RFR 233132 Specialized Laboratory Testing Services.doc

The Commonwealth of Massachusetts

Department of public health Bureau of Infectious Disease and Laboratory Sciences

Address: 305 South Street, Boston MA 02130 Contact Name: Eva Beurs Email: Eva.Beurs@mass.gov

Request for Response (RFR) Document Title: Specialized Laboratory Testing Services ASK "RFR Number/Document Number" \* MERGEFORMAT COMMBUYS BID Number: BD-22-1031-BID00-BID08-72858 ASK "RFR Number/Document Number" \* MERGEFORMAT DPH RFR Document Number: 233132 March 22, 2022

UNSPSC: __85-12-18________ Object Code: __J25____ Activity Code: ____4854_______

1.1 Procurement Scope and Description:

The Massachusetts Department of Public (DPH) is seeking to establish a pool of prequalified laboratory service providers from which the Bureau of Infectious Disease and Laboratory Sciences can purchase specialized laboratory testing services on an as needed basis.

DPH intends to create a master agreement (MA) contract with qualified laboratory service providers that can provide high quality laboratory testing services not offered by existing statewide contract(s). This solicitation will establish rate agreement contracts with all providers able to serve Bureau of Infectious Disease and Laboratory Sciences (BIDLS) in the various areas of testing services inclusive of pre-analytical and post-analytical functions. When and if BIDLS determines the need for specific testing services it will enter into a limited-time Statetement of Work (SOW) agreement with a qualified MA contractor. Each SOW will specify the services being purchased (e.g. test types, duration of the engagement, specimen delivery, maximum billable rate per test, reporting requirements, billing, etc.) and any other applicable terms, including but not limited to, confidentiality and security standards and obligations.

Service providers with existing capacity or the ability to add capacity for certain testing services to their scope are encouraged to apply, including specialized services such as:

· Wastewater testing services for the purpose of identification of communities in which the prevalence of pathogens identified by DPH, including but not limited to SARS-CoV-2.

· In-Home SARS-CoV-2 testing services for the purpose of providing at home test collection kits to individuals, conduct appropriate laboratory analysis, and provide test results to individuals.

· SARS-CoV-2 genomic sequencing and analysis for the purposes of public health surveillance This is a rolling enrollment solicitation and laboratory testing providers are encouraged to submit a response to this RFR for their areas of specialty.

1.0.1 Background Information:

The Bureau of Infectious Disease and Laboratory Sciences assists local and regional health departments, medical professionals, community-based organizations, schools, hospitals, first responders, correctional facilities, and general public, in infectious disease diagnosis, surveillance, investigation and prevention.

The following laboratory testing service areas address public health priorities in Massachusetts during disease identification, surveillance, and/or response:

· Diagnostic testing

· Reference testing

· Laboratory-based surveillance

· Consultation for laboratory test interpretation and related subject matter expertise

· Environmental testing

· Food safety

· Emergency response testing for emerging infectious diseases and foodborne illness

· Genomic sequencing and analysis for the purposes of public health surveillance

· Laboratory result reporting and integration

1.2 Applicable Procurement Law

Executive Branch Goods and Services

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Legal Services

MGL c. 30, § 51, § 52 and § 65; c. 7, § 22; and 801 CMR 21.01(2) (b)

1.3 Whether Single or Multiple Contractors Are Required For Contract(s):

Check One (“X”):

Single Contractor

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Multiple Contractors

1.4 Calendar Rule Type:

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1.5 Acquisition Method:

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Fee-For-Service

Outright Purchase

Rental

Term Lease

Tax Exempt Lease-Purchase

License

Other:

1.6 Use of a Procurement by a Single or Multiple Departments:

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Limited User Contract – Restricted to Use by Issuing Entity Only.

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Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

· Identify additional Eligible Entities by name or type.

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

1.7 Expected Duration of Contract:

Anticipated Initial Duration up to: __5__ year(s) ____months;

Anticipated Renewal Options: __1__ options to renew for __5___ year(s) each option

Final End Date of this Contract: ____June 30, 2032____________________

1.8 Anticipated Expenditures, Funding Or Compensation For Expected Duration Check One (“X”):

Contract will have a Maximum Obligation

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Rate Contract: Contract will NOT have a Maximum Obligation Amount

Subject to Quotes by Pre-Qualified List of Contractors

Will Federal Funds be used to fund any part of Contract(s)?

No

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Yes

Departments are encouraged to obtain multiple quotes if the value of the engagement /SOW exceeds $250,000.00 Funds Balance Forward Requirement for Capital, Trust and Federal Accounts Only: Any funds designated in the budget that are unspent in any fiscal year will not be available for expenditure in the subsequent fiscal year.

2.0 Specifications

A qualified laboratory testing provider applying to this RFR must demonstrate the necessary expertise, licenses, approvals, certificates, protocols, and materials available to begin testing upon the determination of the need for such and entry into a SOW, including but not limited to:

· Relevant staff and capacity

· Sample collection protocols

· Transportation protocols and /or relationships with shipping providers

· Access to custom manufactured shipping kits and materials required for the kits

· Established QA/QC controls including internal control and spike-in control

· Ability to generate results for tests performed as specified by BIDLS, including completion time and reporting format

· Appropriate data analysis and analytical test interpretation

· Ability to report appropriate results and demographic information in accordance with DPH regulations All services, activities, workflow, results, and deliverables conducted and/or created as a result of this procurement shall be in compliance with all applicable law such as the Clinical Laboratory Improvement Amendments (CLIA), 105 CMR 300, 105 CMR 180, and the College of American Pathologists (CAP) accreditation standards and requirements.

Supplier Diversity Program (SDP) Pursuant to Executive Order 565, the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized by the Supplier Diversity Office (SDO).

All Bidders responding to this solicitation are required to make a meaningful financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise or non-profit organization. After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum total SDP Commitment acceptable in responses to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments. No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Bidders and Contractors may engage SDP Partners in the following two ways:

· Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

· Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

All Bidders must complete the SDP Plan Form found in the Attachment section of this procurement and upload it with their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize in order to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, or their subsidiaries or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Additional information about the SDP policy can be found in the Supplier Diversity Program Policies for Goods and Services. Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

CORI Requirements: In accordance with EOHHS policy, an individual's background, including any CORI and other relevant information, must be carefully considered so that the vulnerable populations served by EOHHS are protected. It is also EOHHS policy that qualified rehabilitated offenders are given a fair opportunity to be employed and successfully reintegrated into the workforce. In accordance with this policy, prior to any work engagement, the awarded Contractor shall obtain a Standard (Employer) Access Massachusetts Criminal Offender Record Information (CORI) check on any and all individual employees who are to enter public offices of the Commonwealth or provide services to any Hiring Entity of the Commonwealth. The awarded Contractor must 1) utilize the Internet-Accessible CORI (iCORI) system maintained by the Department of Criminal Justice Information Services (DCJIS) to request and receive CORI in accordance with 801 CMR 2.00 et seq. and 2) comply with the EOHHS CORI check regulations, 101 CMR 15.00 et seq. in reviewing CORI and in documenting its hiring determination as set forth in 101 CMR 15.09. Any associated costs are the responsibility of the awarded Contractor.

For environmental purchasing requirements, please see the “Required Procurement Language for Executive Order 515, Establishing an Environmental Purchasing Policy” section of the RFR Standard Required Information document posted at the COMMBUYS Bid Solicitation; File attachment section.

3.0 Performance Requirements and Contract Monitoring

The Department of Public Health is endeavoring to deliver the best value to facilitate our needs. However, it is important to measure the contractor’s performance to ensure the contract is in compliance with what has been requested and what the contractor has offered in the response to this RFR. The following performance areas will be subject to measurement:

1. Timely Delivery (Services, Reports, Billing, etc.)

2. Responsiveness to Departmental Inquiries

3. Quality of Deliverables (Services, Reports, etc.)

4. Performance Targets/Benchmarks (Quantities, Outcomes, etc.)

5. Attendance at scheduled meetings

The PMT shall negotiate with contractors any requirements not set forth in the RFR

4.0 Contract Invoicing

The SOW will specify the billing requiements and may inlcude the following:

a. Monthly submission of invoices

b. Invoices should be sent electronically to a designated email address

c. Invoices include backup information: date of service, test name, test(s) code, rate

Payment through Electronic Funds Transfer is required for any contract awarded through this solicitation. The EFT form and instructions on how and when to submit this form can be found in the Vendor Activation Folder (VENDACT) in the Attachments for this RFR.

5.0 Evaluation Criteria

The following qualifications will be some of the criteria considered by the Evaluation Team when evaluating each quote:

· The Bidder has all appropriate licenses, approvals, certificates, or waivers required to perform proposed testing services

· The Bidder demonstrated relevant experience, staff, and capacity for the proposed activities

· The Bidder provided specimen transportation protocols or demonstrated capacity to independently forge partnership with shipping providers

· The Bidder can secure all supplies, materials, and equipment necessary to perform the proposed testing services

· The Bidder can specify appropriate quality control and quality assurance measures and document their implementation as part of the proposed activities

· The Bidder can consistently report test results, turnaround time of reporting

· Per sample reimbursement rate

Supplier Diversity Program: To encourage substantial Bidder supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions.

6.0 Estimated Procurement Calendar

Deadline for Questions and Answers

All Questions must be received in writing. Questions can be sent by email no later than the date and time indicated in the Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. All Questions with answers will be posted on the COMMBUYS Attachment section for this procurement.

Please email your questions no later than May 31, 2022 by 4pm to:

Eva.Beurs@mass.gov

The BID opening date

(Deadline for Submission of Response)

All responses to be submitted electronically using the online submission tools available to active COMMBUYS account holders.

June 30, 2032 This is a rolling enrollment bid; awards will be made as quotes are received and evaluated if successful. DO NOT wait for the Bid Opening Date to submit a quote (bid response).

7.0 Requirements/Instructions for Submission of Responses

7.1 Submission Requirements

Bidders responding to this RFR must complete the Bidders Response Application and demonstrate their qualifications to provide the proposed laboratory testing services. Bidders should propose a per-sample reimbursement rate as part of their Response or attach the price matrix.

Vendor Activation Requirements: As part of this RFR application a potential bidder who is new to the state system or who will need to update existing information in MMARS must follow the instructions found in the Vendor Activation Folder (VENDACT) in the Attachments for this RFR.

Prompt Payment Discounts (PPD): All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found on the OSD Forms page and in this solicitation at the COMMBUYS Bid Solicitation and can be uploaded as part of your submission.

7.2 Submission Instructions

COMMBUYS Submission:

All responses are to be submitted electronically using the online submission tools available to Vendors registered in COMMBUYS. There is no charge to register in COMMBUYS. To Register go to www.COMMBUYS.com and click on the “Register” link on the front page. COMMBUYS Vendor Registration Job Aide is also available.

All Quotes must be received by the Department of Public Health before the specified date, month, year, and time of the Bid Opening Date displayed on COMMBUYS. Times are Eastern Standard/Daylight Savings (US), as applicable.

All Bidders are advised to allow adequate time for submission by considering potential online submission impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

Bidders are encouraged to upload attachments well in advance of the Bid Opening Date. This will help to reduce disqualified submissions that can occur if upload is not fully completed or if an attachment is missing at the deadline. Prior to the Bid Opening Date listed in the Procurement Calendar above, documents can easily be deleted and revised versions can be uploaded. If you wish to revise or delete a quote after submission, you may do so prior to the bid opening date. Please review the Withdraw, Reopen, and Resubmit a Quote in COMMBUYS Job Aide for additional instructions.

Electronic Signatures

Quotes submitted via COMMBUYS must be signed electronically by the Bidder or the Bidder’s Agent by accepting the terms and conditions of the bid on the “Terms & Conditions” tab in COMMBUYS. Bidders do this by selecting “Save & Continue” on the “Terms and Conditions” tab after accepting the terms and conditions of the bid. By agreeing to this the submitter attests that s/he is an agent of the Bidder with authority to sign on the Bidder’s behalf, and that s/he has read and assented to each document’s terms.

File Format and Naming Conventions

Scanned documents will be accepted and must be scanned in such a way that they can be read on a computer monitor and printed on 81/2” x 11” paper, unless otherwise specified. Attachments must be uploaded individually and cannot be combined in a zipped file.

DPH is requiring that all response attachments that are uploaded in COMMBUYS include the company name of the Bidder, the RFR number and the name of the document. (e.g. Company Name _ RFR Number _Doc Name).

Public Records All information, documents, and attachments submitted as a response to this RFR are considered a public document subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Please be aware that checking the “confidential” box in COMMBUYS does not bar these documents from being released as a public record pursuant to these statutes once the procurement is awarded, unless statutorily exempt from disclosure.

Amendments to BID

DPH reserves the right to make amendments to the Bid after the initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda, or modifications to this Bid. DPH and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

8.0 RFR Attachments:

The forms listed in the COMMBUYS with this RFR must be submitted with your response where indicated.

To assist bidders in identify the purpose of the attachments for this procurement; the forms posted on the COMMBUYS attachment section have a prefix according to the following chart:

9.0 COMMBUYS Support

A link to a job aid on How to Submit a Quote on COMMBUYS COMMBUYS Resource Information at www.mass.gov/osd/commbuys Email: Send inquiries to the COMMBUYS OSD Help Desk at OSDHelpDesk@mass.gov Telephone: Call the COMMBUYS Help Desk at 1-888-627-8283 or 617-720-3197. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

COMMBUYS REGISTRATION

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering. To register review the COMMBUYS Job Aide �HYPERLINK "https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download"��COMMBUYS Vendor Registration� or go to � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�.

QUOTE SUBMISSION

This BID requires the submission of electronic quotes. All Bidders are advised to allow adequate time for submission of their quotes by considering potential online impediments like Internet traffic, Internet connection speed, file size, and file volume. DPH is not responsible for delays encountered by Bidders or their agents, or for a Bidder’s local hardware failures, such as computers or related networks, associated with bid compilation or submission. Bids submitted via COMMBUYS are time stamped by the COMMBUYS system clock which is considered the official time of record.

VENDOR ACTIVATION

To receive a contract with state a vendor must be active in The Massachusetts Management Accounting and Reporting System (MMARS). MMARS is the official accounting system of the Commonwealth and once registered a vendor will be issued a Vendor Code number or a “VC” number. This VC number is used for all contracts that a vendor has with state agencies. An organization with existing state contracts or a vendor who has had state contracts with any state agency in the past has been registered in MMARS and does not need to re-submit paperwork again unless existing information in MMARS will need to be updated. As part of this RFR application a potential bidder who is new to the state system or who will need to update existing information in MMARS must follow the instructions found in the Vendor Activation Folder (VENDACT) in the Attachments for this RFR.