Request for Quotations : BV2627-0001 Background and Drug Screens

SECTION 1 GENERAL INFORMATION AND STANDARD TERMS AND CONDITIONS
1.1. OVERVIEW
BridgeValley Community & Technical College ("the College"), invites the submission of
proposals from vendors that wish to provide background and on-site drug screening
services.
1.2. SCHEDULE OF EVENTS
09/22/2026 Release of RFQ
09/29/2026, 1:00 p.m. EST Question Deadline
10/06/2026, 1:00 p.m. EST Addendum/Response to Questions
10/13/2026, 10:00 a.m. EST Proposals Due
10/13/2026, 11:00 a.m. EST Bids Publicly Opened and Read Aloud
10/27/2026 Target Award Date
1.3. Respondent Point of Contact
The Respondent, or anyone on the Respondent's behalf, is not permitted to contact any
member of the College's Board of Governors or College personnel as it relates to the requested
services or terms and conditions set forth in this solicitation. Violation of this clause may result
in bid disqualification. The Respondent is the sole contact for all inquiries after the solicitation
has been released for bid.
All inquiries regarding the specifications or proposal submission must be submitted in
writing, by the Question Deadline, to: Justa Atha, Justa.Atha@bridgevalley.edu. The
subject line of all communications must reference: RFQ BV2627-0001.
Revisions to this solicitation will be made by an official addendum issued by the College. The
Respondent should acknowledge receipt of all addenda issued with this solicitation through
acknowledgement on the Addendum Acknowledgment form. Failure to acknowledge addenda
may result in bid disqualification.
1.4. Posting of Information
The solicitation and any subsequent issued addenda will be available at:
https://www.bridgevalley.edu/purchasing-information
https://www.wvhepc.edu/resources/purchasing-and-finance/
https://www.wvsao.gov/LegalNotices/Default
1.5. Proposal Submission
In accordance with West Virginia Code 5A-3-11, proposals must be received by the College's
Office of Fiscal Affairs prior to the date and time specified in Section 1.2, Schedule of Events,
BV2627-0001 Background & Drug Screening Services PG. 2

of this Request for Proposals. Failure to deliver, or the non-receipt of, a bid by the
specified date and time shall result in disqualification.
Proposals may be submitted in one of the following ways:
* Electronic submission
* Proposals must be sent to Justa.Atha@bridgevalley.edu
* The email subject line must read: Background & Drug Screening Services - RFQ
BV2627-0001 - DUE 10/13/2026.
* All required exhibits and documents must be included in the electronic
submission
* Mailed or Hand-Delivered Submission - Mailed/hand delivered respondents shall
submit all exhibits, an ORIGINAL proposal, and four copies, by mail, to:
BridgeValley Community & Technical College
Office of Fiscal Affairs
2001 Union Carbide Drive
Suite 305
South Charleston, WV 25303
The following must be indicated on the envelope/package:
Buyer: Atha/Aquino
Proposal: RFQ BV2627-0001
Opening Date: 10/13/2026
Opening Time: 11:00 a.m. EST
1.6. Rejection of Proposals
The College shall select the best value solution according to the criteria considered for contract
award. However, the CFO/CPO reserves the right to accept or reject any or all proposals, in part or
entirely at his/her discretion. The CFO/CPO reserves the right to withdraw this solicitation at any time
for any reason. Submission to, or receipt by, the CFO/CPO confers no rights upon the Respondent nor
obligates the College in any manner.
1.7. Conflict of Interest
By signing the bid, the Respondent affirms that it and its officers, members, and employees have no
actual or potential conflict of interest beyond any conflicts disclosed within the submitted bid.
Respondent will not acquire any interest, direct or indirect, that will conflict or compromise in any
manner or degree with the performance of their services under this contract. If any potential
conflict is later discovered, or if one arises, the Respondent must disclose it to the College
immediately upon discovery.
1.8. Independent Proposal
A bid will not be considered for award if the commission/price was not arrived at independently,
without collusion, consultation, communication, or agreement as to any matter relating to such
commission/prices with any other offer or with any competitor. The commission/price quoted in the
Respondent's bid will not be subject to any decrease/increase and will be considered firm for the life
of the contract unless specific provisions for adjustment have been provided for in the original
contract.
1.9. Economy of Preparation
Bids should be prepared simply and economically, providing a straightforward, concise
BV2627-0001 Background & Drug Screening Services PG. 3

description of Respondent's abilities to satisfy the requirements of the solicitation. Emphasis
should be placed on completeness and clarity of content.
1.10. Verbal Communications
Discussions and/or interviews may be held with a Respondent(s) under final consideration prior to
selection for award; however, an award may be issued without such discussions or interviews.
1.11. Oral Statements and Commitments
Respondent must clearly understand that any verbal representations made or assumed to be
made during any oral discussions held between Respondent's representatives and any College
personnel are not binding. Only the information issued in writing and added to the solicitation
specifications filed by an official written addendum are binding.
1.12. Incurring Costs
Neither the College nor any of its employees or officers shall be held liable for any expenses
incurred by any Respondent responding to this solicitation for expenses to prepare, deliver the
proposal, or to attend any mandatory or non-mandatory pre-bid meeting or oral presentations.
1.13. Disclosure
All documents submitted in response to this solicitation and any documents created because of
this solicitation are considered public record. All bids, proposals or offers submitted shall become
public information and will be available for inspection during normal business hours at the College.
The only exception for public records is disclosure information as provided in
WV Code 29B-1-4. Primarily, only trade secrets are considered exempt from public disclosure.
1.14. Bid Opening and Evaluation Process
At the date and time specified, each bid will be opened and read aloud. Once opened, each bid will
be reviewed by the CFO/CPO to make any determination, if applicable, of the Resident Respondent
and/or Small, Women-Owned, or Minority-Owned Preference; such preference is an evaluation
method only and applies only to the cost in accordance with West Virginia State Code.
Evaluation: Preference
Resident Respondent
Respondent Preference may only be granted upon written request and only in accordance with the
West Virginia Code 5A-3-37 and the West Virginia Code of State Rules. Respondent's failure to
submit the Respondent Preference Certificate form, when applicable, with its bid will result in
denial of Respondent Preference. Respondent Preference does not apply to construction projects.
Small, Women-Owned, or Minority-Owned Respondent (SWM)
For any solicitation publicly advertised for bid, in accordance with West Virginia Code 5A-3-
37(a)(7) and W. Va. CSR 148-22-9, any non-resident Respondent certified as a small, women-
owned, or minority-owned business under W. Va. CSR 148-22-9 shall be provided the same
preference made available to any resident Respondent. Any non-resident small, women-owned, or
minority-owned business must identify itself as such in writing by submitting Form WV-1
"Respondent Registration & Disclosure Statement and Small-, Women-, & Minority-Owned Business
Certification" with its bid, and must be properly certified under W. Va. CSR 148-22-9 prior to
contract award to receive the preferences made available to resident Respondents.
Applicable preference forms can be obtained from the State of WV Purchasing website
http://www.state.wv.us/admin/purchase/forms.html.
BV2627-0001 Background & Drug Screening Services PG. 4

1.15. The CFO/CPO will perform a final review and award based upon the overall services, qualifications,
Respondent preference, if applicable and cost. Any contract resulting in an award from this
solicitation is not valid until properly approved and executed by the CFO/CPO of the College and
approved as to form, if required, by the Attorney General.
The issued contract, by order of precedence, is the fee schedule, the solicitation and any
addenda, and the Respondent's bid along with all required exhibits in response to the
solicitation.
1.16. Term of Contract & Renewals
The initial term of the contract shall be for one (1) year from the date of full execution.
The contract may be renewed annually, for up to two (2) additional one-year terms, by mutual
written agreement of both parties. Renewal is not automatic and must be:
* Executed in writing by both parties prior to the expiration of the current term;
* Contingent upon the availability of funds, continued need for services, and satisfactory
performance;
* Consistent with the terms and conditions of the original contract, unless otherwise
modified by a formally executed change order;
* Approved by the West Virginia Attorney General's Office, if required by law or regulation.
If either party does not wish to renew the contract, written notice must be provided at least thirty
(30)calendar days before the current contract's expiration date.
1.17. Contract Changes
Any changes to the original contract will be made via a Change Order issued by the College. No
change is official until a signed Change Order is issued and received by the Respondent.
1.18. Contract Termination for Unavailability of Funds
If funds are not appropriated or allocated for the services provided under the contract, the
College may terminate the contract at the end of the current affected fiscal period without
charge or penalty. The College shall promptly give the Respondent written notice of such non-
appropriation or non-allocation of funds once the College receives notice.
1.19. Contract Termination for Failure to Perform
The College may terminate the contract resulting from this solicitation immediately at any time the
Respondent fails to meet the terms of the contract.
1.20. Invoices
Invoices will be submitted in arrears. Payment against invoices prior to receipt of services and an
assessment of interest or late fees for late payments is prohibited by State law. Invoices properly
prepared and submitted in accordance with the terms and conditions of the contract are typically
paid within a thirty (30) day timeframe.
1.21. Governing Law
The contract shall be governed by the laws of the State of West Virginia.
BV2627-0001 Background & Drug Screening Services PG. 5

SECTION 2 ELIGIBILITY REQUIREMENTS
2.1. Respondent Registration [WV Code 5A-3-12]
The West Virginia Code requires that all Respondents be registered with the WV
Department of Administration, Purchasing Division, prior to receiving a purchase order for
competitive products and/or services exceeding $25,000.
Additional Respondent registration information can be obtained at:
https://www.state.wv.us/admin/purchase/VendorReg.html
2.2. Debarment [WV Code 5A-3-33 through 5A-3-33F]
Respondents that have been debarred by the federal government are not eligible to offer on or
receive contracts to supply goods or services to the state and its subdivision for a specified
period of time.
2.3. West Virginia Secretary of State
The Respondent must comply with the requirements of the West Virginia Secretary of State and
should provide a copy of their business license with the proposal. For more information, contact
the WV Secretary of State or visit https://sos.wv.gov/Pages/default.aspx.
2.4. Taxpayer Identification Information
The Internal Revenue Service (IRS) requires the College to request a taxpayer identification
number (TIN) for tax reporting purposes. IRS Form W-9 is used to obtain this information.
2.5. WV Agreement Addendum (WV-96)
The WV-96 is attached to demonstrate the State law and guidelines which must be adhered to
in any contracts presented to the College for execution. A copy of additional terms and
conditions that a firm wishes to offer for consideration should be enclosed with the proposal.
The West Virginia Attorney General's Office must accept or reject proposed modifications to
the WV-96.
2.6. Purchasing Affidavit [WV State Code 5A-3-10a]
WV State Code requires all Respondents to submit an affidavit regarding any debt owed to the
State. The Affidavit should be completed, signed, and returned with the Respondent's proposal.
2.7. Addendum Acknowledgement
The Respondent must complete and submit the Addendum Acknowledgement form. This form
confirms receipt of all addenda issued with this RFQ. Respondents are responsible for ensuring
all applicable addenda are acknowledged as part of their proposal submission.
2.8. Designated Contact
The Respondent must complete and submit the Designated Contract Form. This form requires
the Respondent to provide the business name, business address, and telephone number; the
contact's name and e-mail address; and the name(s) of site visit attendee(s), if applicable. The
form must also include the signature and date of the individual authorized to obligate the
business.
BV2627-0001 Background & Drug Screening Services PG. 6

SECTION 3 Background Information
3.1. Location
The College is located at:
BridgeValley Community & Technical College
2001 Union Carbide Drive
South Charleston, WV 25303
Operating Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.
3.2. About the College
BridgeValley assists students in achieving their educational goals. BridgeValley meets the higher
education, workforce development, and training needs for industries ranging from healthcare to
manufacturing.
Mission Statement
BridgeValley Community and Technical College promotes student success, prepares a skilled
workforce, and builds tomorrow's leaders by providing access to quality education.
Vision Statement
BridgeValley Community and Technical College will be the college of opportunity for a diverse
learner population, offering leading-edge technology, innovative ideas, and dynamic service to
our students and our communities.
Guiding Values
* We focus on preparing students with skills aligned to employer needs, fostering
excellence through high-quality academic programs, industry-relevant training, and strong
partnerships with the business community. We remain responsive to technological
change, including advancements in artificial intelligence, to ensure graduates are
prepared for a rapidly evolving workforce.
* Accessibility and Achievement: We provide accessible education that includes clear
pathways from micro-credentials to associate degrees. We emphasize completion
through access to financial aid and academic support.
* Transparency: We are committed to meaningful transparency and open communication,
ensuring accountability to students, faculty, staff, and the broader community.
* Quality Environment: We promote a safe, caring, and supportive environment where
students, faculty, and staff can thrive. We are committed to strengthening institutional
morale, fostering a culture of belonging, and maintaining welcoming campus spaces.
* Community and Economic Development: We are committed to advancing workforce and
economic development. We align programs with the needs of businesses and industries to
create economic opportunities and social mobility
BV2627-0001 Background & Drug Screening Services PG. 7

* Focus on Skilled Trades: We emphasize skilled trades as a cornerstone of our curriculum
and development strategy, providing responsive high-quality training in high-demand fields.
* Safe and Accessible Campus: We foster a campus environment where all students, faculty,
and staff can feel safe, supported, and empowered to succeed. Our policies and practices
promote access, respect, and a sense of belonging across the college community.
BV2627-0001 Background & Drug Screening Services PG. 8

SECTION 4 SCOPE OF SERVICES
4.1. Project
As a safeguard to the College, all students admitted to majors or programs that include, or may
include in the future, a clinical component is required to complete background screening and/or
drug screening.
The College is seeking a qualified vendor to provide screening services packaged according to
applicable academic and program requirements. All drug screening services shall be performed on-
site at the College's designated location(s). Off-site drug screening services will not be considered
under this RFQ.
The College processes approximately 1,000 drug and background screenings annually. This quantity
is an estimate only and does not represent a guaranteed minimum or maximum volume.
Company Overview
* Provide name and contact information.
* Provide a brief history of the company.
* Provide the hours of operation.
* Provide an outline of the proposed account management team, their functional role and
professional resumes
* Provide an overview of client retention for the past five (5) years.
* List all lines of business and the percentage dedicated to background and drug screening
services.
* Provide three current references of higher education clients, preferably in West Virginia.
* Briefly defend the company's uniqueness from other competitors.
* Provide a listing of any accreditation and/or certifications; and use of professional development
to keep up to date on current practices.
* Briefly disclose steps implemented, maintained and regularly reviewed to ensure compliancy
with all applicable regulations.
* Disclose, if applicable, any instances where the company may have been party to a lawsuit
related to background check noncompliance or alleged negligence. If applicable, please state the
name of the case, the court where the case was filed, and the outcome of the case (settlement,
liability, judgment, etc.)
* Describe problem identification handling and resolution.
* Provide an overview related to data security, FERPA, HIPAA, data breaches, etc.
* Describe the tools used to provide answers to common questions about background screening.
* Provide the turnaround time for background and drug screening results. Are the results
available online to authorized College personnel through granted access to the respective
databases? If not, disclose whether the results can be received within a minimum of five (5)
business days.
4.2. Background Services
* Describe the background check workflow process. Is the solution web-based? Is it automated?
* Which databases, registries, and exclusion lists are included in the searches conducted?
* Describe each service provided by the company and how the information is obtained (including
the frequency of downloading information from sources / frequency) in as much detail as
possible.
* How many attempts are made to retrieve information?
* What is the average time to complete criminal background checks?
* What percentage of background checks do you complete on a first attempt?
BV2627-0001 Background & Drug Screening Services PG. 9

* Are county searches conducted physically at the county courthouse or through an electronic
database?
* Please disclose whether fingerprinting is included in the background screening process or
whether such services can be provided to the College a la carte.
* Do you work with a third-party provider to deliver background services? If so, how is the quality
of work done by the provider?
4.3. Drug Screening
* List the major steps in processing a drug test result.
* Provide responses to the following regarding collection personnel and relevant training:
Preparation and securing on-site collection area - a technician should be present
o
to monitor sample collection
Completing and submitting a Chain of Custody form - is it manual or web-based
o
Collection kits and shipping materials
o
Preliminary steps in collections
o
Checking specimens
o
Collection role (directly observed, monitored and split specimen)
o
Participant refusal and/or inability to provide specimen; and,
o
Knowledge base for collector errors in tests, their effects and means of correction.
o
* Provide a listing of all available screenings. Can screenings be bundled based upon
departmental standard need?
* Provide the timeframe for delivery of on-site test results whether negative or positive.
* Will supplies be provided as part of cost or with the College be responsible for providing
supplies?
* How do you facilitate random and scheduled screenings?
4.4. Special Terms and Conditions
4.4.1 Insurance Requirements
The Respondent shall be solely liable for the acts and omissions of its employees and
agents. The successful Respondent shall maintain and furnish proof of coverage of liability
insurance for loss, damage, or injury (including death) of third parties arising from acts and
omissions on the part of the Respondent, its agents and employees. Insurance policy
must remain in effect for the term of the contract.
BridgeValley Community and Technical College shall be named as an additional insured on
all policies. A Statement of Insurability at the following levels:
a) Worker's Compensation Statutory Limit
b) Employer's Liability $ 1,000,000
c) Comprehensive, General Liability, Bodily $ 2,000,000 each occurrence
Injury and Property Damage
Contractual liability coverage including the indemnification provisions of these
conditions must be fully insured under this policy for the liability limits set forth
above.
d) Fire insurance and extended coverage, actual cash value with reasonable
deductible.
BV2627-0001 Background & Drug Screening Services PG. 10