MODIFICATION
R -- Civilian Drug Testing
- Notice Date
- 1/31/2007
- Notice Type
- Modification
- NAICS
- 561612
— Security Guards and Patrol Services
- Contracting Office
- Other Defense Agencies, Uniformed Services University of the Health Sciences, Directorate of Contracting, 4301 Jones Bridge Road, Bethesda, MD, 20814-4799, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- Reference-Number-CHR7001
- Response Due
- 2/9/2007
- Archive Date
- 2/24/2007
- Small Business Set-Aside
- Total Small Business
- Description
- Continuation/completion of the Statement of Work 7. When a drug testing event must be rescheduled, the DPC and the contractor will determine a new collection date. 8. The collector(s) shall arrive at the Government testing site not later than 15 minutes before the collections are scheduled. In the event the contractor does not arrive for the scheduled collection in a timely manner and is not ready to begin collections at the scheduled time, the contractor will be liable for liquidated damages for one drug test (of the type of test scheduled) for every 15 minutes the collector is not ready, up to a maximum liability of two drug tests/collections. If the collector does not appear at the Government collection site, the contractor will be liable for the cost of two drug tests (of the type scheduled for collection). 9. In the event the contractor arrives at the Government collection site on schedule but no donor is present, ready, and available for a collection, the USUHS shall pay the contractor the contract price for one drug test (of the type of test scheduled) for the first complete 30 minutes that no donor is present, ready, and available for collection. The USUHS liability is limited to the price of one test. After one hour of delay, the contractor, at its option, may leave the site. 10. Random, Volunteer, and Follow-up Collections - For these types of collections, the DPC will provide the contractor with the number of employees scheduled and the specific start time at least five (5) calendar days prior to the drug testing event. The DPC may request that the collector personnel be a specific gender, if deemed necessary. The contractor shall adhere strictly to the schedule established and given by the DPC and shall be prepared to begin collections at the requested times. The date, time and number of collections should not be disclosed to any other personnel not directly involved with the collection. Upon arrival at the collection site, the DPC will give the collector the donor name and time of collection for each collection. This information shall remain confidential. 11. Pre-employment Collections - drug testing is required of all individuals tentatively selected for a Testing Designated Position (TDP). Pre-employment collections may be conducted at a Government or a contractor site as determined by the DPC. The contractor will provide the DPC with a list of non-government drug testing facilities within the Washington, DC metropolitan area that can conduct drug testing for USUHS/AFRRI employees and/or applicants. If the applicant is outside of the Washington, DC metropolitan area, the DPC will notify the contractor as early as possible but in any case at least 24 hours in advance of a pre-employment drug test. In exceptional cases, the contractor may be asked to conduct a test in less than 24 hours after notification by the DPC when possible. The DPC shall notify the contractor of the name, social security number, gender, earliest date for testing, and city and state of applicant to be tested. If the collection is to take place at a contractor site, the contractor shall furnish the DPC with a local point-of-contact's name and telephone number for the pre-employment test. The contractor will coordinate with the DPC to schedule a specific time and place. Applicants do not have the authority to change the drug test date, time, or location. If the applicant requests a change, the contractor is to direct the applicant to the DPC. If the applicant does not appear for testing within one (1) hour of the scheduled time, the DPC must be notified immediately. 12. Reasonable Suspicion and Accident or Unsafe Practice Collections - these types of collections may be conducted at a contractor site or another location as determined by the DPC. Reasonable suspicion is authorized when management has a reasonable suspicion that any employee in a TDP is using drugs illegally. Employees in a non-TDP may only be tested when management has a reasonable suspicion that the employee is using drugs illegally on-duty or performing work while drug-impaired. Accident or Unsafe Practice may also be called post?-accident testing. Employees may be subject to testing when, based upon the circumstances of the on-the-job accident or unsafe, on-duty, job-related activity, their actions are reasonably suspected of having caused or contributed to an accident or unsafe practice. a. Reasonable suspicion and post-accident testing have often been termed emergency testing due to the short time frame available for scheduling the collection. Such requests may occur at any time or day of the week and at any location. The contractor shall respond as expeditiously as possible after notification from the DPC or other authorized USUHS official. The DPC will notify the contractor by telephone, pager, or cell phone to schedule a collection. Official requesting documentation via fax (or electronic e?mail) will follow this conversation. The contractor shall notify the DPC of the collection time within one (1) hour of receiving the request for collection. A collection team may be used and a same gender collector is required in the event an observed collection is necessary. b. Whenever practicable, a post-accident or unsafe practice collection shall be completed within two (2) hours of the accident/incident. Two (2) hours from the accident/incident is the desired time frame; however, this is dependent on the timing of the notification that a collection is required. Five (5) hours from notification is the maximum time frame. c. Whenever practicable, a reasonable suspicion collection shall be completed within two (2) hours of the request for collection, but not later five (5) hours. F. Collection Procedures 1. All collection procedures shall be adhered to whether at the Government collection site or the contractor collection site and will follow the HHS Guidelines, Subpart B, Section 2.2 Specimen Collection Procedures. 2. The collector(s) shall arrive at the Government collection site not later than 15 minutes before collections are scheduled to begin in order to prepare the site. The contractor is responsible for being ready to perform collections at the scheduled time. The collector(s) shall provide identification to the DPC. The DPC will provide the collectors with a list of donors and their arrival time. Failure of a donor to report for testing and the inability to adhere to the schedule shall be reported immediately to the DPC. 3. Upon the donor's arrival at the Government or the contractor collection site, the collector shall identify themselves to the donor and request the donor to present some type of photo identification. If the donor does not have proper identification, the collector shall determine if the DPC can positively identify the donor. 4. If the donor fails to appear at the assigned time, the collector shall contact the DPC for guidance. Pre-employment donors must arrive within one (1) hour of the collection time. Collectors must notify the DPC immediately when a donor fails to arrive on time. 5. Upon receiving the specimen container from the donor, the collector shall determine whether it contains at least 30 milliliters of urine and preferably 45 milliliters of urine. If there is not sufficient urine, the DPC shall be notified immediately that a second specimen is required. The DPC or collector will instruct the donor to drink fluids and tell him/her where to wait until ready to provide another specimen. The donor will stay in sight of the DPC or collector. When a second specimen is collected, the collector will note on the custody and control form the time that the insufficient specimen was discarded (e.g. insufficient specimen @ 1315) in the remarks section of the Chain of Custody Form (CCF). 6. If the donor is not able to provide a specimen, the DPC or collector will instruct the donor to drink fluids and tell him/her where to wait until ready to provide a specimen. It will be the responsibility of agency management to direct an employee to remain at the collection site for any additional time period. 7. Immediately after collection, the collector shall, in the presence of the donor, measure the temperature of the specimen and conduct an inspection to determine the specimen's color and odor to identify signs of contaminants. Any unusual findings resulting from the inspection shall be included on the custody and control form. If the temperature of the specimen is outside the range of 32-38 C/90-100 F, this gives rise to reasonable suspicion of adulteration or substitution. After consultation with and approval by the DPC, another specimen shall be collected under direct observation. If the temperature of the specimen is outside the range and the collector is not the same gender, the DPC may select a same gender observer. Both specimens must be forwarded to the laboratory for testing. Any specimen suspected to be adulterated should always be forwarded for testing per HHS Guidelines, Subpart B, Section 2.2, (f) (15). 8. Both the donor and the collector should keep the specimen in view at all times prior to it being sealed and labeled. The collector shall direct the donor to initial and date the identification label on the specimen bottle. If the donor does not follow these directions, the collector will write a memorandum for the record (MFR) stating that the donor was directed to write his/her initials on the label but declined to do so. This MFR will be enclosed with the CCF copy and sent to the laboratory. 9. Collection under direct observation shall never be made except with authorization from the DPC. Direct observation will be authorized only when the activity has reason to believe that the donor may or has altered or substituted the specimen. The collector must be the same gender as the donor. If the donor and collector are not the same gender, the DPC will select an observer of the same gender. 10. Split Specimen Collections - these procedures may only be used with prior approval of the USUHS DPC. Split specimens will only be collected for random, follow-up, volunteer, reasonable suspicion or post-accident testing. All HHS Guidelines will be followed when using split specimen procedures. G. Identification and Recording of Urine Specimens 1. USUHS will be using the Federal Drug Testing Custody and Control Form (CCF), OMB No. 0930-0158 or succeeding forms. The identification labels on specimen bottles shall contain the date, the donor's initials, and a specimen ID number and a bar code (specimen ID number). The kit box/bag seal shall contain the collector's signature and date. 2. If the donor refuses to provide a social security number (SSN), the DPC shall provide the contractor with a number consisting of the activity UIC and a number identifying the individual. 3. The CCF copy will distributed as follows: Copy 1 will be sent with the specimen to the laboratory via overnight delivery; Copy 2 will be faxed to the MRO (legible copy) and the original will be sent by U.S. Mail to the MRO; Copy 3 will be retained by the collector; Copy 4 will be given to the DPC. In cases where the collection was not done on the DPC's site, the copy will be sent by U.S. Mail to the DPC; and Copy 5 will be given to the donor at the time of the collection. 4. In the event that errors in the completion of the CCF are made by collection personnel and these errors can not be corrected by affidavit and results in the rejection of the specimen for testing by the laboratory, the contractor will be responsible for the cost of the rejected specimen(s). USUHS will not be charged for these rejected specimen(s). If errors made can be corrected by affidavit, the contractor will provide the affidavit correcting the error to the laboratory or MRO. H. Transportation of Specimens 1. Specimens must be shipped overnight delivery to the laboratory at the conclusion of a drug testing event. Should the time between collection and shipment exceed 24 hours, the USUHS DPC must be notified in writing of the circumstances. 3. Collection supplies to collectors for time sensitive collections (pre-employments, reasonable suspicion, and post-accident) may be sent by overnight delivery. 4. All transportation fees are paid by the contractor. 5. The contractor shall retain written evidence of shipping. Written evidence may consist of a certified mail receipt, registered mail receipt, bill of lading, overnight air bill, etc. The number of specimens per shipment shall be noted. The contractor must maintain a copy for tracking purposes. 6. The contractor is responsible for placing traces on lost shipments and will report all such cases as well as the results of the contractor's inquiry to the DPC. 7. The risk of loss or damage to specimens that occurs while in shipment or that were improperly prepared by the collector (e.g. no accompanying custody and control form) shall remain with the contractor. At the DPC?s direction, the contractor shall recollect all specimens not received, damaged, or improperly prepared for testing by the laboratory at no cost to the Government. In addition, as liquidated damages, the contractor will pay the cost equal to the number of specimens lost, damaged, or improperly prepared for the type of tests collected. 8. The Custody and Control Form copies shall be distributed in accordance with the HHS Guidelines. I. Supplies 1. The contractor shall provide all necessary supplies for the collection of the urine specimens to include, but not limited to: catch containers (individually wrapped); specimen bottles with temperature strip; bluing agent; tape; pens; thermometer; gloves; plastic pouch with absorbent pad; mailing boxes; Federal Custody & Control Forms (OMB #0930-0158); collection kits. 2. The custody and control forms (OMB #0930-0158) provided by the contractor must be bar coded (specimen ID number) on the form and the seals. The identification number must be unique. Any changes to the basic CCF as provided by the regulations must be approved by the USUHS DPC in advance. J. Quality Control/Blind Sample Specimens 1. The contractor shall provide and submit quality control/blind samples to the laboratory at the minimum rate of 3% of the total number of specimens submitted per quarter as specified in HHS Guidelines, Subpart B, Section 2.5, (k). 2. The contractor must develop and carry out a procedure for packaging the blind samples and distributing them from the designated testing location to the laboratory. This shall be done in a manner such that the laboratory will not be able to identify the origination of the samples as control samples. The procedures for processing and submitting blind samples will be in accordance with HHS Guidelines. K. Specimen Security and Record Keeping 1. In order to assure that each urine specimen is properly identified and not accidentally confused with any other specimen, strict chain of custody procedures shall always be used by the collector when collecting and transferring the sample. While performing any part of the chain of custody procedures, the contractor shall assure the urine specimen and custody documents are always under the total control of the collector. If the collector must leave his/her workstation, the specimens and custody forms shall be taken with him/her or must be secured. Every effort shall be made to minimize the number of persons handling the specimens in order to maximize the overall security of the specimens. 2. The Federal Custody and Control Form (CCF), shall be utilized for the purpose of maintaining control and accountability from initial collection to final disposition of all specimens. The form will adhere to HHS specifications. The form will identify the specimen through use of information, which matches label items, a unique number assigned to each urine specimen obtained, and bar coding. 3. The contractor shall establish and maintain the records required in a secure filing system. The records shall be maintained for a minimum of five (5) years. The contractor will notify USUHS of any actual or attempted breach of security either with the hard copy or electronic files. 4. Destruction of records shall be in a manner that precludes any unauthorized release of information. 5. All documents or forms used in collection of urine for testing must be approved by the USUHS before use. 6. All forms or documents containing names and social security numbers must be kept according to Privacy Act requirements. L. Reports 1. The contractor shall provide the DPC with statistical summary reports on all collections performed at the end of each month testing was conducted. The reports shall be submitted no later than two (2) weeks following the end of the reporting month. The report format, content, and appearance are subject to DPC approval. 2. At a minimum, this report shall contain the following: dollar amount for each test; balance to be collected; number of specimens collected; date of collection; type of test(s); number of quality control specimens; any special comments. M. Quality Assurance Plan 1. The contractor shall maintain an internal quality assurance program which encompasses all aspects of the collection and transportation of urine specimens including: site/collection scheduling; collection procedures; chain of custody; security; overall professional and appropriate conduct; and procedures for resolving problems. The contractor shall provide USUHS with the contractor's Quality Assurance Plan within two (2) months of the effective date of the contract. USUHS has final approval of the Quality Assurance Plan. 2. The contractor is responsible for updating the Quality Assurance Plan with any procedural changes that may occur. N. Testimony 1. The contractor shall make personnel and documentation available, whenever requested in writing by the USUHS DPC or appropriate agency official. Contract personnel shall provide testimony and documentation as required in support of any administrative and/or court actions. Contract personnel may also be required to provide assistance with testimony preparation prior to any hearing or with information prior to any disciplinary action. 2. The USUHS DPC will request testimony time in writing from the contractor. 3. If testimony is required due to collector error, the contractor shall forfeit any cost related to testimony. O. Contractor Inspections 1. Collection Process - periodically, the contractor will be subject to inspections by the USUHS DPC on collection activities. The inspections may be announced or unannounced. The contractor must be able to demonstrate at all times the effectiveness and reliability of its collection process. The contractor will be evaluated on contract personnel appearance, conduct, and adherence with collection requirements. 2. Contractor Records - the contractor will be subject to inspections of their records and record keeping procedures. END
- Place of Performance
- Address: The Uniformed Services University, of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD
- Zip Code: 20814
- Country: UNITED STATES
- Zip Code: 20814
- Record
- SN01223240-W 20070202/070131221951 (fbodaily.com)
- Source
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