4-P-2088460 - Amendment 3.pdf

DALLAS AREA RAPID TRANSIT

DALLAS, TEXAS

AMENDMENT OF SOLICITATION

1. SOLICITATION NO.:

P-2088460

2. AMENDMENT NO.:

3. EFFECTIVE DATE:

August 22, 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 answers to questions (11 - 42) attached to this Amendment.

All other terms and conditions remain unchanged.

[END OF AMENDMENT 3]

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

RFP. No. 2088460 Questions Answers

11 Who is DART's current EAP vendor and how long have they been providing services to DART? New Directions Behavioral Health LLC aka Lucet.

12 Please provide the current rate (PEPM) and a rate history throughout the contract term for the EAP.

Yes, any additional information should be requested through an ORR (Open Records Request) @ https://www.dart.org/about/publicinformationact.asp

How many hours of the following services are included within the current EAP contract per year? Onsite training/orientation/educational seminars Onsite health fair/event participation Onsite critical incident support events (# events/# hours) Webinar training

Our current EAP provider is onsite visits are at least 2 per year. We do require our EAP provider to come onsite when there's a need. This could exceed more than twice a year. They provide 6 webinars lasting up to 1 hour.

How many total hours of the following services were utilized in each of the last two (2) years? Onsite training/orientation/educational seminars Onsite health fair/event participation Onsite critical incident support events (# events/# hours) Webinar training

Onsite training webinars-12, Onsite health fair/event participation-0 and critical incident support events-4.

Please provide copies of 2023 and 2024 EAP utilization reports. If reports are not available, please provide the following for each of the last 2 years. Number of employees on which the report is based Total number of clinical cases Total number of work-life cases Total number of clinical sessions

Work-life- 310

Clinical cases -610

Clinical sessions- 682

On a scale of 1-5 with 5 being the highest, how would you rate your current vendor? What are the three components that are most important to you in an EAP?

My vendor satisfaction is 3.5. User friendly portal, intake accessibility 24/7 and available clinicians throughout the Dallas/Fort Worth metroplex.

17 How many employees covered under the EAP fall under Department of Transportation (DOT) regulations? DART currently has approximately 2,500 safety-sensitive employees who are required to comply with DOT regulations.

Are DOT Substance Abuse Professional (SAP) evaluations included within the EAP contract? If yes, is there a cap on the number of evaluations included each year within the EAP rate or are evaluations provided on a fee-for-service basis?

No.

How many Department of Transportation (DOT) Substance Abuse Professional (SAP) evaluations have been requested in each of the last three years?

In 2023, we made 28 employee referrals to our Substance Abuse Professional (SAP).

In 2024, there were 14 referrals in all. So far, in 2025, there have been nine.

Will DART accept the following insurance coverages in lieu of those stated in the RFP? If not, then we will not be able to bid as we do not meet the insurance requirements as stated. Commercial General Liability: $1M/$2M Aggregate +

$5M umbrella coverage Professional Liability: $2M per claim/$6M Aggregate Cyber Liability: $5M Aggregate

What underline policy does the Umbrella cover?

21 Do you require EAPs to check that all affiliate providers are in E-Verify or is this assumed through the licensing process? This is a part of the awarded vendor's process.

Please clarify if the required mail is to be hard mailed to the employees home and the end of each quarter, or if the communications can be sent electronically each quarter Please clarify if the two monthly newsletters in PDF format are eligible to be sent electronically or required to be hard mailed.

The monthly newsletters and other communications can be sent via email.

23 Please clarify how many CI Debriefing Session hours per contract year to be included. It depends on how many critical incidents occur within a year.

Contractor orientation. Can this be done virtually or is this required to be completed onsite. Please clarify who is required to attend under the term "key counselors". Does this include call center staff answering the phones.

Yes. This can be done virtual. The vendor manager is the only person required to attend.

25 As an NCTRCA-certified MBE and WBE, may we self-perform 24% of the M/WBE participation goal? Yes, as a certified M/WBE through NCTRCA you meet the goal at 100% and may self-perform for the subject solicitation.

Is this solicitation for a new contract or a renewal? If it is a renewal, could you please provide the name of the incumbent contractor?

New contract per Exhibit B, 1(b) and 2(a) - Refer to Amendment 2 Q&A 11.

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).

Have there been any issues with the incumbent contractors? If so, could you specify the nature and number of such issues?

No.

28 What specific background checks and drug screenings are required for selected candidates? The Employee assistance program is not a part of this process

29 What is the expected timeframe for vendors to submit candidate resumes after receiving a new job opening? Our Employee assistance program provider is not a part of the HR onboarding process.

Are vendors permitted to contact individual departments for marketing under the awarded contract? If so, are there specific guidelines that must be followed?

No, must contract the Procurement representative assigned to the contract.

31 What is the anticipated budget for this contract? Provide firm/company best pricing.

32 What has been the previous spending for this contract? Information should be requested through an ORR (Open Records Request) @ https://www.dart.org/about/publicinformationact.asp

Regarding Section 3, Point C – are we required to provide sample candidate resumes, or should we only provide information on our key personnel assigned to this project?

Provide information per the question.

After reviewing the solicitation, we noted no explicit requirement for technologies such as apps, instant messaging, or chat tools. Could you please clarify DART’s specific requirements under Section 3, Point F?

Any technologies (app, messaging, or chat tools) that the awarded vendor uses, has to be approved by DART IT department.

Are there any technology integrations required for this project? If so, could you specify and provide details regarding both the front-end and back-end requirements?

DART provides a demographic file feed to the vendor.

36 Please provide the previous PEPM (Per Employee Per Month) rate for the following years: - 2025 - 2024 Information should be requested through an ORR (Open Records Request) @ https://www.dart.org/about/publicinformationact.asp

37 What was your annual 2024 EAP cost? Information should be requested through an ORR (Open Records Request) @ https://www.dart.org/about/publicinformationact.asp

Can you provide a utilization report for the following years: - 2025 - YTD - 2024 The report should provide a breakdown of EAP services.

Information should be requested through an ORR (Open Records Request) @ https://www.dart.org/about/publicinformationact.asp

39 How many onsite critical responses did you have in the following years: • 2025 - YTD • 2024 2024- 2 2025-1

How many training hours of the following services were supported last year? - Onsite? - Health fair? - Webinar Training?

- Drug and Alcohol Onsite- none, health fair- zero, webinar-six.

Can you provide eligible employees' city, state, and zip code? We will provide a coverage map of service providers in your area.

See Amendment 2, attachment B.

42 How many onsite Counseling session occurred – 2024/2025 Zero