**IMPORTANT NOTICE**
§ The format of this RFP has been simplified.
§ Only the following pages require signatures:
1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
a. Must be signed by Bidder
2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
a. Must be signed by Bidder
b. Must be signed by SLEB Partner if subcontracting to a SLEB
Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901215
for
FORENSIC TOXICOLOGY TESTING SERVICES
For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!Contact Person: Evelyn Benzon, Procurement & Contracts Specialist
Phone Number: (510) 208-9622
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
June 4, 2014
at
Alameda County, GSA–Procurement & Support Services
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901215
SPECIFICATIONS, TERMS & CONDITIONS
for
FORENSIC TOXICOLOGY TESTING SERVICES
TABLE OF CONTENTS
Page
I. STATEMENT OF WORK 4
A. INTENT 4
B. SCOPE 4
C. BIDDER QUALIFICATIONS 4
D. SPECIFIC REQUIREMENTS 5
II. CALENDAR OF EVENTS 11
E. NETWORKING / BIDDERS CONFERENCES 12
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 12
F. EVALUATION CRITERIA / SELECTION COMMITTEE 12
G. CONTRACT EVALUATION AND ASSESSMENT 19
H. NOTICE OF RECOMMENDATION TO AWARD 19
I. TERM / TERMINATION / RENEWAL 20
J. QUANTITIES 20
K. PRICING 20
L. AWARD 22
M. METHOD OF ORDERING 23
N. INVOICING 24
O. ACCOUNT MANAGER / SUPPORT STAFF 24
IV. INSTRUCTIONS TO BIDDERS 25
P. COUNTY CONTACTS 25
Q. SUBMITTAL OF BIDS 25
R. RESPONSE FORMAT 28
ATTACHMENTS
EXHIBIT A - BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C- VENDOR BID LIST
EXHIBIT D – PARTIAL list of drugs
Specifications, Terms & Conditions
for Forensic Toxicology Testing Services
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe forensic toxicology testing services by the Coroner’s Bureau and Criminalistics Laboratory of the Alameda County Sheriff’s Office (ACSO).
The County intends to award a three-year contract (with option to renew) to the bidder selected as the most responsible bidder whose response conforms to the RFP and meets the County’s requirements.
B. SCOPE
The ACSO Coroner’s Bureau requires forensic toxicology testing services in order to determine the cause, manner and circumstances of death. Toxicology testing services are performed to detect potential toxicants, such as chemicals, drugs and poisons in decedents. Testing shall consist of screening appropriate bodily fluids (e.g., blood, urine, bile, vitreous, gastric contents) and tissues (e.g., liver, brain, spleen, and muscle) for the presence of illicit chemicals, drugs or poisons.
The ACSO Criminalistics Laboratory requires forensic toxicology testing services for law enforcement purposes, which include identification and quantitative analysis of drugs and alcohol from blood, urine and evidence specimens.
The RFP has two separate bid forms, one for each department (Coroner’s Bureau and Criminalistics Laboratory). Bids for each department will be evaluated separately.
Bidder can submit a bid either for Coroner’ Bureau (Bid Form A-1) or for Criminalistics Laboratory (Bid Form A-2) but is required to bid on all items listed in the bid form for that department.
The County intends to award contracts to one (1) Contractor for each department. However, if the County finds one bidder to be most responsible and qualified for both departments, a single contract will be awarded to one bidder.
C. BIDDER QUALIFICATIONS
1. BIDDER Minimum Qualifications
a. Bidder shall be regularly and continuously engaged in the business of providing forensic toxicology testing services for at least five (5) years.
b. Bidder shall be an approved State Forensic Alcohol Laboratory.
c. Bidder’s laboratory shall be directed by a person who is qualified by reason of appropriate education and experience to assume the required professional, organizational, education, managerial and administrative responsibilities. Preference will be given to a bidder who meets the requirements of education and experience comparable to those of persons certified as Diplomates by the American Board of Forensic Toxicology.
d. Bidder shall adhere to the requirements and maintain documentation of Title 17 of the California Code of Regulations for Forensic Alcohol Analysis.
e. Bidder shall possess current permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.
D. SPECIFIC REQUIREMENTS
1. Sheriff’s Coroner’s Bureau Forensic Toxicology Testing Requirements:
a. Contractor shall test bodily fluids (e.g., blood, saliva, urine, bile vitreous, gastric contents) and tissues (e.g., liver, brain, spleen, muscle, etc.) for the presence or absence of drugs.
b. Contractor shall provide various containers and sealers required by the Coroner to preserve and identify samples submitted.
c. Contractor shall maintain a strict chain of custody which clearly documents the name, date and time that laboratory personnel handle, inspect, analyze, store or transport biological samples or evidence which are under the Contractor’s control from the time biological samples are removed from the Coroner until they are returned to the Coroner.
d. Contractor shall keep the samples refrigerated or frozen.
e. Contractor shall provide a signed laboratory report on all samples submitted for analysis within the following time frame:
(1) Blood Alcohol within five days from receipt of blood or urine samples;
(2) Drugs of Abuse Screen within 10 days from receipt of specimen;
(3) Confirmation results within 15 days of receiving the blood or urine samples; and
(4) General Drug Screen within 20 days from receipt of specimen.
Laboratory results shall be easy to read and understand.
f. Contractor shall preserve all specimens tested for a minimum of five (5) years or as requested by the Alameda County District Attorney. Samples shall be stored appropriately to ensure against loss, contamination or deleterious change.
g. Contractor shall provide transportation services of specimens to and from the locations listed below. The locations are subject to change and may be adjusted upon the needs of the Coroner’s Bureau and Criminalistics Laboratory. Upon the award of contract, a pickup and delivery schedule shall be created in coordination with the Contractor awarded vendor and approved by a County Representative. For all samples or items to be tested or inspected by Contractor, pick up will be currently required at the following locations:
Alameda County Sheriff’s Office
15001 Foothill Blvd.
San Leandro, CA 945678
Alameda County Sheriff’s Office, Coroner’s Bureau
480 – 4th St.
Oakland, CA 94601
Alameda County Sheriff’s Office - Crime Lab/ Coroner’s Bureau
2901 Peralta Oaks Ct.,
Oakland, CA 94605
(Potential new address)
2. Sheriff’s Criminalistics Laboratory Forensic Toxicology Testing Requirements:
a. Contractor shall test blood and urine samples for alcohol and/or drugs and provide related services as requested by County on a nonexclusive basis.
b. Contractor shall provide sufficient quantities of blood and urine specimen collection kits to the Criminalistics Laboratory and to designated medical facilities to preserve and identify the samples submitted ensuring a strict chain of custody.
c. Contractor shall keep the samples frozen or refrigerated.
d. Contractor shall provide a signed laboratory report on all samples submitted for analysis within the following time frame:
(1) Blood Alcohol within five days from receipt of blood or urine samples;
(2) Drugs of Abuse Screen within 10 days from receipt of specimen;
(3) Confirmation results within 15 days of receiving the blood or urine samples; and
(4) General Drug Screen within 20 days from receipt of specimen.
Laboratory results shall be easy to read and understand.
e. Contractor shall preserve all specimens tested for a minimum of five (5) years or as requested by the Alameda County District Attorney. Samples shall be stored appropriately to ensure against loss, contamination or deleterious change.
h. Contractor shall provide transportation services of specimens to and from the locations listed below. The locations are subject to change and may be adjusted upon the needs of the Coroner’s Bureau and Criminalistics Laboratory. Upon the award of contract, a pickup and delivery schedule shall be created in coordination with the Contractor awarded vendor and approved by a County Representative. For all samples or items to be tested or inspected by Contractor, pick up will be currently required at the following locations:
Alameda County Sheriff’s Office
15001 Foothill Blvd.
San Leandro, CA. 945678
California Highway Patrol
21020 Redwood Road
Castro Valley, CA. 94546
California Highway Patrol
4999 Gleason Road
Dublin, CA. 94568
California Highway Patrol
2434 Whipple Road
Hayward, CA. 94544
California Highway Patrol
3601 Telegraph Avenue
Oakland, CA. 94609
Alameda County Sheriff’s Office - Crime Lab/ Coroner’s Bureau
2901 Peralta Oaks Ct.,
Oakland, CA 94605
(Potential new address)
3. Laboratory Requirements for Coroner’s Bureau and Criminalistics Laboratory
a. Laboratory shall be regularly and continuously engaged in the business of providing forensic toxicology testing services for the past five (5) years.
b. Laboratory shall be in compliance with the State regulations for blood and urine alcohol analysis.
c. The laboratory shall participate in an external proficiency testing program which includes, at a minimum, a proficiency testing program for alcohol in blood or serum, and for drugs in at least one type of specimen; the program shall realistically monitor the laboratory’s quantitative capability.
d. Laboratory shall provide examination of samples on stat basis and provide live consultation or telephone conversations services at no cost to the Alameda County Sheriff’s Office Crime Laboratory and Coroner’s Bureau.
e. Laboratory shall have the ability to handle an extremely high caseload of approximately four hundred ninety (490) cases monthly. The Criminalistics Laboratory expects approximately four hundred (400) cases per month and the Coroner‘s Bureau expects ninety (90) cases monthly.
f. Laboratory shall have the ability to test for chemicals or biological agents.
g. Laboratory shall have the capability of developing methods for the testing of newly abused drugs such as Synthetic Cannabinoids (i.e. JWH-018 (1-pentyl-3-(1-naphthoyl) indole), Suboxone and “bath salts” (i.e. Methylenedioxypyrovalerone (MDPV)).
h. Laboratory shall complete all the specified tests within their own laboratory with the understanding that some esoteric test may be need to be outsourced. However, Laboratory should inform the ACSO of any work to be done outside their laboratory and outside vendors must adhere to the requirements of the RFP.
i. Laboratory shall provide services on a retail level for families that may want to pay for tests of specimens of decedents that the Sheriff’s Office determined were not necessary for its purposes. For example, the Sheriff’s Office will not normally conduct toxicology exams on an obvious gunshot suicide, but the family may want to pay for a drug screen for their own purposes.
j. Laboratory shall not charge County for false-positives. A false-positive shall be defined as when the forensic toxicology services laboratory identifies a sample as containing a particular drug, reports this to the County and subsequently information surfaces that the analysis was wrong, the County shall not be charged for that test.
k. The laboratory will provide a report for each test conducted. The report shall include:
(1) Subject Name
(2) Agency
(3) Agency Case Number
(4) Specimen Description
(5) Chain of custody information
(6) The requested testing
(7) Requesting Agency contract information
(8) Test Results
(9) Certification of test results statement
(10) Analyst signature
(11) Date of test and/or date of report
l. Laboratory shall be directed by a person who is qualified by reason of appropriate education and experience to assume the required professional, organizational, education, managerial and administrative responsibilities. The County requires that the Laboratory Director’s credentials follow the Forensic Toxicology Guidelines set forth by the Society of Forensic Toxicology. These guidelines can be viewed at http://www.soft-tox.org/files/Guidelines_2006_Final.pdf.
In the future, this contract may require that the Laboratory Director be certified as a Diplomate by the American Board of Forensic Toxicology and the Contractor will be obligated to fulfill the requirements. If the Contractor cannot fulfill the requirement, the contract will be cancelled/terminated and will go out for rebid. For details on Certification as a Diplomate by the American Board of Forensic Toxicology, please see: http://www.abft.org/Diplomate.asp .
4. Other Requirements (Coroner’s Bureau and Criminalistics Laboratory)
a. The County has no specific “cut-off” requirements for limits of detection. However, any legal cut-off limits of detections determined by the bidder’s validations shall be adhered to.
b. Prices for testing not ordinarily performed or not listed in Exhibit A, Bid Forms, must be agreed upon by an authorized ACSO representative at time of request.
c. A maximum fee of Five Hundred Dollars ($500) shall be charged when the individual case test fees are in excess of Five Hundred Dollars ($500). If an individual test is going to cost more than $500, the County requires that the requesting Agency is contacted by the Contractor and informed of the estimated cost above and beyond $500. Testing will only be performed when authorized by a Criminalistics Laboratory or Coroner’s Bureau representative.
II. CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / April 4, 2014
Written Questions Due / by 5:00 p.m. on May 1, 2014
Networking/Bidders Conference #1 / April 30, 2014 @ 10:00 a.m. / at: General Services Agency
Room 1107, 11thFloor,
1401 Lakeside Drive,
Oakland, CA 94612
OR remotely @ https://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog
Networking/Bidders Conference #2 / May 1, 2014 @ 2:00 p.m. / at: Castro Valley Library
Chabot Room
3600 Norbridge Avenue,
Castro Valley, CA 94568
Addendum Issued / May 16, 2014
Response Due / June 4, 2014 by 2:00 p.m.
Evaluation Period / June 4 - 30, 2014
Vendor Interviews / Week of July 7, 2014
Board Letter Recommending Award Issued / September 9, 2014
Board Consideration Award Date / September 23, 2014
Contract Start Date / February 1, 2015
Note: Award and start dates are approximate.