2-P-2088460 - Amendment 1.pdf

DALLAS AREA RAPID TRANSIT

DALLAS, TEXAS

AMENDMENT OF SOLICITATION

1. SOLICITATION NO.:

P-2088460

2. AMENDMENT NO.:

3. EFFECTIVE DATE:

August 14, 2025

4. BRIEF SOLICITATION DESCRIPTION:

Employee Assistant Programs (EAP) Services

5. REVISED OFFER SUBMISSION DUE DATE AND TIME:

(Note: Unless identified below, this solicitation amendment does not change the Offer Submission Date and Time.)

The date and/or time specified for receipt of offers is changed as follows: DATE:

TIME:

6. REVISED PRE-BID/PROPOSAL CONFERENCE:

(Note: Unless identified below, this solicitation amendment does not change the Pre-Bid/Proposal Conference, if a conference is scheduled.)

The scheduled pre-bid/proposal conference is changed as follows: DATE:

TIME:

LOCATION:

7. AMENDMENT OF SOLICITATION:

The Solicitation identified in Block 1, above, is hereby amended as described in Block 11, below. Except as provided herein, all other provisions of the solicitation, or as heretofore amended, remain unchanged and in full force and effect.

8. REQUIREMENT TO ACKNOWLEDGE AMENDMENT:

Offerors must acknowledge receipt of this amendment prior to the deadline specified in the solicitation for receipt of offers by one of the following methods:

a. By signing this amendment in Block 9, below, and returning one signed copy;

b. By acknowledging receipt of this amendment on the Solicitation, Offer and Award form; or,

c. By separate letter or telegram that includes a reference to this solicitation and amendment number.

WARNING: Failure of an Offeror to acknowledge receipt of this Amendment, as described herein, may result in

REJECTION OF THE OFFER.

NOTE: For Invitations for Bids the terms "Offer" and Offeror" shall mean "Bid" and "Bidder", respectively; and for Requests for Proposals the terms "Bid" and "Bidder" shall mean "Offer" and "Offeror", respectively, in this solicitation and any associated exhibits.

9. OFFEROR'S ACKNOWLEDGEMENT OF AMENDMENT:

Name & Title: Signed Acknowledgment:

(Print/Type)

Offeror: Date Acknowledged: / /

10. FOR FURTHER INFORMATION CALL CONTRACTS SPECIALIST:

Name: Coquice Logan Telephone No.: 214-749-2677 clogan@dart.org

11. DESCRIPTION OF AMENDMENT:

THE PURPOSE OF THIS AMENDMENT IS AS FOLLOWS:

• To provide a copy of the Pre-Proposal Conference Presentation, attendance log, and “How to do Business with DART” attached to this Amendment.

• To provide answers to questions (1 - 6) attached to this Amendment.

All other terms and conditions remain unchanged.

[END OF AMENDMENT 1]

Form 33.207 (01/06) Page 1 of 1 mailto:clogan@dart.org

Solicitation No. P-2088460 Conference Date: 8.14.2025

Solicitation No. P-2088460

EMPLOYEE ASSISTANT PROGRAMS

(EAP) SERVICES

Pre-Proposal Conference

August 14, 2025 @ 1:00 P.M.

Pre-Proposal Conference Agenda

Introductions Purpose Instructions DART’s Bonfire Portal Overview Economic Opportunity Briefing Statement of Work & Specifications Overview Solicitation Overview Q&A

Introductions

DART TEAM

• Project Manager – Denice Martin

• Contract Specialist – Coquice Logan

• Contracting Officer – Barry Pierce

• Economic Opportunity Specialist –

Sandra Jaramillo

• Risk Management – Michael Smith

• Procurement Administration – P-Support Team

Purpose To clarify contractual and technical requirements and identify potential issues concerning the solicitation.

•Online attendance sheet.

•If you need a copy of the solicitation package, go to the Dart’s Bonfire Portal www.dart.bonefirehub.com search for Reference No. P-2088460 (log in is not required). The solicitation documents can be found under the Terms and Conditions tab.

•In order to receive critical information such as Amendments you must register in the DART’s Bonfire Portal. The Procurement Support/Help Desk (214-749-2701) can help with questions regarding registering and receipt of electronic proposals.

•Questions, answers, statements made during the conference shall not change or modify the solicitation unless they are issued as a written amendment to the solicitation.

•Use the DART Bonfire Portal to submit questions. Answers will be provided in an Amendment via the Bonfire Portal.

Instructions

Please make sure you receive the “How to do Business with DART” hand out.

Information includes how to do the following:

• Log on to the DART’s Bonfire Portal

• View Events

• Respond to Events

• Resolve Password Issues

• Who to contact if you have questions.

DART’s BONFIRE Portal

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Sandra Jaramillo, Economic Opportunity Specialist

Vendor Management Minority/Woman Business Enterprise (M/WBE) Requirements

Exhibit C 24% M/WBE Combination Goal

Certification Requirements North Central Texas Regional Certification Agency Texas Unified Certification Program (TUCP) DFW Minority Supplier Development Council Women’s Business Council - Southwest

M/WBE Participation Requirements

M/WBE Participation Requirements (cont.)

• Required Documents Included with Bid/Proposal Attachment 1 to Exhibit B (Schedule of Subcontractors) Attachment 1 to Exhibit G (Intent to Perform) Exhibit V (EEO-1 Report)

• Required Documents for Awarded Firm Attachment 2 to Exhibit G (Vendor Payment Report)

• Please Review Exhibit F (Prompt Payment Policy)

QUESTIONS

Michael Smith Insurance Program Specialist –

DART Risk Management

Risk Management – Insurance Requirements

Insurance Requirements

Commercial General Liability

Limits of not less than $2,000,000 for bodily injury and property damage per occurrence, with a general aggregate of $4,000,000, and products and completed operations aggregate of $4,000,000.

Commercial Automobile Liability

Combined single limit for bodily injury and property damage liability of not less than $1,000,000 per accident.

Workers’ Compensation

Providing benefits comparable to the Workers’ Compensation Act of the State of Texas.

Insurance Requirements

Employers Liability Insurance

Limit $1,000,000 each accident, $1,000,000 each employee for disease, and $1,000,000 policy limit for disease.

Professional Liability

Limit no less than $5,000,000 per claim

Cyber Liability

Limit no less that $2,000,000 per claim

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Insurance Requirements (cont.)

Endorsements required for above policies –

General Liability and Automobile Liability policies must include DART as an Additional Insured on a Primary and non-contributory basis.

General Liability, Automobile Liability, and Workers’ Compensation policies must include a Waiver of Subrogation in favor of DART.

All policies must have a 30 Notice of Cancellation endorsement.

Insurance Requirements (cont.)

All insurance must be provided by insurance companies with an AM Best's Rating of A - / VIII or above.

For a complete list of Insurance requirements , please refer to Exhibit D

Questions

Statement of Work

EXHIBIT H

Overview

• Denice Martin the Project Manager will give an overview of the Statement of Work for this project.

• The Contractor must possess and maintain an AM Best rating of A or better.

Statement of Work - Introduction

• DART intends to award a contract for five-years, with two one-year options, est. start date February 1, 2026, to the bidder whose response conforms to the RFP and meets DART’s requirements.

• The Contractor shall provide Employee Assistance Program (EAP) services to all eligible full-time and part-time employees and qualified dependents of eligible employees. DART has approximately 3,900 employees. Temporary employees and contract employees are excluded.

• The Contractor will provide bilingual (Spanish) counselors upon the client's or DART's request.

Statement of Work - Introduction

• The Contractor shall perform a comprehensive clinical assessment to evaluate the client’s circumstances and determine the necessary services, interventions, or support required to address the identified issues effectively.

• The Contractor shall collaborate with DART to implement a program that incorporates a behavioral health component, which will support DART's population health management strategy and provide corresponding reports.

• Services shall be provided in the DART service area.

• The Contractor shall provide a toll-free 24-hour answering service that is operational 365 days a year, including nights, weekends, and holidays.

Statement of Work - Introduction

• To provide EAP counseling and evaluation services under this contract, a counselor must have a PhD in Psychology or be a licensed counselor with a master’s degree in psychology, mental health, social work, or a related field.

• Employee assistance may include, but is not limited to, substance abuse and dependency, compulsive gambling, emotional disorders, family crises, debt management, marital issues, absenteeism, anger management, and referral to organizations that provide legal, financial, and social services.

• The Contractor shall provide critical incident stress debrief (CISD) counseling after a critical incident within 24 hours of a verbal or written request by Sr.

Manager, Integrated Disability and Leave Programs, or their designee at the site(s) and time(s) specified.

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Statement of Work - Introduction

• The Contractor shall conduct six presentations per year, upon request, at sites and times specified by the Sr. Manager, Integrated Disability Programs, or their designee, on topics including, but not limited to, Employee Assistance Program services, utilization trends, mental health, wellness topics, and management reinforcement.

• The Contractor shall promote the Employee Assistance Program through DART’s Wellness Program at employee outreach events (1 representative at up to 10 events per year) at sites and times to be specified by DART’s Sr.

Manager, Integrated Disability and Leave Programs, or their designee. The Contractor will provide all necessary brochures, handouts, and materials for attendees.

• Refer to Exhibit H for complete SOW (Statement of Work).

Solicitation Overview (continued) Solicitation, Offer, and Award Form

This form is required to be completed in its entirety and returned with your offer. Please complete the second page with any Amendments received, i.e., Amendment 1 and Date.

Price Schedule

* Complete in its entirety, Input all prices on the Bonfire system

Exhibit A - Representations and Certifications *Exhibit A needs to be completed in full and returned with your offer.

Exhibit B –Special Solicitation, Instructions and Conditions *Includes instructions for submitting properly completed proposals.

- Proposal Content and evaluation factors

* Attachment 1 needs to be completed and returned with your proposal.

Submit your response by uploading your proposal to DART’s Bonfire Portal.

Solicitation Overview (continued) Exhibit C –Solicitation, Instructions and Conditions

• Read in its entirety

• Acknowledge Amendment

• M/WBE participation Goal – 24%

• Questions are due no later than five working days (8/20/2025) before the offer due date. (submit on the events Q&A tab)

Exhibit D –Special Provisions

• Read in its entirety

• Term of Contract – Five (5) Years, with Two (2) one-year options

• Insurance Requirements

• Invoicing

• Five Star Customer Service

Solicitation Overview (continued) Exhibit F – General Provisions

• Read in its entirety

• Governing Law

• Order of Precedence

Exhibit G –Minority and Women Owned Business Enterprise Provision

• Read in its entirety

• Vendor Payment Report

• *Attachment 1 Intent to Perform as a Subcontractor. Complete and return with your offer

• M/WBE certifications upload with attachment 1 to the Bonfire portal

Exhibit L –Pre-Award Survey Documents

• *Form needs to be returned with your offer, this questionnaire will be used to verify responsibility with financial and business references submitted.

• Provide all requested information, DO NOT, reference other parts of technical proposal to locate/find requested information. DO NOT leave reference or account number off.

Exhibit V –Contractor Employee Information Report

• *Form needs to be returned with your offer. DO NOT, reference to company/firm website for DART to look for the requested information.

• Due date for Proposals is:

August 27, 2025 at 2:00 P.M. local Central Time (Dallas, Texas Time).

There will not be a public opening of proposals.

Proposal Submission

Questions & Answers

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Coquice Logan, Contract Specialist 214-749-2677 (Office) 214-749-3468 (Fax) email: clogan@dart.org

Contact Information

RFP-2088460 – Employee Assistant Programs (EAP)Services Pre-Bid Conference Date: Thursday, August 14, 2025

Time: 1:00 P.M., (Central Time Zone)

Loc: Microsoft Teams Web Conference

Meeting Title Pre-Bid Conference - for P-2088460 - Employee Assistant Programs (EAP) Services Attended Participants 14 Start Time 8/14/25, 12:52:54 PM End Time 8/14/25, 1:23:30 PM Meeting Duration 30m 35s Average Attendance Time 19m 14s

Name First Join Last Leave In-Meeting Duration Email Coquice Logan 8/14/25, 12:52:56 PM 8/14/25, 1:23:30 PM 30m 33s CLogan@dart.org Michael Smith 8/14/25, 12:53:55 PM 8/14/25, 1:23:21 PM 29m 26s MSmith5@dart.org Sandra Jaramillo 8/14/25, 12:54:05 PM 8/14/25, 1:23:24 PM 29m 19s SJaramillo1@dart.org Denice Martin 8/14/25, 12:57:21 PM 8/14/25, 1:23:15 PM 25m 53s DMartin3@dart.org 15129886197 - Nicola Leach 8/14/25, 12:59:53 PM 8/14/25, 1:23:22 PM 23m 29s nleach@alliancewp.com 12106862759 - Horatio Neely 8/14/25, 12:59:53 PM 8/14/25, 1:23:21 PM 23m 27s horatio@neelycounseling.com 15174105445 - Sarah Walker 8/14/25, 1:01:38 PM 8/14/25, 1:16:10 PM 14m 32s sarah.walker@acentra.com 17248409264 - Gionni Skupaka 8/14/25, 1:02:57 PM 8/14/25, 1:23:21 PM 20m 24s gkupaka@lyrahealth.com 14807735037 - Kelle Bucher 8/14/25, 1:05:41 PM 8/14/25, 1:23:23 PM 17m 41s kellee.bucher@springhealth.com 14236676796 (Unverified) 8/14/25, 1:07:00 PM 8/14/25, 1:23:22 PM 16m 22s No Anwer To Confirm 13366890163 - Kasie Fatig 8/14/25, 1:08:22 PM 8/14/25, 1:23:23 PM 15m kfatig@lyrahealth.com 14073411199 - Jacob Anifh 8/14/25, 1:08:51 PM 8/14/25, 1:23:16 PM 14m 24s jacob.anifh@springhealth.com Sarah Rosher 8/14/25, 1:16:58 PM 8/14/25, 1:23:20 PM 6m 21s (Unverified) Deborah Mcvean 8/14/25, 1:20:46 PM 8/14/25, 1:23:04 PM 2m 18s DMcvean@dart.org

RFP. No. 2088460 Questions Answers

1 Who is the current vendor for DART? New Directions Behavioral Health LLC dba Lucet, May 1, 2019.

2 How long has the incumbent been in place? Since, May 1, 2019.

3 When is the effective date? New contract est. effective date February 1, 2026.

Given the specialized nature of our business, we don't typically use subcontractors for more than 1% of our work. We're also not registered as a Minority or Woman-Owned Business. We anticipate that any necessary subcontracting work would be less than the M/WBE goals outlined in the RFP. With this in mind, would a subcontracting plan that indicates no planned use of subcontractors still be considered compliant with the RFP's requirements?

No; example(s), certified M/WBE counselor(s) can be used to meet contract goals.

5 Would DART be open to a 3-year contract term? No.

6 Who does DART use for your health plan carrier? Are you self-funded or fully-insured? Blue Cross Blue Shield of Texas; DART is self-funded.

ATTACHMENT A

Note: (The Authority is not responsible for the grammatical or technical accuracy of the questions submitted. The questions are verbatim from what is submitted by vendor(s). The Authority has made every effort to clarify questions when appropriate).