RFP 202606109 Proposed Services Response Form.docx

RFP # 202606109

Forensic Chemistry Quality Assurance Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. Forensic Chemistry Quality Assurance Services

1. The awarded bidder will support the Department’s Health and Environmental Testing Laboratory (HETL) Forensic Chemistry Section, in a remote capacity for up to forty (40) hours per month by:

a. Assisting with the development, review, and approval of Standard Operating Procedures and other documents that make up the quality management system and administer the document control system, including maintaining and updating the quality manual.

b. Coordinating and conducting annual internal audits onsite:

i. Select internal auditors to participate and ensure proper training and understanding of the audit process.

ii. Prepare and distribute a detailed report of findings and opportunities for improvement.

c. Preparing and coordinating for annual ANAB onsite assessments.

d. Monitoring nonconforming work and conducting and coordinating corrective actions.

e. Implementing risk-based thinking approach and ensuring the initiation of preventive actions to reduce risk.

f. Maintaining all quality records according to established policies and procedures (such as authorizations to perform casework, list of approved vendors, training and professional development of personnel, courtroom testimony evaluations, improvement measures, internal audits, external assessments, and management reviews).

g. Administering the proficiency testing and personnel monitoring program according to accreditation criteria.

h. Ensuring new methods and equipment are properly validated and/or verified, and records maintained.

i. Assisting with the annual management reviews.

j. Maintaining responsibility for all communications with the accrediting body, including responding to findings of nonconformance, requests for various documents and records, surveillance and external assessment planning and submission of information, annual reports, and disclosure of significant changes, events, and nonconformities.

k. Ensuring management and technical operations conform to the ISO/IEC 17025 standard and the ANAB AR 3125 requirements.

l. Staying abreast of any changes in accreditation requirements, providing guidance regarding quality issues, and proposing improvements to the quality system.

m. Overseeing training programs and maintaining training records.

n. Ensuring courtroom testimony provided by HETL staff is monitored.

o. Creating and maintaining a detailed conformance file or checklist that demonstrates how the laboratory has determined compliance with accreditation requirements.

B. Staffing Requirements

1. Quality Assurance Staff must have at minimum a bachelor’s degree in chemistry, biology, or forensic science, and six (6) years of experience in an analytical laboratory, including experience:

a. Working in a forensic testing laboratory;

b. Working in an ISO 17025 accredited laboratory;

c. Working with quality assurance and control practices and procedures, including but not limited to, audits, proficiency tests, corrective actions and document control;

d. Performing validations;

e. Using advanced analytical instrumentation, including but not limited to GC/MS, FTIR and LC-MS/MS.

f. Previous supervisory experience preferred but not required.

C. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 1:

Table 1 – Required Reports

2. Submit all the required reports to the Department in accordance with the timelines established in Table 2:

Table 2 – Required Reports Timelines

DHHS RFP Proposed Services Response Form (Rev. 10/2025)