Q_A_-_IFB__431.pdf

Questions and Responses, IFB #431 Genetic Testing Services

Bidder Question DCSS Response

1. Bid Format-Page 7 Section 9-C Clarify what is meant by : “bids should not be bound”, does this mean they should not be placed into a notebook of any type? If that is correct, what is preferred? Should they be submitted with a large clip to ensure the pages stay in order?

Bids can be clipped or unclipped which will allow for ease of scanning.

2. Attachment 5-Page 28 Subcontractor Participation Vendor does not subcontract any of the technical or scientific work.

As is common in the industry, we may use Independent Contractors for specimen collection. Please confirm if this would or would not be considered a subcontractor.

Any work not completed by the Prime vendor is done by a Subcontractor.

3. Page 48-B-Task 2-Scheduling “The local child support agency (LCSA) will schedule in-county appointments for case participants defined as mothers, children, and alleged fathers. Contractor shall work cooperatively with each LCSA in the scheduling of case participants. Case participant scheduling shall be accomplished by use of an electronic or internet-based system. “ Please clarify what is intended, the first sentence states that LCSA staff will schedule in county appointments, but then there is mention that case scheduling shall be accomplished by use of electronic or internet based system. It is unclear what specifically is intended to be provided by the vendor for in-county scheduling.

The first sentence is provided as a description not as an action, the contractor will work with the LCSA in scheduling the appointments with the use of an electronic internet-based scheduling system.

4. Page 49 C-Task 3-Sample Collection #4 Thumbprints The IFB requires the contractor to obtain a thumbprint from each individual tested. The collection of thumbprints or fingerprints is not a requirement under current AABB Relationship Testing Laboratory Standards, and in our experience providing paternity and relationship testing services to numerous government agencies nationwide, most agencies have removed the thumbprint/fingerprint as part of the chain-of-custody process.

Additionally, we are not aware of situations where thumbprints have actually been utilized to resolve questions of identity. In the event that participant identity is ever in question, the typical remedy is to arrange for recollection of the specimen under controlled chain-of-custody procedures. Given this, would you consider removing the thumbprint requirement from the Scope of Work?

This requirement has been updated. See IFB #431, Addendum #1

5. Page 50-#6 Expert Testimony How many times was an expert witness needed during the last contract cycle? Is the testimony able to be via an electronic platform vs. in person?

Testimony may be requested for either electronic or in person. Data regarding the need for an expert witness is not available.

6. Page 50-D Task 4-Results #2 Please clarify that the standard process for supplying results is via the secure portal from the vendor, and that hard copies are not required routinely but will be provided upon request. Is this correct? On average, how often are hard copies required to be provided?

Yes, hard copies are not required routinely but are required upon request based on business needs. Data surrounding these requests is not available.

7. Page 62-10. Background Investigations What is considered FTI Access for this scope of work, are the background investigations required. If so, we conduct background investigations on all employees as a condition of employment, and we participate in background investigations through the Texas OAG related to service for their genetic testing program. Would this suffice, and if the vendor is required to conduct the background investigations administered by DCSS what is the process and does DCSS pay for these reviews? If not, what is the cost?

No FTI access for this SOW. This section specifically states “if” there is FTI access.

8. Page 71-Appendix A – LCSA Collection Data Appendix A indicates approximately 6,766 hours of on-site specimen collection coverage across LCSA locations for approximately 2,675 samples annually. Based on these figures, this equates to an average of roughly 2–3 collections per hour, suggesting that collectors may experience significant idle time while assigned to the LCSA site.

To ensure vendors can propose a cost-effective and operationally efficient staffing model, please clarify whether LCSA offices will be expected to coordinate scheduling with the awarded vendor, such as establishing defined collection windows, grouping appointments, or otherwise aligning collection hours with anticipated testing demand.

Additionally, please confirm whether the State would allow the awarded vendor to adjust on-site collection hours to meet a minimum efficiency objective?

The schedule referenced in the Appendix 1 is the approved schedule for this contract.

Any future requests for schedule changes can be submitted to the DCSS Contract Manager for LCSA consideration.

9. Who is the current vendor providing services and what is the price per sample under the current contract?

Labcorp is the incumbent vendor. DCSS declines to provide current contract pricing in this solicitation process.

10. How many jail collections were performed during the last fiscal year?

SFY 7/1/24-6/30/25 145 Jail collections completed

11. Page 17, 15.Preference and Participation Programs B. Disabled Veteran Business Enterprise.(DVBE) Please confirm that the DVBE requirement is an incentive only and not required for this IFB.

The DVBE requirement for this contract is incentive only.

12. Page 21, 19. Agreement Execution and Performance If the awarded bidder wants to request changes to the state approved language in the exhibits, how should that information be provided?

DCSS is providing clarification to all questions received through this Q&A process. No exhibit language changes will occur outside of this clarification process.

Bidders who provide a bid are stating they will meet all exhibit requirements.

13. Page 48, EXHIBIT A – Scope of Work

5. Contractor Responsibilities Task 1- Genetic Testing In rare circumstances, such as family relationship testing the laboratory can use all testing available and may not be able to provide a conclusive result. While this is uncommon and can often be resolved by adding additional family members to the relationship testing, we would like to highlight this as a potential scenario.

Thank you for the information. Bidders may address this potential scenario in their IFB response.

14. Page 48, EXHIBIT A – Scope of Work

5. Contractor Responsibilities Task 2- Scheduling 2 In some scenarios a scheduling case may take longer than 24 hours as the Contractor may be awaiting a return phone call with the appointment. For example, we are awaiting a return call from the collection site. Provided Remedy In this scenario, the Contractor can provide an update on the status of the scheduling via the Contractor’s website, which contains real time updates.

Thank you for the information. Bidders may address this potential scenario in their IFB response.

15. Page 48, EXHIBIT A – Scope of Work

5. Contractor Responsibilities Task 2- Scheduling #3 The Contractor may not receive immediate notification of a facility closure. Provided Remedy We would like this section to be updated to reflect that as soon as the Contractor is aware of a closure that we will share that with LCSA and the Contract Manager

16. Page 48, EXHIBIT A – Scope of Work

5. Contractor Responsibilities Task 2- Scheduling #4 The contractor can provide LCSA offices for on‑site collections unsuccessful collections within the State by the next business day.

For out‑of‑state appointments, our standard process is to allow up to five (5) business days before sending a no‑show notification to allow time for specimens to reach the laboratory. Is this five‑day notification window an acceptable approach?” Provided Remedy We would like to see this specification updated to align with current processes.

DCSS will keep the current requirement of reporting unsuccessful collection within two business days.

17. Page 49, EXHIBIT A – Scope of Work

5. Contractor Responsibilities Task 2- Scheduling # 8 The Contractor can provide the actual date for parties who live inside and outside of California; however prison institution and jails require coordination of the date between the facility and the specimen collector. The current practice for these types of collections is to send the paperwork to the specimen collector with a request to return the appointment within a certain timeframe, which allows the specimen collector to coordinate a date that is acceptable for the specimen collector and the facility. The appointment letter will include a return by date, not the specific date. Is that an acceptable alternative? Provided Remedy We would like to see this section updated.

18. Page 49, EXHIBIT A – Scope of Work

5. Contractor Responsibilities Task 3- Sample Collection In establishing collections sites, our goal would be to request a change/update with a 30 calendar notice, but in some cases 30 days notice can’t be provided. Provided Remedy We would like to see this section updated to reflect that as soon as we are made aware of a change or update to communicate that to LCSA and the Contract Manager.

The requirement will remain as-is with no change.

19. Page 50, EXHIBIT A – Scope of Work Contractor’s Responsibilities Task 4 Results There is a requirement within this section for an instant color image, is a digital photograph of the case participant(s) being tested a suitable alternative?

The digital image must be instant, clear and able to be attached to the chain of custody.

20. Page 50, EXHIBIT A – Scope of Work Contractor’s Responsibilities Task 4 Results Section 1 The Contractor would like to request that the 72 hour requirement be based on the receipt of the samples, such that delays in transit do not impact the laboratory’s ability to meet this requirement.

21. Page 50, EXHIBIT A – Scope of Work Contractor’s Responsibilities Task 4 Results Section 2 This section includes a requirement that “The testing results shall be labeled either positive or negative for easy identification on the website.” We would like to ask if including the probability of paternity will meet this requirement. Provided Remedy We would like to ask if including the probability of paternity will meet this requirement.

The requirement is positive or negative

22. Page 58, Section 18 Standard Contract Language Priority Hiring Considerations Please confirm that this requirement is applicable only for hiring within California?

Correct, this requirement is applicable only for hiring within California.

23. Page 63, Exhibit E Data Security Requirements, M.

Investigation of Breaches and Security Incidents In regards to having a client conduct their own investigation within our system and on our infrastructure that would breach other client contracts. While the bidder will cooperate with DCSS in the event of a breach, the bidder can’t allow an independent investigation.

Please confirm that cooperation will meet this requirement.

The requirement in Section M establishes that ISO retains the right to participate in an investigation or to conduct its own independent investigation. The contractor is required to fully cooperate, which may include providing all information ISO requests in order to perform its analysis.

This requirement does not indicate that ISO is seeking or requiring direct access to the contractor’s systems; rather, it ensures that ISO can obtain the necessary information to carry out its review effectively.

24. Page 65, EXHIBIT E- Data Security Requirements

1. General Security Controls A. Confidentiality Statement The Contractor and contractor employees submit to ongoing confidentiality training. The Contractor has their own policies regarding confidentiality. The Contractor can sign the Confidentiality Statement on behalf of the enterprise which includes all employees. Please confirm that is acceptable.

The requirement outlined in Section 1.A.

specifies that the contractor must sign a confidentiality statement; it does not mandate the use of the DCSS confidentiality form. That confidentiality statement attachment is provided in the event that the contractor would like to utilize it to meet the requirement. In this case, it is acceptable for the bidder to attest that all employees have executed a confidentiality statement by signing it on behalf of their enterprise.

25. Page 65, Exhibit E Data Security Requirements

1. General Security Controls B Security Awareness Training The bidder has their own IT training policy. Is it acceptable to provide an attestation for security training and provide the details around the security awareness training?

The requirement outlined in 1.B. is that a “Contractor must complete security awareness training…and annually thereafter” not that contractors would have to take the DCSS training to meet this requirement. In this case, it would be acceptable for the bidder to attest that all employees have signed one.

26. Page 66, Exhibit E Data Security Requirements I. User IDs and Password Controls The bidder has their own IT Security program and can provide evidence and details regarding password requirements. While there are similarities between the requirements, the Contractor can’t change their password requirements based on individual customer requirements. Will DCSS confirm that it is acceptable for the Bidder to follow its internal password requirements? Or as an alternative confirm that federation sso is in place and your organization user credentials/passwords are maintained by client not Contractor.

The requirement will remain as-is with no change.