SOW_Drug and Alcohol Clandestine Inspection Program.doc

FTA Office of Transit Safety and Oversight

Drug and Alcohol Clandestine Inspection Program

STATEMENT OF WORK

Drug and Alcohol Clandestine Inspection Program 1.0

BACKGROUND

The Federal Transit Administration (FTA), Office of Transit Safety and Oversight (TSO) within the United States (U.S.) Department of Transportation (DOT), has identified the need for contractor assistance in support of the FTA’s mission in achieving the highest practical level of safety and oversight for all modes of transit. TSO administers a national transit safety program and monitors program compliance to ensure safe, reliable, and equitable transit service in accordance with FTA policy and regulatory requirements. The Office of the Secretary of Transportation’s (OST’s) Office of Drug and Alcohol Policy and Compliance (ODAPC) Procedures for Transportation Workplace Drug and Alcohol Testing Programs, 49 Code of Federal Regulation (CFR) Part 40 and the FTA’s Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations regulation 49 CFR Part 655 requires grantees to implement and maintain an effective drug and alcohol testing program. The rules require employers conduct drug testing according to provisions of Part 40. And, to implement a testing program the transit industry relies upon private vendor service agents to perform most of the urine collections.

2.0

SCOPE

The service vendor is a urine, oral fluid, and breath alcohol collection sites. The procedures for collection of urine and oral fluid under these rules are very specific and must be followed whenever a DOT-required urine and oral fluid specimen collection is performed. The collector has a major role in the success of the DOT/FTA drug and alcohol testing program. The collector is the individual in the testing process with whom all employees have direct, face-to-face contact. Without the collector assuring the integrity of the specimen and collection process, the entire testing program may be subject to criticism. Therefore, it is imperative that collectors fully understand and follow these procedures.

Collectors must be familiar with urine and breath alcohol collection procedures in Part 40 while paying special attention to the following sections of the regulation:

Subpart C-Urine Collection Personnel

Subpart D- Collection Sites, Forms, Equipment and Supplies used in DOT Urine and Oral Fluid Collections

Subpart E- Specimen Collections

Subpart I- Problems in Drug Tests

Subpart J- Alcohol Testing Personnel

Subpart L- Alcohol Screening Tests

Subpart N- Problems in Alcohol Testing

The FTA requires contractor personnel with sufficient expertise in Part 40 and the associated Subparts relating to the drug urine, oral fluid, and breath alcohol collection requirements, to conduct clandestine inspections of collection sites conducting DOT-required drug and alcohol testing.

Clandestine inspections are held in secret or undercover to access the accurate collection procedures of Part 40.

3.0

DESCRIPTION OF SERVICES

The Contractor shall support TSO personnel by performing the following tasks:

TASK 1/Contract Line-Item Number (CLIN) 0001: Plan Clandestine Inspection Schedule and Annual Program Status Report

The contractor shall work with FTA/TSO Program Manager/Contracting Officer Representative (COR) to determine which collection sites shall be clandestinely inspected. The contractor shall work in coordination with the FTA Program Manager to develop an annual schedule of reviews using data from the FTA Drug and Alcohol Audit Compliance program, and OST/ODAPC. The contractor shall obtain information on canceled tests due to collection error from ODAPC’s master list of collection sites around the country and from transit systems and third-party administrators identified by the FTA. Analysis of this data shall be utilized to target collection sites for clandestine inspections. Data analysis of the FTA traditional audit programs final reports, FTA DAMIS reports, ODAPC’s Service Agent Index Database (SAI), when applicable and review data of other USDOT drug and alcohol modal programs shall be used as appropriate.

An annual status report must be submitted via email to the FTA Program Manager at least two weeks prior to the end of the contract option period of performance summarizing the state of the DOT urine collection site industry data.

TASK 2/CLIN 0002: Conduct Clandestine Urine, Oral Fluid and Breath Alcohol Collection Site Compliance Reviews The contractor personnel shall conduct on-site clandestine urine, oral fluid drug and alcohol breath collections at transit provider contracted collection sites and or medical facilities. Clandestine inspections shall consist of submitting to a collection of urine/oral and or breath alcohol specimens to ensure the collection site/collector is compliant with Part 40. Contractor personnel shall deliver a final report of each on-site clandestine inspection listing process deficiencies, make recommendations regarding process and improvements required and when necessary, assist the Program Manager in issuance of a Notice of Corrective Action (NOCA).

As the support required varies in complexity, at least one senior level analyst and one other analyst shall be required to support this work conducting on-site clandestine inspections of collection site procedures.

The contractor shall provide qualified technical analysts familiar with Parts 40 and 655 drug and alcohol testing program.

Within 10 days upon completion of the inspection, the Contractor shall upload all Custody and Control Forms (CCFs) and Final Reports into the FTA Drug and Alcohol Program Management Auditors website portal.

Continuing Concerns Letters, when applicable, and Compliance Letters shall be uploaded into the FTA Drug and Alcohol Program Management Auditors website within 5 days of issuance.

TASK 3/CLIN 0003: Travel - Not-To-Exceed (NTE) Per notification from the COR, the contractor will travel to conduct clandestine inspections and provide inspection reports regarding observations and issues of possible non-compliance. The contractor shall obtain approval from the COR before incurring any such costs and provide detailed travel expenses in monthly invoices. Travel and Per Diem authorized under this requirement shall be reimbursed in accordance with the requirements of Federal Acquisition Regulation (FAR) (48 CFR 31.205-46), entitled “Travel Cost” and with the Federal Travel Regulations (FTR) (41 CFR Chapter 300, et seq.) in effect at the time of travel. Travel by air will be reimbursed at actual cost not to exceed coach fare. Travel subsistence reimbursement will be authorized under the rates and conditions of the Federal Travel Regulations (FTR) in effect at the time of travel. Throughout the period of performance of this requirement, the Government revises the Per Diem rates to reflect changes to these amounts or to the travel regulations. The Per Diem schedule and changes to the travel regulations may be reviewed at https://www.gsa.gov/travel-resources.

TASK 4/CLIN 0004: Other Direct Costs (ODC) Miscellaneous Only - NTE Per notification form the COR, the contractor will conduct clandestine inspections provide reports regarding observations and issues of possible non-compliance. The contractor shall obtain approval from the COR before incurring any such costs and provide detailed expense in monthly invoices. Costs associated could include but are not limited to the following: test collection fee, MRO verification fees, lab processing fee, printing, and shipping.

4.0

DELIVERABLES

4.1 Monthly Progress Reports (MPR)

The Contractor shall submit a Monthly Progress Report based on each Task.

Task 1: Contractor shall deliver a final Plan Annual Clandestine Audit Schedule and Annual Debrief Report.

Task 2: Contractor shall deliver a final report of each on-site clandestine inspection listing process deficiencies, make recommendations regarding process and improvements required and the Program Manager in issuance of a Notice of Corrective Action (NOCA).

5.0

DELIVERABLES AND DELIVERY SCHEDULE

CLIN 001: Plan Annual Clandestine Audit Schedule and Annual Debrief Report

Inspection Schedule

Government review of deliverable and all accomplishments and risks/issues are properly identified.

The deliverables will be deemed acceptable for review by the Contracting Officer’s Representative (COR) as Microsoft (MS) Office Word documents.

CLIN 002: Conduct Clandestine Urine and Breath Alcohol Collection Site Compliance /Inspections

Inspection Report

NOCA

11 months after Notice to Proceed (NTP) 11 months after Notice to Proceed (NTP) COR via email

COR via email

Acceptance Criteria: The deliverables will be deemed acceptable for review by the COR as MS Office Word documents.

CLIN 0003: ODC Travel Only -NTE

11 months after Notice to Proceed (NTP)

COR via email

Acceptance Criteria: The deliverable will be deemed acceptable for review by the COR as MS Office Word documents.

CLIN 004 ODC Miscellaneous Only - NTE

6.0

PLACE OF PERFORMANCE

At selected collection site facilities, nationwide.

7.0

PERIOD OF PERFORMANCE

The period of performance is for one 12-month base period with three (3) twelve (12) month option periods.

8.0

PERFORMANCE INDICATORS AND STANDARDS

· The Contractor shall use electronic means of storage. All service agent(s) response in hardcopy shall be scanned for archiving. The inspection team leader is also responsible for uploading all CCFs, final reports, continuing concerns letters, and compliance letters in the auditor’s website. The contractor will also upload an Excel Spreadsheet detailing the completed schedule for each inspection trip. The spreadsheet will include, name of service agent, address, name(s) of reviewer, time of urine collection, reviewer arrival and departure times of visit to each service agent and DOT employer affiliated with the vendor.

· The Contractor shall immediately inform the FTA Program Manager when a vendor is unresponsive or uncooperative to request during any phase of the process.

· All Contract personnel attending meetings, answering questions/inquiries, and or working in situations where their contractor status is not obvious to third parties are required to identify themselves as contractors/auditors for the Federal Transit Administration (FTA), to avoid creating an impression in the minds of the public that they are Government officials. They must also ensure all documents or reports produced by the contractor on behalf of the FTA are suitably marked as contractor and sent from the Government issued email address.

· The Contractor shall copy the FTA Program Manager on all responses to service agents’ questions/concerns, which occur outside of the normal audit process.

9.0 Government Furnished Property For this requirement, government furnished property is not applicable.

9.1 Government Issued Federal email accounts:

Government Issued Password Protected Account for Drug and Alcohol Auditors Site: The contractor will be issued a password protected account to access the Drug and Alcohol Auditors site. The contractor shall develop procedures to secure the issued password. The contractor shall immediately notify the audit site manager, when the password is lost or forgotten, to be issued a new password.

10.0 PERSONNEL QUALIFICATIONS: See the information listed below:

Senior Project Manager (Key Personnel)

Functional Responsibility: The Senior Project Manager (PM) should possess extensive knowledge of the concepts, standards, practices, and procedures of clandestine inspections. The PM should have well-developed leadership skills. Plans and conducts analysis and evaluation of inspection efforts. The PM provides guidance, technical leadership, and expertise in the field.

Minimum Education and experience qualifications: BS/BA required; Advanced degree preferred. Program Manager must have a minimum of 5 years’ experience with conducting clandestine inspections.

Project Technician (Key Personnel)

Functional Responsibility: The Project Technician provides authoritative, technical leadership and expertise in the field related to conducting clandestine inspections. The Project Technician should possess and apply advanced knowledge of the field specialization to the completion of major, complex projects.

Minimum Education and experience qualifications: BS/BA required.

The Project Technician must have a minimum of 5 years of experience with conducting clandestine inspections.

Administrative Support (Non-Key Personnel)

Functional Responsibility: The Administrative Support must be able to gather information, compile, review and edit reports and complete complex projects with little direction.

Minimum Education and experience qualifications: High School Diploma, BS/BA preferred. They should have a minimum of 5 years of experience providing administrative support functions.