ITB 24.25-33 Questions and Answers Final.pdf

DOR TEMPLATE for VENDOR SOLICITATION QUESTIONS SUBMISSION

QUESTION

Applicable to which section?

(Solicitation Page Number and Paragraph) DEPARTMENT's RESPONSE/ANSWER

1 It states the awarded Contractor must be accredited by the American Association of Blood

Banks (AABB). Can you update to reflect their agency name change to Association of

Advancement of Blood & Biotherapies (AABB)?

Section 6 – Scope of Work, Category A: DNA

Testing Contractor

Yes, accredidation from either the American Association of Blood Banks or the Association of Advancement of

Blood & Biotherapies.

2 Is the minimum requirement in paragraph 2 indicating that the Contractor must have completed an average of at least 1,000 tests each month during calendar year 2023 OR indicating that the Contractor completed an average of at least 1,000 AABB Accredited tests each month during calendar year 2023?

Section 6 – Scope of Work, Category A: DNA

Testing Contractor

Contractor must be accredited by the AABB, and completed an average of at least 1,000 tests each month during calendar year 2023.

Does the Collection Contractor need five (5) years’ experience collecting or arranging for the collection of DNA samples by Buccal Swab or five (5) years’ experience collecting or arranging for the collection of AABB Accredited DNA samples by Buccal Swab?

Section 6 – Scope of Work, Category B: DNA

Collection Contractor

The DNA Collection Contractor must have at least five

(5) years' experience collecting or arranging for the collection of DNA samples by buccal swab.

4 If there were 28,451 samples collected and approximately 8,696 would be designated for the

Collection Contractor, that indicates that approximately 26,088 were collected by DOR staff.

In Category A, it indicates that 5,467 tests were completed in FY23/24. If you assume even 3 parties per case (M/CH/AF) that translates to 16,401 samples. There is a significantly higher amount of samples being collected. Does the DOR anticipate continuing this high percentage rate of partial cases as it impacts the cost analysis for the laboratory related to shipping returned samples, as well as significant increased labor involved for Accessioning and

Receiving the partial samples?

Section 6 – Scope of Work, Category B: DNA

Collection Contractor

The annual number of DNA collection requests from the

Department may increase or decrease throughout the term of a Contract. The Department does not guarantee that its collection volume will increase, decrease, or remain the same as in past years.

Is this form provided by the DOR to any reference listed by the Respondent? Does the

Respondent need to do anything with this form or submit directly to any reference?

Attachment I:2: Vendor Past Performance

Form

Vendor is to complete Attachment I: 1 Contractor

References for 3 companies and submit this form along with their Bid Proposal. Attachment I: 2 is the form the vendor provides to the three identified references

(Attachment I: 1) for completion. References submit their completed form to the purchasing officer identified in Section 2.1 of the ITB.

Does the DOR expect to receive this form for Individual Sample Collectors or a Collection Site that a Collection Contractor may use? Since the collections being requested by the DOR may be a single collection and not known until the time of scheduling, it would be impossible to identify at submission. Does the DOR consider the Sample Collectors or Sites that the

Collection Contractor may use a Sub-Contractor?

Attachment J: Sub-Contractor Form Reference Section 448.059(2), F.S.

Florida DOR ITB 24/25-33 DNA Collection and Testing Services for Paternity

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

Please indicate what is intended as part of a “DNA buccal swab sample collection kits” to each Department service site. Does this also include gloves, camera or film?

6.1.2 Provision of Sample Collection Kits

Identification Form/Chain of Custody

Mother envelopes with 4 swabs

Child envelopes with 4 swabs

Alleged Father envelopes with 4 swabs

Bags for securing samples

Tamper-proof tape that goes around the bag

Non-USPS overnight shipping bags with air bills

GLOVES (NON-LATEX Gloves) in multiple sizes

8 Please confirm that the Collection Contractor is responsible to provide the gloves, camera and film.

6.2.2. Sample Collection

Refrence Section 6.2.2, 6th paragraph, page 41 of the

ITB.

The DNA Testing Laboratory is required to maintain results and records for AABB accredited testing for a minimum of 5 years. Results are not provided to a subsequent vendor as part of any transition. Partial case samples where there are parties that were not collected are typically transferred as those have not been tested. Can you remove the language regarding

Results for any future transition?

6.1.14 Transition Cases

6.1.14 Transition Cases paragraph 1 will be revised via

Addendum as indicated below:

Transition cases are those in which DNA samples have been collected, tested, if applicable, and delivered to the

DNA Testing Contractor awarded a contract as a result of this ITB, related to cases sent by the Department to its previous Contractor. The Contractor shall accept, store, and utilize all viable test results, reports, and DNA test samples provided by the previous Contractor. The

Contractor must cooperate timely and efficiently with the previous Contractor in the transition of any tests in process or previous tests, and safeguard associated documentation such that it does not negatively impact the Department.

10 How can the chosen testing vendor be assured that the AABB collection requirements as specified in the current edition of AABB standards are fulfilled if the chosen collection vendor is not AABB accredited? The testing laboratory is responsible for ensuring the collection requirements are met, yet there is no input regarding qualifications of the chosen collection vendor. AABB requires that there be a written agreement defining responsibilities; how does the

DOR plan to manage and meet this requirement? Additionally, due to the requirements related to training specimen collectors, this could place a significant additional burden on the testing laboratory to have to train and interact with additional sample collectors.

6.2.5 Training and Comportment of DNA

Sample Collectors Reference 6.2.5

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

The following is stated: The Contractor’s testing laboratory must follow the AABB retention and destruction of DNA sample guidelines and must maintain all samples received for a minimum of five (5) years, along with related inventory records. AABB requires samples to be maintained once they are tested and results are issued for six months, and data to be retained for 5 years. Can the requirement be amended to state: The Contractor’s testing laboratory must follow the AABB retention and destruction of DNA sample guidelines and must maintain all partial samples received for a minimum of five (5) years, along with related inventory records. Tested samples must be maintained for six (6) months from the time the results are issued. All DNA profiles, the reports, and associated documents must also be maintained for five (5) years.

6.1.3 Management and Use of Received

Samples

Section 6.1.3 Management and Use of Received

Samples will be revised via Addendum as indicated below: "The Contractor's testing laboratory must follow the AABB retention and destruction if DNA sample guidelines and must manitain all partial samples received for a minimum of five (5) years, along with related inventory records. Tested samples must be maintained for six (6) months from the time the results are issued. All DNA profiles, the reports, and associated documents must also be maintained for five

(5) years. The Contractor must retain all nontested samples for five (5) years, along with related inventory records."

12 How can the Contractor request changes or redlines to the Contract language? Can the

Contractor include a list with the IFB for consideration?

Section 2.7 Vendor Admonishments

No

AABB changed their name to Association for the Advancement of Blood & Biotherapies, can the name be updated within the IFB to reflect the new name?

Section 2 Statement of Purpose

For purpose of the ITB, references to “American

Association of Blood Banks” and “AABB” include the

“Association of Advancement of Blood & Biotherapies.”

Does the Vendor submit questions through the website or via email. After review of the website, there doesn’t appear to be a portal to submit questions through?

Sections 2.1 Procurement Officer/Contact

Persons and 3.1.3. Questions Reference Section 2.1. and 3.1.3

The Contractor conducts its own background check on its employees, will that background check be acceptable to the State? Additionally, the Contractor’s staff who conduct the DNA analysis testing will not have direct contact with the State’s customers or Revenue facilities, as they are located outside of the State of Florida. The Vendor conducts pre-employment background screenting of all employees, will that meet the Background check requirement?

Section 4.8 Confidentiality of Information and Background Checks and Sample

Contract V. Criminal History Records

Checks

Reference Section 435.04, F.S. Once a contract is awarded, the contractor may request waiver for employees, under certain conditions.

The Vendor conducts pre-employment background screening of all employees, will that meet the

Background check requirement?

Reference Section 435.04, F.S. Once a contract is awarded, the contractor may request waiver for employees, under certain conditions.

Pollution Liability insurance doesn’t seem applicable to this service. Can this insurance be removed or be evidenced as “sudden and accidental” under our general liability under our current policy. We would request that pollution coverage be removed as that seems more applicable to a general contractor or a manufacturer policy.

Section 5.17.1 Insurance Requirements.

The Contractor selected under this ITB shall maintain during the life of the contract, with the State of Florida and the Department named as additional insureds, commercial general liability coverage with limits of not less than $1,000,000 per occurrence and $5,000,000 general aggregate for bodily injury and property damage; and comprehensive automobile liability coverage with limits of not less than $1,000,000 combined single limit Contractor Pollution sudden and accidental Liability coverage with limits not less than

$5,000,000 each occurrence and aggregate

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

Can the Department please define a test? There is language that a completed test consists of all parties designated by the Department who are associated with a child support case. The

Contractor is looking for clarification that confirms a test is complete when a report is issued, based on inclusion/exclusion of a single child. If there are multiple children and multiple alleged fathers can each of these tests be billed separately as a completed test.

Section 6 – Scope of Work – Category A

As stated in Section 6 - Scope of Work - Category A: DNA Testing

Contractor - A completed test consists of test results provided for all children associated with a child support case where the genetic sample collections were submitted under the same Genetic testing authorization number assigned by the Department that confirms or excludes paternity as a result of DNA testing.

Please clarify how the Contractor should issue results on cases with multiple children? Based on the description in this section, a completed test includes samples collected for all parties designated in a case.

Section 6.1.5

Section 6.1.5 will be revised via Addendum as indicated below:

The Contractor shall produce a certified report for each child associated with a for each completed test that complies with Section 742.12, Florida Statutes. Each report must contain, at a minimum:

1)Tester's name and professional designaMon

2)Donor(s) name(s)

3)Department case number and AuthorizaMon

Number.

4)Type of geneMc test(s) performed and date(s) samples were collected

5)Probability of parentage (percentage of probability)

6)Conclusions

If a case has mother, two children and two different alleged fathers, is that considered one case or can the contractor bill for two separate tests? If a case has mother, two children and two alleged fathers and one of the trios is finalized with 1 st child and 1 st alleged father and while the nd child has been collected, the 2 nd alleged father hasn’t been collected yet, will the Contractor only be able to bill for all parties once the 2 nd alleged father has been tested?

A completed test consists of test results provided for all children associated with a child support case where the genetic sample collections were submitted under the same Genetic testing authorization number assigned by the Department that confirms or excludes paternity as a result of DNA testing.

At least one child and only one alleged father will be included under any genetic testing authorization number.

18 1. The Department provides the number of DNA samples that were collected, but can you provide the number of completed tests?

Section 6 – Scope of Work – Category A

Reference Section 6. Category A, 3rd paragraph.

2. Can the Department provide the number of tests that had multiple children?

For July 1, 2023 - June 30, 2024, 477 of the 5,467 completed tests were for cases with multiple children.

19 Can the Department provide a sample of the summary of its procedures for processing and inspecting test results prior to release from the laboratory or an outline of the information that the

Department would like to receive?

6.1.5 Providing Test Results

The Department does not inspect test results prior to release from the laboratory. Refer to section 6.1.5 for required information related to test results.

20 Can the Contractor bill for cases that are collected and sent to the laboratory but don’t become a complete case, because the other parties are not tested?

Section 6 - Category A, 4th paragraph and

6.1.6 Payment for Completed Tests

Reference 6. Category A 4th para and 6.1.6. Contractor will be paid for each completed test.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

21 In the scenario where the Department changes laboratory, will the new laboratory be able to bill for cases that are transferred to them from the prior laboratory? Will the new laboratory be able to bill for tests that are completed? In a transition from one laboratory to another laboratory, how many samples will the new laboratory receive?

1.14 Transition Cases

The new laboratory can bill for a completed test utilizing samples transitioned from a previous laboratory. It is unknown how many samples the new laboratory will receive.

If the Department notifies the Contractor that testing is no longer needed, can the laboratory bill for the testing for the parties who have been collected? Can the Department provide statistics on how frequently this has occurred under the current contract?

1.15 Invoice Procedures

The Contractor will be paid a fixed fee for each completed test.

23 Within this section there is the following requirement:

If proper identification is not provided, the Contractor’s sample collector is not permitted to collect a DNA sample.

The AABB standard states: 5.2.4.7 Original or legible photocopies of at least one of the following items for each individual tested and untested person(s) signing consent for a minor child or legally incompetent adult:

1. Valid government-issued photo identification (ID)

2. Photograph that is suitable for positive identification

Will a photograph of the individual be suitable for positive identification?

Section 6.2.2 Sample Collection will be revised via

Addendum as indicated below: "To determine the identity of the individual to be colletected, Acceptable forms of identification include, but are not limited to, the following:

1)A driver's license or state-issued idenMficaMon card

2)An idenMficaMon card issued by the United States

Bureau of Citizenship and Immigration Services

3)An idenMficaMon card issued by any branch of the armed forces of the United States

4)A passport

5)Government issued idenMficaMon from non US government.

A photo alone is not sufficient without an associated government confirmation of identity as described above. A photo of the person taken at the time of collection must be attached to the chain of custody.

24 Does the requirement to respond within one business day applicable to customer service or does it also include billing inquiries as well.

Section 6.1.17 Customer Service

Applies to any inquiry made by the Department.

6.2.2 Sample Collection

Reference 6.2.2 2nd paragraph for acceptable forms of identification.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

25 Is the Department currently collection samples for the parties who live within the State of Florida?

Can the Department provide data on how many Certified Genetic Testing Collection Team

Members are witnessing collections? Does the Certified Genetic Testing Collection Team

Members collect samples or only witness sample collections?

2.5 Training and Comportment of DNA

Sample Collectors This section does not apply to providing training or certification of Department of Revenue employees.

Is one Vendor Past Performance Form acceptable? Or is the State looking for multiple forms?

Attachment I: Vendor Past Performance

Form Reference response to Question 5.

If a Vendor is unsure of the need and number of Subcontractors that will need to be utilized for the

Contract that results from this IFB, can Subcontractors be added upon Contract Award? Can the

State provide a list of Subcontractors currently being utilized under the current contract?

Attachment J:Sub Contractor Form Reference response to Question 6.

28 There doesn’t appear to be a location to add pricing for Category B? Is this an oversight or should the Vendor use the grid on the Category A Cost Information Sheet?

Attachment K: Cost Information Sheet

Attachemnt K page 66

What is the anticipated start date of the Contract awarded from this ITB? Can you provide the current pricing that the State is payingfor the services now?

Contract Start Date

Anticipated start date of the contract is December 1, 2024.

DNA Testing rate per individual $49.81

DNA collection rate per individual inside the State of

Florida $64.00

DNA collection rate per individual outside the State of

Florida $57.00

Will the transaction fee be applicable to this Contract? What is the transaction fee used for? Rule 60A-1.031, F.A.C.

Reference Rule 60A-1.031, Florida Administrative Code.

What types of training is required under the current contract? As a clinical testing laboratory the

Vendor operates in a highly regulated space and has its own comprehensive training that is managed electronically and requests that our training be sufficient as it covers all necessary topics to include confidentiality, IT security and Code of Conduct to name a few of the topics.

Sample Contract, Attachment F; Required

Training Courses

Documentation of contractor training and completion may substitute for FDOR required training. Contractor must provide within 5 days upon request of FDOR.

Will the Contract that results from this ITB include Attachment G? Attachment G seems like it would be applicable to IT programming rather than genetic parentage testing.

Attachment G: requirements for Contracts with Access to Federal Tax Information IT

Consulting. No

Please confirm if this response is an electronic submission or physical submission. There is language regarding an electronic submission and a paper submission.

Exhibit 3: PUR 1001

PUR 1001, (pg 122) #3. Electronic Submission of

Responses is superseded by Section 7.4. Format, Quantity and Media (page 49) which states: The

Vendor shall furnish one (1) paper copy clearly marked as the “Original/Master Copy” In addition to the required paper copy, the Vendor shall furnish one

(1) electronic copy. The Vendor should write the electronic copy on a USB Thumb Drive in a single .pdf file format."

Can the State shift the due date out further, since October 14 is a holiday and reduces the

Vendor’s response time?

Submission Date:

If submitting a redacted copy of the bid, vendor shall submit both hard and electronic copies as described above.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

What information will be released at the Public Opening? Where will the location be? How does the vendor attend the public opening? Is there a virtual option to attend?

Public Opening

This is covered in Section 3.1.5 Bid Opening as follows:

"Bids will be publicly opened at the time and date specified in the Procurement Schedule (Section 3.2).

The names of the responding Vendors will be read aloud. The name(s) of Vendors submitting Bids will be made available to interested parties at the Bid opening or upon written request to the Procurement

Officer listed in Section 2.1.

The contents of bid submissions are not immediately public records subject to provisions of section

119.07(1), F.S. Per 119.071(1)(b)2, F.S., submissions are exempted until the Agency posts a Notice of

Intended Agency Decision, or thirty (30) days after opening the final competitive sealed Bids, whichever is earlier, and therefore will not be available for immediate review by the public. The Public Opening will be held at the address as follows:Florida

Department of Revenue

State of Florida Capital Circle Office Complex

Building 2, Suite 1600

2450 Shumard Oak Boulevard

Tallahassee, FL 32399-0109 There is no virtual option, but information will be available upon request immediately after the Public Opening by request to the Procurement Officer.

Can the State provide a copy of the above report with data. After reviewing the sample report, it is not clear if the third row are headers for the shaded three rows below? Or will the vendor need to populate with numbers under each header and provide data for the shaded rows?

Exhibit 8 & 13 DNA Testing Contractor

Monthly Performance Report

Yes, the vendor needs to populate with numbers under each header and provide data for the shaded rows

If the Vendor can provide the same information but in a slightly different format than the samples provided, for example in a spreadsheet will the State consider that as an acceptable substitution?

Exhibit 11 & 16 Substantiation Report and

Exhibit 12 & 17 Sample Monthly Invoice No, the prescribed format is necessary to facilitate automated validation processes.

Does the Vendor need to provide a substantiation report for each case with a summary invoice monthly? So if there were twenty cases, the Vendor would provide twenty cases with the summary invoice totaling the billing charges for all twenty cases?

Exhibit 11 & 16 Substantiation Report and

Exhibit 12 & 17 Sample Invoice (Category A &

Category B)

Each invoice is required to include a substantiating report to show the list of cases being billed. The case is verified by making sure the GT report was received and attached to CAMS system for each case billed.

Does the State currently use the Vendor’s web portal to access data or schedule case? Web Portal

The state currently uses the Vendor's portal to access data, not schedule cases.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

40 1. Is submission in SAP process or MyFloridaMarketPlace a requirement for payment? Is there a charge to use SAP/Ariba? What are the fees associated with SAP/Ariba? Will SAP/Ariba accommodate more than one file for the monthly services? Will the vendor need to submit separate invoices for collection and testing? If yes, will the vendor need to have separate accounts for SAP/Ariba?

Invoicing Reference response to question 30.

2. 6.2.13 Invoicing Procedure

What is the acceptable documentation for requesting an extension for time regarding cases exceeding the turnaround time? Will there be one point of contact for requesting approval or multiple approvals. Please describe the current process.

If a case does not meet the required TAT, it will need to be identified and provide substantiating documentation showing why it did not meet the required TAT. As it currently is, this is done by providing a copy of the email to/from the vendor and local CSE employee working the case. You may want to have PP weigh in on this also.

41 What is the No Show rate for parties who do not go to their scheduled DNA collection appointment? What is the reschedule rate and is there a maximum number of rescheduled appointments the Department will allow before closing out a paternity case? How many appointments were rescheduled during the last fiscal year?

Category B:DNA Collector Contractor No available data regarding no show rate or reschedule requests. There is no maximum number of reschedule requests.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline