Request For Bid - Drug Screening Services

RFP #202605-596 Drug Screening Services
Taney County, Missouri
Request for Bid Title: DRUG SCREENING SERVICES
PLEASE MARK YOUR ENVELOPE "SEALED BID #202605-596"
RETURN ONE (1) ORIGINAL & THREE (3) HARD COPIES.
Bid Submission
Location / Mail Address: Taney County Purchasing Department (Second Floor)
P. O. Box 1630 (PO Box MUST be used for U.S.P.S .delivery.)
132 David St. (Physical Address MUST be used for Courier delivery.)
Forsyth, MO 65653
Bid Opening
Location / Address: Taney County Commission Hearing Room (Old Courthouse)
Forsyth, MO 65653
The undersigned certifies their authority to bind this vendor in an agreement to supply the products, or
services, in accordance with all terms, conditions, and pricing specified herein or to offer a "No Bid."
Bidder is REQUIRED to complete, sign and return this form with their submittal to our solicitation as
well as initial all pages. *An authorized signature and email address, printed clearly is mandatory, lack
thereof may result in a determination of "Non-Responsive" and disqualify from participation.
Company Name Authorized Person (Print)
Address *Signature
City / County / State / Zip Title
Telephone # Fax # Date Tax ID #
*E-mail (MUST be legible.) Entity Type (Corporation, LLC, Sole
Proprietor, Partnership)
INTRODUCTION & BASIC PRO CESSING INFORMATION:
Sealed bids cannot be emailed and must either be delivered by hand, courier, or U.S.P.S.
All formal invitations for bid are handled by the Taney County Purchasing Department. However,
technical requirements and product specifications are the responsibility of the specific requesting
department as listed in Section 2. Specifications.
Read ALL solicitation documents closely. Note any/all special dates and submit your response as soon
as possible. See Items 1.21-1.22 for the process to submit questions.
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
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Section #1 includes instructions, conditions, guidelines, requirements and other key factors.
Use a checkmark (), in the box adjacent to the section number, in order to acknowledge each
of the following items. Any item unchecked in this section, will be considered non-responsive
and may be disqualified.
Section 1. INSTRUCTIONS AND GENERAL CONDITIONS
1.1
Sealed responses may be submitted to the Taney County Purchasing Office until the solicitation closing
date and time indicated herein, subject to Instructions and General Conditions and any special
conditions.
1.2
Closing: Sealed Responses must be delivered before "Closing Date/Time" as listed on page one, to the
Taney County Purchasing Department as listed on page two.
1.3
United States Postal Service ("U.S.P.S.") WARNING: Because there is no mail delivery service at our
offices, we strongly discourage bidders from using the U.S.P.S. If a Bidder elects to use the U.S.P.S.,
do NOT send "return receipt requested." The Post Office only recognizes the P.O. Box address. Other
delivery services require the physical address. It is the Bidder's responsibility to ensure responses are
delivered in a timely fashion to the Purchasing Department. Courier or hand delivery is recommended.
1.4
Late Packages: The County will not accept any response received after the listed closing date/time.
Late arrivals are considered "NON-RESPONSIVE" and will not be opened or returned.
1.5
Opening: Bids will be opened publicly at "Opening Date/Time" and read aloud. All responses will be
considered public information as soon as they are opened and become a part of the public record to
be released to any person or firm who formally requests a copy.
1.6
Award/Timeline: Recommendation for award will be made formally to the Taney County Commission
as soon as possible after a complete departmental review. Updates may be sent via email should the
award process become delayed, 10 or more days, for any reason.
1.7
Withdrawals: Responses may be withdrawn on written request from the Bidder at the address shown
prior to the time of acceptance of the response. Once a response is opened, and accepted, it can only
be withdrawn by order of the Taney County Commission.
1.8
Sealed & Marked: Responses must be submitted in a sealed envelope identified with the bid number
and dates of closing & opening. List the bid number on the outside surface of the box or envelope and
note "Response to Request for Bid enclosed" with a return name & address. No fax or electronic
transmitted responses will be accepted.
1.9
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
Bidder Expenses: This County is not responsible for any expenses, which Bidders may incur in
estimating, inspecting, or preparing information to respond to this solicitation.
1.10
Presentations/Inspections: The County reserves the right to conduct personal interviews or require
presentations, inspections, of or from any/all Bidders prior to selection. The County will not be liable for
ANY costs incurred by the Bidder in connection with such interviews, presentations, or inspections.
1.11
Bid Term: All Responses submitted shall be binding and remain firm for ninety (90) calendar days
following the opening, unless otherwise indicated. Pricing/Costs submitted with a response must be
honored for that set timeframe. Submitted pricing, once opened, cannot be changed for any reason.
Any such changes will disqualify that response.
1.12
Bid Rejection: The Taney County Commission reserves the right to reject any or all responses when
such rejection is in the best interest of the County.
1.13
Multiple Awards: Responses may be awarded to one company or multiple companies, when such
award is deemed in the best interest of the County.
1.14
Payment Terms: Standard payment terms are Net 30 after receipt of an invoice. The County cannot,
and will not, agree to any other payment terms. Once products, or services, are received and accepted,
Taney County will process payment in full. Invoices need to be issued and mailed to the requesting
department - not Purchasing.
1.15
Requests for credit applications and deposits are not necessary and will - in most cases - not be
processed or accepted.
1.16
Any award agreement shall take effect upon the approval by the Taney County Commission.
1.17
Alterations: Any alterations, changes, lining out, or margin notes to any items within these instructions
may result in the response being disqualified.
1.18
Direct Email Address: An email address, not a website, MUST be provided in order to receive award
results. Final award results are by email only and will be emailed to all responding Vendors. Please do
not call for results.
1.19
Results are always posted at: www.taneycounty.org
1.20
All questions for this solicitation must be submitted by the time indicated on page 1. Questions must be
emailed to the department point of contact listed within this request as well as copied (cc) to the
Purchasing Director at: nikki.lawrence@taneycountymo.gov
1.21
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
If it becomes necessary to revise any part of this solicitation due to a significant question received which
could impact specifications; a written Addendum will be issued to explain any new/necessary
modifications.
1.22
Any/all solicitation questions that result in modifications will be combined into one written Addendum
with answers and explanations to cover any/all new issues.
1.23
Addenda are valid only if in writing and issued by the Taney County Purchasing Department.
1.24
Any necessary Addendum will be emailed as close as possible to the day following the question
submission deadline to all parties who had previously been part of the original Direct Bid Invitation email
or had made email contact during the open questioning timeframe.
1.25
When an Addendum is necessary, Bidders are required to formally respond. Follow the instructions as
indicated in the Addendum.
1.26
Any necessary Addendum will be posted on the Taney County website with the original solicitation. An
indication will be in red and placed at the end of the affected proposal.
1.27
Award of Contract: Multiple awards may be made on the basis of a primary, secondary, and tertiary
vendor. The primary vendor shall furnish the County's requirements until such time as the County
determines that it is in the best interest of the County to seek performance from the secondary vendor,
then tertiary vendor. The County's decision to utilize the secondary and tertiary sources shall be final
and conclusive. In addition, the resulting contract from this solicitation will be considered "Non-
Exclusive". The County reserves the right to obtain service, or product(s), from other vendors when it
is in the best interest of the County.
1.28
Agreement: The selected vendor(s) will be required to enter into a written agreement with the County,
in cooperation with the County's Legal Services Department and completed to the mutual satisfaction
of the parties, consistent with the RFP and response. The RFB and response documents submitted
by the successful Bidder will become a part of any contract award as a result of this solicitation. These
signed documents will be binding. Bidder shall initial all pages where the document denotes "Bidder's
Initials: ___" at the bottom of the page after completing said page. Any responses not complying with
this condition may be considered non-responsive.
1.29
Response Content: In order to enable direct comparison of competing responses, Bidders must submit
responses in strict conformity to the requirements stated herein. Failure to adhere to all requirements
may result in Bidder's Response being disqualified as non-responsive. All responses must be submitted
using the forms provided herein. Every question should be answered. If not applicable, the section
should contain "N/A."
1.30
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
Advice of Award: The County's Responses, Bid Tabulations, and Bid Award information may be viewed
on our website at www.taneycounty.org. (Purchasing Department Page.) If a Vendor wants a copy
of the bid tabulation they must include a direct email address, not website, in order to receive results.
1.31
Response Clarification: The County reserves the right to request additional written or oral information
from Bidders in order to obtain clarification of responses.
1.32
Rejection or Correction of Responses: Minor irregularities or informalities in any response which are
immaterial or inconsequential in nature, neither affected by law nor at substantial variance with bid
conditions, may be waived at the County's discretion whenever it is determined to be in the best interest
of Taney County, Missouri.
1.33
Evaluation Process: The County's sole purpose in the evaluation process is to determine from among
the responses received which one is best suited to meet the County's needs at the lowest possible
cost.
1.34
Acceptability: The County reserves the sole right to determine whether goods and/or services offered
are acceptable for County use.
1.35
Sunshine Law: All responses to this request will be considered public information as soon as they are
opened and become a part of public record subject to disclosure to any person or firm that requests it.
Requests for copies of responses, must be made through the Taney County Clerk's Office (417-546-
7202) by submitting a Public Service Request Form (PSR). Charges for time spent as well as a cost
per page apply and may be collected prior to the making of copies.
Section 2. SPECIFICATIONS
The Taney County Purchasing Department will accept and review responses to this RFB in an effort to
complete the purchase of:
Drug Screening Services from a qualified firm who provides on-site Department of
Transportation (DOT) and Non - Department of Transportation (Non-DOT) alcohol and drug collection
and testing services for Taney County, in accordance with the requirements of all applicable Federal
and State Statutes.
For questions concerning the below listed specifications, or any other technical questions, please feel
free to contact:
Department Contact:
Dawn Muller, Benefits Coordinator/Drug Screening Administrator
Taney County Department of Human Resources
417-546-7285 (o)
dawn.muller@taneycountymo.gov
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
Please check () off the appropriate box to indicate compliance with the specifications. The
County will always look for 100% COMPLIANCE. These "SPECIFICATIONS" and "STANDARD
TERMS AND CONDITIONS" are critical to all County solicitations. If after reviewing each of the
following items a potential participant is not able to comply with ALL requirements, reconsider
whether to submit a bid response to the solicitation. All "D" check () marks will be considered toward
disqualification. Check every item. Any blank item in this section will be considered non-responsive
and may disqualify.
C = Comply with item. (In some cases this will serve as a simple acknowledgement.)
D = Do not / cannot comply with item.
C D
__ __ 2.1 BACKGROUND: Taney County has approximately 300 Full-Time employees. Of that estimation,
seventy-six (76) of those are (DOT) and one hundred thirty (144) are Non-DOT employees.
(Note: Numbers given are only approximations)
__ __ 2.2 Awarded vendor shall be prepared to conduct approximately one hundred seventy-five (175)
additional tests annually, which will include random, post-accident, pre-employment, reasonable
suspicion, return to duty, and follow up drug and alcohol tests. These quantities represent
estimated usage and should not be considered guaranteed quantities; actual usage may be
more or less dependent upon demand.
__ __ 2.3 Compliance with ALL Missouri Department of Transportation regulations is NON-NEGOTIABLE.
__ __ 2.4 MUST provide the following on-site: Every other month Random DOT & Non-DOT screenings.
__ __ 2.5 Responses shall be submitted in the following format. Failure to follow the specified format may
result in the proposal being deemed non-responsive and subject to immediate rejection.
Cover Letter - Introduction providing a highlight of experience in relation to the proposed
services.
Executive Summary - Vendor response, unique qualifications and any
information assisting in submittal.
Letter of Transmittal - Shall contain statement indicating additional companies that may
be used for the service indicated and any sub-contractors utilized; POC for RFP
clarification/additional information; authorized individual to legally obligate the vendor;
complete contact information including name, address, phone, e-mail; statements
affirming
o -"No Inducement" - A statement certifying that no attempt has been made or will
be made by the respondent to induce any other person or firm to submit or not
to submit a bid with regard to this RFP. Furthermore this is to certify that the bid
contained herein is submitted in good faith and not pursuant to any agreement
or discussion with, or inducement from, any firm or person to submit a
complementary or other non-competitive bid.
o -"No Investigation/Conviction" - A statement certifying that the bidder, it's
affiliates, parent company, subsidiaries, officers, directors, subcontractors, and
employees are not currently under investigation by any governmental agency and
have not in the last five years been convicted or found liable for any act prohibited
by State or Federal law in any jurisdiction, involving conspiracy or collusion with
respect to bidding or the performance of any public contract.
Vendor Experience - Include relevant history and experience in providing the proposed
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
services.
Vendor References - The vendor will provide the name of reference, contact person
and contact phone number.
__ __ 2.6 General Requirements:
Contractor shall provide drug and alcohol testing and related services for the County of
Taney in accordance with the provisions and requirements stated herein.
Provide testing services to enable the requesting County agency's compliance with the
Omnibus Transportation Employee Testing Act of 1991 (the "Act"), and its amendments,
which mandates random drug and alcohol testing of County agency employees
required to hold a Commercial Driver's License (CDL) and provide testing for pre-
employment, post-accident, reasonable suspicion, return to duty, and follow up testing
of County agency employees required to hold a CDL.
Conduct post-accident drug and alcohol testing for any County employee and pre-
employment drug testing for any prospective or new hire employee.
Comply with all confidentiality requirements established in the Act and as otherwise
stated herein. Shall only release the testing results only to the County employee being
tested and the County agency.
Provide services on an as needed basis at any time, 24 hours per day, seven days per
week, including federal and state holidays as requested by the County agency.
Understand and agree that the County does not guarantee a minimum or maximum
number of tests.
Provide all materials, supplies, and equipment necessary to successfully perform the
services required herein, including but not limited to, specimen collection and
identification supplies, test tubes, labels, reagents, shipping containers, split specimen
containers, etc.
o All testing equipment, materials, and supplies used by the contractor must meet
accuracy and reliability standards and requirements as established by the
Federal Department of Transportation (DOT), Federal Department of Health and
Human Services (HHS), and the Missouri Department of Health and Senior
Services.
__ __ 2.7 Alcohol Testing Requirements:
Shall conduct alcohol testing services.
Evidentiary Breath Testing (EBT) must be on the Conforming Products List (CPL) of the
National Highway Traffic Safety Administration (NHTSA) for both screening and
confirmation alcohol tests.
When conducting alcohol tests, the contractor shall provide a Breath Alcohol Technician
(BAT) meeting with training and qualification requirements of 49, CFR, Part 40.213.
The contractor shall IMMEDIATELEY notify the County of a Breath Alcohol
Confirmation (BAC) test finding of 0.02 or greater.
Shall conduct all screening and testing in accordance with the Federal DOT alcohol
testing regulations and procedures.
__ __ 2.8 Drug Testing Requirements:
Shall provide a five (5) panel drug screen using current procedures as approved by the
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
Federal HHS and the Federal DOT and test the collected urine specimen for detection of
the following:
o Amphetamines/Methamphetamines/MDMA (ecstasy)
o Marijuana (THC)
o Cocaine
o Opioids
o Phencyclidine (PCP)
Shall provide a ten (10) panel drug screen upon request of the County agency and test
the collected urine specimen for detection of the following (please specify if panel
screen is different than listed below):
o Benzodiazpines
o Marijuana (THC)
o Amphetamine
o Phencyclidine (PCP)
o Barbiturates
o Methadone
o Cocaine
o Opiates
o Quaaludes
o Propoxyphene
The laboratory utilized by the contractor MUST be certified by the Federal HHS per
Federal DOT regulations.
MUST report all Medical Review Officer (MRO) verified positive test results to the
County.
o Should a County employee challenge a positive test result, the contractor shall
send the split specimen to a second laboratory for re-testing.
o Shall conduct confirmation drug tests on positive test results as mandated by
Federal DOT regulations and shall follow the same procedures for Federal
Non-DOT mandated tests.
Shall insure that the collectors are qualified in accordance with Federal DOT regulations
and if requested by the County, shall provide proof to the County of a collector's
qualifications.
__ __ 2.9 Random Testing Requirements:
Shall develop and administer procedures and protocols for random drug and alcohol
testing as mandated by Federal DOT regulation and shall select individuals for testing,
conducting the test, notify appropriate authorities regarding test results, and otherwise
operate the random testing system in a manner that complies with the Act.
Updates to the County's random testing pool, as well as random selections, shall be sent
electronically to the County.
Shall conduct random drug, alcohol, non-DOT and DOT testing at a designated location
at the Taney County Courthouse. If provider does not provide mobile services,
collection site(s) shall be convenient to County employees and applicants. Please
explain process.
Shall explain the options on pre-employment and post-accidental screenings. On site or
in office - Please explain your process and price savings (if any) to the County.
Must collect all specimens in accordance with the Federal DOT requirements outlined in
49 CFR Part 40.
-The contractor must use a Federal Custody and Control Form (CCF) for DOT
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RFP #202605-596 Drug Screening Services
Taney County, Missouri
drug tests and a Federal Alcohol Testing Form (ATF) for DOT alcohol tests. For
non-DOT tests, a non-DOT CCF and ATF must be used.
-The contractor shall collect all specimens (non-federal and federal) as split
samples.
__ __ 2.10 Training Requirements:
Shall provide a training workshop to the County Human Resources Department, at the
request of the county, in accordance with the requirements of 49 CFR 382.603 et seq. on
the topics of alcohol and drug abuse. The contractor shall also provide CDL driver and
supervisor training, at the request of the county, in accordance with the requirements of
49 CFR 382.601. The contractor shall provide all materials, supplies, and professional
trainers.
The scheduling and site location of workshops shall be mutually agreed upon by the
requesting County and the contractor.
The workshops shall cover the physical, behavioral, speech, and performance indicators
on probable/suspected use of alcohol and/or drugs. Each workshop shall contain topics
that meet training requirements specified in the Act.
The contractor must furnish a certificate of workshop completion to each participant who
has completed each workshop.
The county agency shall have the right to cancel a scheduled workshop, without incurring
liability, financial or otherwise, by providing the contractor with notice of its intent to
cancel at least ten working days prior to the date on which the workshop is scheduled to
begin.
__ __ 2.11 Medical Review Officer Requirements:
Shall provide a Medical Review Officer (MRO) who must be a licensed physician (M.D. or
D.O.) knowledgeable in areas of drug abuse and toxicology procedures to review the
results of all drug tests. The qualifications and performance of the MRO must be in
compliance with 49 CFR Part 40.
__ __ 2.12 Expert Witness Testimony Services:
If requested by the County, the contractor shall provide expert testimony and witness
services by qualified professionals (e.g., pathologists, biochemists, etc.) with technical
expertise concerning specimen test results, chain of custody procedures, and any other
aspect of the services required herein as deemed necessary in a court proceeding. Please
list all costs associated.
__ __ 2.13 Reporting Requirements:
If requested by the Federal DOT for audit purposes, the County of Taney must submit
detailed records of their alcohol and drug abuse prevention program to the Federal DOT.
Therefore, if requested by the county, the contractor shall provide any necessary
information and data to the county that will aid the county in submitting the required records
to the Federal DOT.
If requested by the County, the contractor must provide the County with an annual MIS
report and semi-annual lab report on DOT drug tests.
If requested by the County, the contractor shall provide copies of maintenance reports
kept on the breath alcohol testing equipment used, including a description of what is
checked for and how often maintenance is done.
Report all positive DOT test results to the Federal Motor Carrier Safety Administration
Drug and Alcohol Clearinghouse as required by federal law.
__ __ 2.14 Pricing:
Provide unit prices for each component of the drug screening services plus any and all
monthly service costs/charges associated with the service. The County will not pay for
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