5-P-2089620 - Amendment 3.pdf

DALLAS AREA RAPID TRANSIT

DALLAS, TEXAS

AMENDMENT OF SOLICITATION

1. SOLICITATION NO.:

P-2089620

2. AMENDMENT NO.:

3. EFFECTIVE DATE:

August 11, 2025

4. BRIEF SOLICITATION DESCRIPTION:

Workers’ Compensation Admin Programs 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 (12 - 19) attached to this Amendment.

All other terms and conditions remain unchanged.

[END OF AMENDMENT 3]

Form 33.207 (01/06) Page 1 of 1

Solicitation No.: P-2089620 Conference Date: 8.7.2025

Solicitation No. P-2089620

WORKERS’ COMPENSATION ADMIN

PROGRAM SERVICES

Pre-Proposal Conference

August 7, 2025 @ 10:00 A.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 – Marshell Wiggins

• Contract Specialist – Coquice Logan

• Contracting Officer – Chad Doucet

• 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-2089620 (log in is not required). The solicitation documents can be found under the Terms and Conditions tab.

•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 20% 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

• Marshall Wiggins 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 January 1, 2026, to the bidder whose response conforms to the RFP and meets DART’s requirements.

• This Scope of Services to Purchase a Workers’ Compensation Third Party Administrator (TPA) Services.

• DART is looking for vendors who demonstrate creative and effective claims administration and managed care processes that are streamlined and user-friendly, leverage technology, have a strong customer service focus, solid reporting capabilities, proactive and consistent management of employee occupational absences, competitive rates and fees, and an ability to comply with the DART’s performance standards.

Statement of Work - Introduction

• DART is interested in vendors who can integrate Workers’ Compensation claims management with other leave programs, i.e. Family Medical Leave, Short Term Disability, Long Term Disability, Americans with Disabilities Act, etc.

• The Contractor shall assign an Account Manager to DART's program who will serve as the primary point of contact for communications

• The contractor shall provide (at least two) dedicated workers' compensation adjusters to work on DART's account and a designated supervisor to oversee all aspects of the adjusters' work. Adjusters handling claims on behalf of DART shall have a minimum of 8-10 years of experience handling Texas workers' compensation claims. Any exceptions must be approved by DART. The adjusters will not carry an Indemnity caseload exceeding 110 files without prior discussion and approval from DART.

Statement of Work - Introduction

• DART requires that the contractor provide and utilize Medical Bill

Review and Utilization Review services in accordance with the Texas Labor Code and any other applicable statutes. Any vendor, or outside contractor(s) utilized for Medical Bill Review and Utilization Review services must be approved by DART.

• The contractor will coordinate quarterly claims review meetings based on criteria set forth by DART and DART will decide whether claims review is in person or virtual. The contractor shall arrange for DART, or its designated representative, to conduct a physical audit or review of any claims being handled by the contractor on a quarterly basis, at no additional cost, to determine compliance with minimum performance standards and professional business and claim practices.

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

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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

• Questions are due no later than five working days (8/13/2025) 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

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.

Exhibit V –Contractor Employee Information Report

• *Form needs to be returned with your offer.

• Due date for Proposals is:

August 19, 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

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

Contact Information

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RFP-2089620 – Workers' Compensation Admin Program' Services Pre-Bid Conference Date: Thursday, August 7, 2025

Time: 10:00 A.M., (Central Time Zone)

Loc: Microsoft Teams Web Conference

Meeting title Pre-Bid Conference - for P-2089620 Workers' Compensatin Admin Program Services Attended participants 14 Start time 8/7/2025, 9:58 AM End time 8/7/2025, 10:48 AM

Name Coquice Logan Sandra Jaramillo Michael Smith Marshell Wiggins Denice Martin Vance Root Durham, Johnna Casie Cook Claims Administrative Services Taylor D - Prep Services Staffing Sean Higgins Kathy Butt Jaboc Romero Kirk Foster Valerie Harding

RFP. No.

2089620 Questions Answers

Can a managed care/cost containment and Network bid separately and unbundled from a Third Party

Administrator?

No, needs to be bundled.

For cost containment services can we add a new pricing sheet with these services listed out and attach to RFP? This would include preauthorization review, 504 Network, bill review, ancillary services such as peers, and DD’s & case management. We do not see this listed in the existing pricing sheet. If not, where should be submit this information?

Yes, you can add a new pricing sheet.

Can you provide details on how you would like the pricing to be provided? A pricing schedule document is referenced in the RFP, however we are not seeing it in Bonfire.

Pricing should only be input through Bonfire portal on the Bid Table tab.

There was mention of a Health Care Network (HCN) and a 504 network panel. Is DART interested in the HCN?

Should we include our overview and results?

DART currently has a 504 network with current TPA however HCN services with the new TPA as a bundled service will be considered.

Are you in an interlocal agreement with other entities in your current 504? If yes, who are those entities and would you want to stay in an interlocal 504 or standalone 504?

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

17 Can you tell me what the DART Vendor Number is that is requested on the Solicitation Information Form?

Vendor number(s) are only issued if a contract was awarded to a firm in the past/current. Therefore the supplier number that was issued to the firm when registered on the DART Procurement portal should be used.

Do we need to complete Form 1295 on the TX Ethics Commission website now during the RFP stage and upload it to the Bonfire DART portal? The TX Ethics Commission website states this should be done

*after* receiving a contract: "The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties

(Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency."

Yes, From 1295, is one of the requested/required forms.

In Section 3, Qualifications of Staff, does DART want information for the office servicing the contract, statewide (Texas) or for the entire organization?

Qualifications of Staff that will be assigned to the contract.

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).