no later than ten (10) minutes after this initial contact, the authorized Laboratories Administration personnel shall be given an expected time of arrival (ETA) by an approved Contractor driver and appropriate vehicle at the required Emergency Point of Pick-up location. The ETA provided must be such that it is obvious that the timeframes for delivery of an emergency pick-up to the Central Labs, as listed in IFB Section 2.3.11, will be met.

2.3.8.3.5 Because of the criticality of Emergency Pick-up(s) and Delivery as described in IFB Section 2.3.11 if the Contractor fails to answer an Emergency Pick-up(s) and Delivery request within the timeframes of Section 2.3.11 or fails to perform an Emergency Pick-up and Delivery within the timeframes listed in Section 2.3.11, Liquidated Damages will be assessed as described in IFB Section 3.4 or the Contract will be terminated for default as per Clause 17 of Exhibit 2 (the Contract.)

2.3.8.4 The Contractor shall have a mechanism in place, such as but not limited to cell phones, Global Positioning System (GPS) system, etc., to contact drivers in the event of any situation, including an Emergency Pick-up and Delivery situation, or when the Contract Monitor directs the Contractor to remain at a Clinic past the normal departure time that requires a deviation from the appropriate schedule included in Appendix 8. Nonetheless, any such deviation may not cause more than a 30-minute delay in completing a scheduled route unless directed in writing by the Contract monitor. (See IFB Sections 2.3.6.3.2 and 2.3.11.)

2.3.9 Vehicle Requirements

2.3.9.1 The Contractor shall provide backup vehicles or transportation systems in case a vehicle is inoperable or if the quantity of packages/containers to be transported exceeds the capacity of any vehicle that otherwise would be used for pick-ups. Exceeding capacity means without risking potential damage to containers from trying to force them into a vehicle that is too small and while still ensuring all packages are enclosed within the vehicle. (See IFB Sections 2.3.9.2 and 3.13.3 Insurance Requirements)

2.3.9.2 The Contractor shall use vehicles large enough to accommodate mail, specimens, supplies, samples and report forms in multiple containers, each weighing up to 50 pounds and being up to 64 gallons in size for each pick-up location on a scheduled route.

Appendix 9 is a list of the typical number of containers that require pick-up within each Region, based upon the best available recent historical information and is provided in just that context, as past typical requirements. The Department makes no guarantee that on any given day these typical quantities might not be exceeded. Aside from providing the information in Appendix 9, it can also be reported that historically the vehicles typically used to service this contract in the various Regions have ranged from mid to full-sized passenger cars, to small utility vehicles (SUVs), to nine (9) passenger size vans. As can be seen from Appendix 9 generally, the more pick-up sites on an Appendix 8 scheduled route, the more packages that routinely are picked up and the larger the vehicle needs to be to properly accommodate the number and size of packages/containers. As per IFB Section 2.3 9.1, the Contractor must provide a larger vehicle or additional vehicles if the vehicle(s) that is usually used on a particular route cannot properly accommodate all the containers, supplies, mail, etc. that need to be transported on any given day.

2.3.9.3 All vehicles used under the Contract shall have an enclosed area that is lockable and that precludes the direct exposure of packages/containers to the elements, prevents unauthorized persons from being able to remove, disturb, or even touch them and reasonably prevents them from being jostled or ejected from the vehicle on sharp turns, bumps or in the event of minor accidents.

2.3.9.4 These vehicles shall be displayed with some form of identification, to include the name of the company, the fact that it is a courier company and the Contractor’s phone number either on the vehicle’s exterior or dashboard.

2.3.10 Driver Requirements

2.3.10.1 The Contractor shall provide driver replacements, as needed, including if a particular driver is unable to complete a scheduled route.

2.3.10.2 All drivers must be capable of lifting and moving up to 50 pounds or bulky, 64-gallon containers, possibly with the help of equipment.

2.3.10.3 The Contractor shall provide training in Blood Borne Pathogens for all drivers, including drivers employed by a subcontractor if such driver will handle biological specimens/samples, and provide Occupational Safety and Health Administration (OSHA) Compliance forms, verifying compliance with this requirement. For drivers who will be used to perform the Contract as of the Go-Live Date, the OSHA Compliance Forms must be provided to the Contract Monitor within ten (10) days of the Go-Live Date. For drivers added to the Contract after the Go-Live Date, the OSHA Compliance Forms must be provided to the Contract Monitor no less than 15 days prior to the assignment of any new driver to this Contract. The Contractor’s drivers cannot perform under this Contract without this training.

2.3.10.4 The Contractor shall ensure that any driver assigned to this Contract, including any driver employed by a subcontractor, has a valid driver’s license with no more than three (3) points assessed by the Maryland Motor Vehicle Administration or by any other state’s motor vehicle administration against his or her license at any time during the Contract. Depending upon the vehicle(s) used to service this contract, when required by law or regulation drivers shall possess a Commercial Driver’s License

(CDL).

2.3.11 Emergency Pick-up and Delivery Requirements

The Laboratories Administration is part of the national Laboratories Response Network (LRN).

As part of the LRN the Laboratories Administration must be able to respond at any time to biological and chemical threats and other public health emergencies. In addition to the potential for perhaps large-scale public health issues, obtaining timely laboratory test results can be essential to the proper diagnosis and treatment of a critical health threat to a single individual.

Accordingly, the Contractor must be available for Emergency Pick-up(s) and Delivery twenty-four (24) hours a day, seven (7) days a week.

Whereas only three (3) Emergency Pick-ups and Deliveries have been required over the past five (5) years, each such occasion was of such criticality to the health and well-being of the involved individual that Labs personnel came into the Central Labs outside of normal operating hours specifically to await and then test a sample delivered on an emergency basis by the then contractor for this service. Moreover, the relative past scarcity of Emergency Pick-up and Delivery occasions cannot be taken as an indicator of future need.

2.3.11.1 An Emergency Pick-up and Delivery can only be authorized by the Contract Monitor, which, as per the definition in IFB Section 1.2, includes a designee identified in writing.

Personnel from the pick-up points (Health Departments, Sanitarians, etc.) cannot make Emergency Pick-up and Delivery requests directly to the Contractor.

2.3.11.1.1 When notified of the need for an Emergency Pick-up and Delivery the Contractor must obtain pertinent information (point of contact, phone number(s), address, number of containers and type of containers) and travel to the identified point of pick-up of the specimen/sample, receive and store the specimen/sample in compliance with all requirements of IFB Section 2.3.7 and then travel to the Central Lab to deliver the specimen/sample. For an Emergency Pick-up and Delivery originating in Regions A, B, C or D (to include hospitals) the Emergency Pick-up and Delivery is to be completed within 4 hours from the time of notification of the emergency. Ideally, the Contractor should be on-site at the designated point of pick-up within Regions A-D within two (2) hours from the time of notification, which would allow two (2) hours to deliver the specimen/sample to the Central Lab. If the Contractor takes more than two (2) hours to arrive at the designated point of pick-up, it must notify the Contract Monitor of when it will arrive at the pick-up point and still make the delivery to the Central Lab within the required four (4) hours from the time of notification.

2.3.11.1.2 For an Emergency Pick-up and Delivery originating in Regions E or F, the

Emergency Pick-up and Delivery is to be completed within eight (8) hours from the time of notification of the emergency. Ideally, the Contractor should be on-site at the designated point of pick-up within Regions E or F within four (4) hours from the time of notification, which would allow four (4) hours to then deliver the specimen/sample to the Central Lab. If the Contractor takes more than four (4) hours to arrive at the designated pick-up point, it must notify the Contract Monitor of its expected arrival time and still make the delivery to the Central Lab within the required eight (8) hours from the time of notification.

2.3.11.2 The Contractor will be paid $2.75 for each mile, rounded to the nearest mile, it travels to both pick up an emergency specimen/sample and deliver it to the Central Lab. To determine the mileage to be paid for each Emergency Pick-up and Delivery, the Contractor is to tabulate the actual mileage, rounded to the nearest mile, from the point of departure location described in IFB Section 2.3.5.3.2, I to the designated emergency pick-up point plus the mileage from the designated pick-up point to the Central Lab.

The Contractor will not be paid for the mileage it travels from the Central Lab back to its point of departure location.

2.3.11.3 If an Emergency Pick-up and Delivery occasion occurs during the time when normal pick-up and deliveries are scheduled, the Contractor can use its regular route driver and vehicle for the Emergency Pick-up and Delivery as long as doing so will not cause more than a 30-minute delay in meeting its normal schedule and the delivery of the Emergency pick-up will still occur within the timeframe specified in IFB Section 2.3.11.2.

2.3.12 Continuation of Operations Plan

The Contractor shall have a written Continuation of Operational Plan (COOP) to be implemented in the event the Governor declares the State of Maryland is operating under a state of emergency or disaster. As required by IFB Section 2.3.5.3.2 J, the Contractor must submit its proposed COOP no later than ten (10) days after Contract Commencement and have its COOP approved by the Contract Monitor prior to the Go-Live Date. An updated COOP shall be submitted to the Contract Monitor within ten (10) days of each Go-Live Date anniversary thereafter or within ten (10) days of any occurrence that renders the existing COOP inoperative

2.3.13 Bidder should read the IFB and all appendices and attachments thoroughly to adhere to all Contract requirements and specifications.

2.4 Supplemental Professional Services Work Requirements and Responsibilities

2.4.1 Security Requirements

The following requirements are applicable to the Contract:

2.4.1.1 Employee Identification

A. Contractor Personnel shall display his or her company ID badge in a visible location at all times while on State premises. Upon request of authorized State personnel, each Contractor Personnel shall provide additional photo identification.

B. Contractor Personnel shall cooperate with State site requirements, including but not limited to, being prepared to be escorted at all times, and providing information for State badge issuance.

2.4.2 Contingency / Disaster Recovery Plans

A. The Contractor and any relevant subcontractor(s) shall have robust contingency and disaster recovery plans in place to ensure that the services provided under this Contract will be maintained in the event of disruption to the Contractor/subcontractor’s operations (including, but not limited to, disruption to information technology systems), however caused.

B. The contingency and disaster recovery plans must be designed to ensure that services under this Contract are restored after a disruption within forty-eight (48) hours in order to avoid unacceptable consequences due to the unavailability of services.

C. The Contractor and any relevant subcontractor(s) shall test the contingency/disaster recovery plans at least twice annually to identify any changes that need to be made to the plan(s) to ensure a minimum interruption of service. Coordination shall be made with the State to ensure limited system downtime when testing is conducted. At least one annual test shall include backup media restoration and failover / fallback operations.

D. Such contingency and disaster recovery plans shall be available for the Department to inspect and to practically test at any reasonable time, and shall be subject to regular updating, revision, and testing throughout the term of the Contract.

2.4.3 Incident Response Requirement

A. The Contractor shall notify the Contract Monitor when any Contractor and/or subcontractor system that may access, process, or store State data or work product is subject to unintended access or attack. Unintended access or attack includes compromise by computer malware, malicious search engine, credential compromise or access by an individual or automated program due to a failure to secure a system or adhere to established security procedures.

B. The Contractor shall notify the Contract Monitor within one (1) Business Day of the discovery of the unintended access or attack by providing notice via written or electronic correspondence to the Contract Monitor and Procurement Officer.

C. The Contractor shall notify the Contract Monitor within one (1) Business Day if there is a threat to the Contractor and/or subcontractor's systems as it pertains to the use, disclosure, and security of the Department’s Sensitive Data.

D. If an unauthorized use or disclosure of any Sensitive Data occurs, the Contractor must provide written notice to the Contract Monitor within one (1) Business Day after the Contractor's discovery of such use or disclosure and, thereafter, all information the State requests concerning such unauthorized use or disclosure.

E. The Contractor, within one (1) Business Day of discovery, shall report to the Contract Monitor any improper or non-authorized use or disclosure of Sensitive Data. The Contractor's report shall identify:

1. The nature of the unauthorized use or disclosure

2. The Sensitive Data used or disclose

3. Who made the unauthorized use or received the unauthorized disclosure

4. What the Contractor has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure; and:

5. What…