March 16, 2026

Hello:

Attached, please find Addendum No. Three (3) for SEPTA RFP No. 25-00329-ACAC, Outsourced

Medical Services.

Addendum No. 3 must be acknowledged by signing the Addendum Acknowledgement Form and submitting it with your Technical Proposal.

The due date for the submission of Proposals has been changed from Tuesday, March 17, 2026, at

4:30PM to Friday, March 27, 2026, at 2:00PM.

This Addendum provides answers to some of the questions received; The responses to the remaining questions will be provided via a separate Addendum in the near future.

Any inquiries regarding this Addendum must be directed to Carolyn Cotton of the Procurement and

Supply Chain Management Department at (215) 580-7599 or cCotton@SEPTA.org.

Thank you for your interest in SEPTA.

Sincerely, Carolyn Cotton

Carolyn Cotton Senior Contract Administrator Procurement & Supply Chain Management mailto:cCotton@SEPTA.org

Addendum No. 3, 25-00329-ACAC

Page 1 of 44 March 16, 2026

SEPTA RFP No. 25‐00329‐ACAC Outsourced Medical Services

This addendum to the Contract Documents is hereby part of the same and is incorporated in full as part of the Project. Proposer shall acknowledge Addendum No. 3 by completing the lines below, and returning this Addendum Acknowledgement Form with your Technical Proposal.

FIRM NAME (typed or printed) ______________________________

AUTHORIZED SIGNATURE _______________________________

TITLE _________________________________

NAME (typed or printed) ___________________________________

DATE_____________________

This Addendum includes:

A. General

The due date for the submission of Proposals has been changed from Tuesday, March 17, 2026, at

4:30PM to Friday, March 27, 2026, at 2:00PM. This Addendum provides answers to some of the questions received; The responses to the remaining questions will be provided via a separate

Addendum in the near future.

B. Partial Questions and Answers (89)

Q1: What is the anticipated RFQ award date? Please provide the earliest and latest estimated time frame.

A1: As of this Addendum, Proposals are due March 27, 2026, by 2:00PM with an anticipated Purchase

Order and Notice to Proceed issued in June 2026.

Q2: Following the Q&A response window, would it be possible to have an additional clarification period? Once we receive information back from SEPTA, we may have follow-up questions that require clarification.

A2: Yes.

Q3: Upon receipt of SEPTA’s responses, would SEPTA consider allowing a minimum two-week – ideally three-week – response period to ensure a thorough and accurate submission?

A3: Please see the response to Question #1. SEPTA will allow sufficient time from the release of the remaining Receipt of Questions, prior to the Proposals being due.

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Q4: How many years of pricing should be included in the proposal, and how would SEPTA prefer pricing to be presented?

A4: Please complete all sections of Attachment 3 Price Proposal for Outsourced Medical Services.

Q5: Please confirm the estimated number of banker boxes (historical hard-copy medical records) that will need to be digitized. Please include details about the records (indexing, file-naming convention, which equates to keystrokes and cost, stapled, paperclipped, double-sided, EKG strips, etc.)

A5: There are approximately 25,000 archived medical records that may need to be digitized (and about 10,000 active records that would need to be). Pages may be stapled, double or single sided, EKG strips. All of the requested details are not available at this time.

Q6: Can SEPTA provide a copy of its Drug and Alcohol Policy?

A6: Please see the Drug & Alcohol Policy attachment, at the end of this document.

Q7: There was a reference to a DOT “Look-a-Like” testing. Does SEPTA’s Non-DOT panel mimic the DOT panel, or are there other panels used?

A7: Non-DOT panel mimics the DOT panel.

Q8: Does SEPTA perform any instant/rapid drug testing? If yes, under what scenarios (post-incident, reasonable suspicion, etc.)?

A8: No.

Q9: Do you conduct non-DOT random drug testing? If yes, how many random pools are currently maintained?

A9: Yes. We have 5 random pools: Non-DOT, FTA, FRA, MOW, and MECH.

Q10: Under Phase 2., the RFP states:

“Drug and alcohol testing may be performed alone or in conjunction with a physical examination.

The type of physical examination requested by SEPTA staff will determine which drug and/or alcohol test to administer.”

Please clarify whether physical examinations are included in the Phase 2 Drug & Alcohol scope of work.

A10: To clarify the above: The type of D&A test is not dependent on the type of physical exam – the type of test is based on the regulatory category under which the job is classified.

Q11: Based on the following requirement:

“The Facility(s) shall have appropriate accreditations, licenses certifications, and/or registrations by: Department of Health and Human Services: under the HHS Mandatory Guidelines, by the Substance Abuse and Mental Health Services Administration (SAMSHA), College of American Pathologists Forensic Drug Testing (CAP-FDT) All appropriate state and interstate licenses.”

Please clarify the intent of this requirement:

“The Facility(s) shall not subcontract any part of SEPTA’s laboratory-based drug testing. All such testing shall be performed on the facility/laboratory’s own premises.”

Is this intended to mean that the chosen vendor may not subcontract drug screen services to a certified laboratory, or is this implying that the Prime must perform all drug testing services itself without assigning tasks to an additional subcontractor? If the latter, is the Prime authorized to use independent, third-party medical clinics and collectors to perform any and/or all drug screen

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A11: Subcontracting is allowed, as long as the subcontractor is certified under CFR part 40.

Q12a: Under General Clinical Testing Requirements:

“The Laboratory shall provide general medical tests commonly required in an occupational health clinic. The tests to be made available include, but are not limited to, CBC, SMA, urinalysis, glucose, blood lipids, lead, hepatitis profile and thyroid profile…All reports shall be provided in duplicate hard copy via teleprinter.” Are these lab tests required as part of Phase 2?

A12a: No, these would not be required as part of Phase 2 (which is D&A testing).

Q12b: The RFP references a “hepatitis profile.” Please clarify which specific hepatitis types and test components are required.

A12b: These are not ordered routinely. There is the potential that, in rare cases, testing for antibodies and/or antigens may be required (HBsAg & anti-HBs).

Q12c: What type of thyroid panel is requested?

A12c: We don’t require this to be performed routinely. Within our current structure, this testing would be performed by employees’ treating providers.

Q12d: The RFP references “SMA” testing. Please clarify which specific SMA panel is required (e.g., SMA-7, SMA-12, SMA-20).

A12d: The required test for this purpose is a Comprehensive Metabolic Panel.

Q12e: Please confirm that hard-copy medical records and reports are not required, and request that all references to hard-copy requirements be struck.

A12e: We cannot approve that this requirement be struck. Hard-copies may be required.

Q13: Regarding “Quantitative result for each positive non-federal test”: Please confirm that quantitative results will be reported to the MRO, but will not be distributed directly to SEPTA in accordance with standards.

A13: Quantitative results are reported to the MRO.

Q14: Regarding “Specimen collection shall commence on a routine basis within 15 minutes of the donor’s arrival and check-in at the collection site. Priority shall be given to employees being tested for post-accident or reasonable suspicion.

Is SEPTA requiring the Contractor to formally track wait times at the clinic level? Is an escalation-based approach acceptable in lieu of formal wait-time tracking?

A14: Yes, the contractor must track the time of notification and arrival time. The time difference between the notification time and the arrival time to the testing site must be tracked (may be required to be submitted to the DOT).

Q15: The RFP also references financial penalties:

“A penalty fee consisting of the employee’s hourly rate may apply for excessive wait times.”

Will SEPTA remove financial penalties tied to employee wages for clinic wait times, particularly where delays may be outside the Contractor’s control?

A15: Yes.

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Q16: Can the following requirement be revised or struck?:

“Collectors shall not be assigned to SEPTA’s account until the facility’s project manager has provided SEPTA’s DER with proof of proficiency training.”

Collectors are already required under applicable state and federal regulations to:

a. Maintain proper licensure and certifications

b. Ensure staff are trained and qualified for their assigned duties

c. Maintain training records internally and produce them upon audit or regulatory request Requiring client-specific pre-approval of individual personnel training is duplicative of existing regulatory oversight and operationally burdensome.

A16: No, it needs to stay as it’s written. All collectors are required to have required documents on file.

Q17: Regarding “Additionally, Contractor shall be held financially responsible for any time claims (lost work time) to SEPTA from employees whose test results were delayed because of clinic error.”

Will SEPTA remove requirement for Contractor’s financial responsibility for lost work time, as delays may be caused by factors outside the Contractor’s control (laboratory processing, MRO review, employee availability, courier services, system access, etc.) As written, this provision creates unlimited and disproportionate financial exposure.

Will SEPTA consider alternative language with a service level-based approach:

a. Performance governed by mutually agreed upon SLAs

b. Collaborative remediation prior to any penalties

A17: Accepted.

Q18a: The RFP references Biohazard waste. Please clarify: Where is biohazard waste currently generated?

A18a: Throughout the Authority.

Q18b: Regarding the following “Phase 3 – Comprehensive Oversight and Absorption of Currently Outsourced Medical Services. Upon successful implementation of Phases 1 & 2, SEPTA may elect to award a contract extension to encompass full oversight and eventual absorption of all currently outsourced medical services, including: Biohazard Waste.” To ensure we can provide accurate firm fixed pricing in our proposal, could you please provide any additional information regarding the anticipated volume of biohazard waste generated (e.g., approximate quantities, frequency of disposal, number of locations, etc.)? This will help us structure our response appropriately.

A18b: That information is not available at this time.

Q18c: What is the current volume of biohazard waste generated?

A18c: Volume varies per location/per incident. Biohazard waste is currently picked up monthly from

SEPTA Medical only. Other locations pick up times vary. Further specifics on volume are not available at this time.

Q19: What is the current onsite staffing model, scope of services, and volume being performed?

A19: Onsite services currently include:

• All physical exams, review of prescriber’s reports

• Review of red flag conditions/reports

• Required coordination with Recruitment

• Required coordination with Absence Management/their vendors

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• ADA consultations

• Labor Relations/Union discussions

• RTW clearances

• Risk Management consultations

• D&A testing

• Pre-employment PPD testing for Police Officers

• Lab draws for medical surveillance programs

• Medical re-qualifications and disqualifications (aside from those handed by Risk

Management) and coordination with the Vocational Rehab team

• Review of Medical Directives

• Management of medical monitoring/surveillance programs

• Evaluation of medical monitoring and medical surveillance program screening results, ensuring appropriate clinical determinations

• Management of the Employee Assistance Program (EAP)

• Curating and management of all Health and Wellness programming

• FTA/FRA/PennDOT and other required regulatory work

• Participation in routine, scheduled management meetings

• Routine coordination & meetings with SEPTA’s Communications Team to promote education on/awareness of health & wellness initiatives & events

• Other duties including, but not limited to:

o Development of certain protocols/practices for the Medical Department o Development of the medical aspect of SEPTA’s PTASP o Ordering of supplies o Working with the HRIS team and Labor on review of/changing code codes to different safety-sensitive classifications o Supporting other departments’ initiatives o Other duties, as assigned o Metrics collection for various programs

Q20: Is SEPTA’s intention to keep services onsite, or transition all employees offsite?

A20: Onsite services only. There is a massive amount of intricate, complex, interdepartmental work that needs to be completed with no centralized location to view details that are required to perform the work safely and/or within regulatory requirements. Keeping services onsite will be essential in maintaining safety and regulatory compliance, as well as minimizing operational/service interruptions. Transitioning services offsite to employees who are not familiar with SEPTA presents countless safety and liability risks. This work needs to be performed by employees who are fully immersed in SEPTA’s workflows and who fully understand the dynamics involved.

Q21: What equipment and supplies will be retained in the onsite clinic?

A21: This information is not available.

Q22: What types of psychological evaluations are required for fitness-for-duty exams, law enforcement physicals and other?

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A22: Psychological and mental health evaluations are required as part of numerous types of fitness-for-duty exams, including return-to-work clearances, pre-employment clearances, “red flag” notices, and others (as listed in the RFP). These evaluations may include things such as notes/clearance from treating providers, Residual Mental Capacity Forms, and other details, as deemed necessary.

Please note: There is a separate psychological evaluation performed through the Philadelphia Police Department on Police candidates that is not performed by or relayed to SEPTA Medical.

Q23: Which job classifications require fit-for-duty exams?

A23: FTA Safety-Sensitive, FRA Safety-Sensitive/Mech, SEPTA – Other Safety Sensitive.

Additionally, select non-safety-sensitive roles (ex: maintenance custodians) undergo a fitness-for-duty exam prior to employment. Non-safety-sensitive roles may also be subject to fitness-for-duty exams secondary to certain health conditions or incidents.

Q24: What is the current process and annual volume for “Medical case review and disability assessments and Support for Family and Medical Leave Act (FMLA) and ADA evaluations.”

A24: The processes vary depending on details of each case. Medical is contacted, as needed, for consultation on ADA cases. The SEPTA Medical Director is responsible for reviewing each response to the Medical Directives (once FMLA expires or is denied) and advising whether the employee is cleared or what additional detail is required. Members of SEPTA Medical (Medical Director, OCHS, RNs, D&A Program Manager) may be required to participate in development of standard practices related to the vendors involved with ADA and FMLA. Annual Volume for ADA Cases: Approximately 100 cases. Directive Review: Approximately 1000 cases.

Q25: Regarding “Claims and exposure management (hazmat, bloodborne pathogens, etc.).” Is this referring to workers’ compensation claims management, and is SEPTA expecting the vendor to manage these claims?

A25: No, it needs to stay as it’s written. All collectors are required to have required documents on file.

Q26: Please provide exam protocols for each exam package (Pre-Employment, Periodic/Biennial, exit etc.)

A26: Please see the attached New-Hire Physical Exam Form at the end of this document. Pre-employment exams are performed as detailed as above. Periodic Regional Rail exams are completed every three years for employees subject to this requirement.

Q27: Please provide average annual volume estimates for a breakdown of pre-employment, periodic exams, exit exams per job classification.

A27: There is a total of approximately 2,000 exams done per year between new-hires, transfers, re-qualifications, reinstatements, priority recall, and regional rail (RR periodic exams do not require physical by a provider, but many of the same screenings are required as other exams). Further breakdowns are not available at this time. We do not yet perform exit exams.

Q28: Please provide average annual volume estimates for drug and alcohol testing (DOT, non-DOT, random, post-accident, reasonable suspicion).

A28: 6,826 D&A tests were performed in 2025.

Q29: Please provide average annual volume estimates for return-to-work evaluations.

A29: Approximately 1,500.

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Q30: Please provide average annual volume estimates for vaccinations (types and volumes).

A30: Approximately 250 per year performed by vendors - Flu, COVID-19, Shingrix, Tdap

Approximately 25 on site- Hepatitis B.

Q31: Please provide average annual volume estimates for ongoing occupational health and wellness screenings.

A31: On-site mammography: Approximately 20

• On-site PSA testing: Approximately 50

• Biometric Testing: Approximately 600

• Vaccines: 250

Q32a: Are occupational medical services currently outsourced or managed in-house?

A32a: It’s a combination of both outsourced and in-house.

Outsourced: EAP, vaccinations at health fairs, FIT testing, respiratory testing (for surveillance – not preemployment), asbestos screenings (xrays), audiometric testing for surveillance programs (not preemployment), MRO services, Advant Edge, health and wellness coaching, dietician services, clinical lab, instrumentation (ex: hearing booths, intoximeters, etc.)

In-house: See response to Question #20.

Q32b: If outsourced, which services and vendors are currently under contract?

A32b: EAP, Xrays, FIT testing/PFTs, hearing conservation, health/wellness coaching, MRO services, biohazard waste, Labcorp (clinical lab) and instrumentation associates. Please note that some of SEPTA’s programs require partial vendor services, such as: hearing conservation, PFT’s (does not include FIT) and wellness coaching (vendor limited to six locations).

Q32c: If in-house, please describe current workflows.

A32c: We have scheduled services (ex: scheduled new-hire exams) and non-scheduled services (ex:

cause testing, red flag reporting/review, RTW clearances, etc.). Workflow varies day-to-day. All of our work is based on DOT/FMCSA and OSHA regulations and guidelines. Most workflows do not have currently-documented SOPs, as they are often managed on a case-by-case basis. The workflows are dependent upon a number of factors, including job code, union contracts, etc.

Q33: Which aspects of the existing workflow is SEPTA seeking to replicate?

A33: SEPTA is open to consider adjusting any and all workflows.

Q34: What is SEPTA’s current ERP system? Is SEPTA planning to evaluate other ERP systems during the initial contracting period?

A34: SEPTA’s current ERP system is the Legacy Mainframe. Yes, SEPTA is planning to evaluate other ERP systems.

Q35: For our clinic network match, please provide all zip codes where offsite exams/testing will be required. Clinic network match: For any exams or testing not performed onsite at the SEPTA Medical Department or by our onsite providers (should SEPTA elect to utilize our-employed clinicians onsite in subsequent phases), we would leverage our established occupational health clinic network for offsite services and are prepared to offer pricing for all exams and testing noted within the RFP. In order to pre-identify and confirm appropriate clinic locations, and to provide SEPTA with clear visibility into coverage across the Greater Philadelphia area and surrounding

Page 8 of 44 March 16, 2026 regions as well as a firm fixed price, a list of applicable zip codes would be helpful for conducting an accurate clinic network match. If specific zip codes are not available, we will assume a 0– 20/30-mile radius from SEPTA headquarters and random zip code selections from the pre-identified counties noted in the RFP when outlining proposed clinic coverage in our response.

A35: Exams/testing will be subject to being performed within any zip code in the five-county SEPTA service area in locations that are accessible to SEPTA modes of transportation.

Q36a: What technology platforms or reporting tools are currently used by SEPTA? Any technology platforms or reporting tools currently used by SEPTA Medical directly (e.g. databases, Excel, Document repositories, etc.), as well as any technology platforms or reporting tools that SEPTA Medical may currently interface with or anticipates interfacing with using their new system (e.g.

business intelligence software, HR system, environmental health and safety system, etc.). Please detail the platform / technology and how it is used today or for future use.

A36a: The current technology platforms and reporting tools are utilized by the vendors. SEPTA Medical receives the reported metrics and analytics related to utilization from the vendors. We enter these metrics on an Excel spreadsheet for recordkeeping. The technology platforms and tools are wholly owned, operated, and utilized by the vendor.

Q36b: Will they remain in place?

A36b: Phase 1 of this RFP is to obtain an electronic health record, so our practices are subject to change.

Q36c: Will API integrations or data migration be required as part of any phase of this project?

A36c: Yes.

Q37a: How many onsite/dedicated clinicians are employed by SEPTA?

A37a: Currently, there are three (plus two part-time contracted providers – one NP and one physician).

However, we are budgeted for five (these roles are currently being filled).

Q37b: How many onsite/dedicated clinicians are contracted?

A37b: There are two contracted clinicians.

Q37c: What are their roles, schedules and scope of work?

A37c: Medical Director/Physician (in the process of being filled)

• Occupational Health Clinical Specialist (Nurse Practitioners or Physician Assistant; we will have two. One of these roles is in the process of being filled).

• Occupational Health Nurses (Registered Nurses – two)

• See the Job Posting for Medical Director, at the end of this document.

General schedule for routine clinician coverage is Monday-Friday, approximately 6am-4:30pm.

Please note: SEPTA Medical is a 24/7 operation with the expectation of being on-call for urgent situations.

Q38: In Phase 3, the RFP states: “In a timeframe TBD, SEPTA will be able to assess and determine if contract will continue with the current vendor or if the RFP contract awardee will take service in-house…” Please provide the criteria that will be used to make this determination.

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A38: SEPTA is unable to provide specific criteria at this time, however, it can be expected that evaluation will be largely based on cost and service continuation.

Q39: Regarding: “In the event that specific functions are eliminated as part of the outsourcing initiative, the vendor must support a transition approach that includes the potential absorption of in-house staff, as needed…” Please consider adding the following language for clarification:

“Any absorption of in-house staff shall be subject to mutual written agreement, including role definition, qualifications, compensation structure, cost impact, and transition timing. The Contractor reserves the right to approve or decline individual candidates and to require a contract amendment or change order prior to absorption.”

A39: Denied.

Q40a: The RFP references this requirement: “Health/Wellness Coaching, Wellness Resources, Dietician Services”. Can you provide additional detail in order to accurately scope and price the work? Please clarify the specific services and deliverables expected, anticipated volumes, staffing and credential requirements, service locations, systems and reporting expectations.

A40a: We have a dedicated Wellness Coach on-site at six(6) SEPTA locations who offer health and wellbeing support to our employees. There are two(2) vendors who offer dietician services here at SEPTA. One (1) is on-site (in person) and one (1) offers virtual services. There will be an expectation of reports periodically that reflect utilization/metrics.

Q40b: Please clarify the objective of this requirement and what successful delivery looks like.

A40b: One objective of this requirement is to help reduce high-claim costs related to obesity and conditions that may be related to obesity (Ex: HTN, diabetes, cardiovascular disease). Another objective is to improve overall health of the employee population. Successful delivery can be reflected in high utilization of health/wellness services, lower overall costs associated with health conditions, increased productivity, decreased sick time, etc.

Q40c: Will these programs be mandatory or optional, and does it apply to all employee groups?

A40c: They are optional. They apply to all active SEPTA employees and their dependents.

Q40d: What specific services, tasks or deliverables are expected under this requirement?

A40d: Wellness coaching and dietician services. Deliverables expected will be utilization reports

(periodic/quarterly metrics).

Q40e: Are there defined protocols, policies, or standards that must be followed?

A40e: All outside wellness coaches and dieticians must follow all of SEPTA’s policies and procedures.

Q40f: Will SEPTA provide existing documentation (forms, workflows) or is the vendor expected to develop them?

A40f: The vendor must develop their own forms.

Q40g: What is the anticipated annual volume associated with this requirement? Health & Wellness Scope of Services, specifically:

“Health/Wellness Coaching, Wellness Resources, Dietician Services.”

To accurately scope and provide firm fixed pricing for this requirement, we respectfully request additional detail regarding the expected services and deliverables. Specifically, clarification on

Page 10 of 44 March 16, 2026 the anticipated annual volume, frequency (weekly, monthly, quarterly, or annual), staffing and credential requirements, service delivery format (onsite, virtual, group vs. individual), and reporting expectations would be helpful.

For example, the scope could range from periodic wellness presentations or quarterly educational sessions to annual biometric screenings conducted during onsite wellness events. Alternatively, the anticipated volume may require more consistent support, such as a dedicated wellness coach or dietician. Understanding the expected level of service will allow us to structure pricing appropriately and ensure alignment with SEPTA’s objectives.

A40g: The wellness initiatives and programs are open to all eligible employees within the Authority, approximately 9900 in total.

Q40h: Is the service event-driven, scheduled or ongoing?

A40h: All three (3). Some services are scheduled, some are related to health/wellness events, some are ongoing weekly.

Q40i: Is the vendor expected to provide onsite staff, offsite support or both?

A40i: Both.

Q40j: What credentials for qualifications are required?

A40j: The Health Coach must have an NBHWC certification. The Dietician must have RDN or RD, but

SEPTA prefers RDN (must be certified in an ACEND-accredited program) and have at least a PA State License. Additional state licenses may be required for Dieticians involved with helping out-of-state employees.

Q40k: Are these services currently performed by in-house staff or another vendor?

A40k: These two services are performed by vendors.

Q40l: Where will the services be performed (onsite, offsite, hybrid)/ A40l: Wellness Coaching is currently offered on-site, but we’re open to additional forms of service.

Dietician services are currently offered on-site and virtually. We prefer to have the option of on site for both, as this helps build rapport.

Q40m: Will SEPTA provide space, equipment, or supplies, or is the vendor expected to furnish these?

A40m: SEPTA will supply space; however, the vendor is responsible for equipment and supplies required to perform work.

Q40n: What systems or platforms will be used (EMR, ERP, reporting tools)?

A40n: This depends on Phase 1 of this RFP.

Q40o: Are interfaces, remote access, or data integration required?

A40o: Yes.

Q40p: What reporting outputs are expected, and at what frequency?

A40p: Periodic utilization reports, at least quarterly.

Q40q: How will performance be measured?

A40q: By utilization metrics and goal-focused client outcome numbers.

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Q40r: Should this requirement be included in base pricing or priced separately?

A40r: Reporting is required and should be included in the base pricing.

Q40s: Are there service-level expectations tied to this scope? To ensure alignment, we are seeking clarification as to whether there are defined service-level expectations (SLAs) associated with the “Health/Wellness Coaching, Wellness Resources, and Dietician Services” scope.

Specifically, are there established performance metrics such as participation targets, engagement thresholds, response time requirements, reporting standards, or outcome-based measures tied to these services? Understanding whether this requirement is intended as a general wellness resource offering or as a structured program with measurable deliverables will allow us to appropriately scope the services and structure pricing accordingly.

A40s: There are not specific SLAs associated with the health and wellness coaching. These services are consistently analyzed.

Q41: Since the implementation appears to be firm fixed price, is SEPTA amenable to vendors suggesting milestone payments for EMR implementation?

A41: Yes.

Q42: How many sites/clinics is SEPTA seeking to deploy the EMR to?

A42: One (1).

Q43: The RFP indicates that there are paper records that need to be scanned. What is the quantity of paper-based records SEPTA requires in the EMR?

A43: Approximately 30,000.

Q44: Beyond paper medical record files, are there any electronic document repositories housing digital medical record files)e.g. PDF or JPEG) that need to be migrated into the new EMR system? If so, what is the technology platform(s) the documents reside in?

A44: Yes. There is an Access-based system running on a Citrix server that contains information that will need to be migrated. Additionally, information from the Labcorp system, Cognito Forms, Traq, and digital x-rays (CDs) will need to be migrated.

Q45: The RFP indicates that SEPTA currently has Excel spreadsheets that contain occupational health related data. What types of data are maintained in the Excel spreadsheets and how many rows of data are in each spreadsheet?

A45: We have several different medical monitoring and surveillance program information maintained on Excel spreadsheets. Each spreadsheet may contain up to 1000 rows – expected to increase overtime, as more red-flag conditions are reported.

Q46: There is mention that occupational health data may also reside in other in-house custom-built electronic systems. Among those systems is there any data that needs to be migrated out of the legacy system(s) and into the new EMR? If so, what technology platform is the system(s) built on, what type(s) of data do they hold, and what is the size of each respective data set?

A46: The data resides in Excel and will need to be transferred to the new projected system. The vendor will need to deal with PII and PHI data types.

Q47: Does SEPTA require integration with Pennsylvania’s state immunization registry?

A47: Historically, we have not. However, there may be the potential for this to be a requirement.

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Q48: What SSO/multifactor authentication protocol(s) does SEPTA support?

A48: OIDC, OAuth 2.0, and SAML.

Q49: Since SEPTA has interest in an interface with its HR system to facilitate chart creation and the maintenance of demographic data in the EMR, what is the software platform that is currently used, or will be used?

A49: Success Factors.

Q50: Does SEPTA have an interest in a workers’ comp carrier interface for bidirectional exchange of case information and disposition?

A50: SEPTA is open for any solution.

Q51: Does SEPTA have any interest in medical device interface(s) to transit results electronically into the EMR? If so, which equipment types, who are the manufacturers, and what are the models?

A51: Yes. See equipment below:

• Easy One Plus Spirometer

• GE Mac 5 EKG machine

• Smart tone Audiometer

• ETS-Lindgreen Acoustics system hearing booth

• Titmus V4 vision machine

Q52: Can SEPTA provide additional information regarding their medical surveillance/exam program, injury/illness care, wellness services and mental health services? Specifically, what programs do they support, approximately how many workflows does SEPTA currently utilize and how many forms are used and related scoping information.

A52: Currently, we are in collaboration with SEPTA’s System Safety. Our medical surveillance programs include asbestos monitoring (in accordance with OSHA’s 1910 and 1926 guidelines), hearing conservation, heavy metals (lead, ZPP, zinc, chromium, nickel), respiratory FIT (vendor service at the moment – however, we do provide PFTs on selected job numbers during new-hire exams), administration of Hepatitis B vaccinations in accordance with SEPTA’s biohazard training program.

Injury/illness treatment is not performed by SEPTA Medical.

Wellness services/initiatives include, but are not limited to:

• National Wear Red (Cardiovascular Disease Awareness Event for Women)

• Strollin’ Through the Colon (Colon Cancer Awareness Event)

• Ovarian Cancer Resource Awareness Event

• Cancer Screening Events: On-site cancer screenings (Breast, Prostate, and Skin & Neck)

• Save Your Vision Event: An on-site vision screening event providing employees with the opportunity to select corrective eyewear, if clinically indicated.

• Move More Campaign: Encourages employees to achieve 150 minutes of weekly moderate-intensity exercise.

• Get To Know Your PCP Campaign: Promotes annual wellness visits.

• Hydration Campaign: Encouraging the workforce to drink at least 64 ounces of water daily.

• Know Your Numbers: Campaign to encourage employees to know their numbers:

Page 13 of 44 March 16, 2026 o Blood Pressure o Cholesterol o Body Mass Index (BMI) o A1c

• EAP Check-In Campaign: Encourages proactive behavioral health resource usage

• Annual Blood Drive

EAP counseling is offered to all employees and their dependents (those on insurance plan).

There is not a specific number of workflows or forms available at this time. Our practices are based on DOT/FMCSA, FRA, and OSHA guidelines and regulations.

Q53: Can SEPTA provide a sample workflow for an exam, or other more complicated service delivery activity? This would help vendors understand how current systems are and their incorporation into workflow processes in the current state.

A53: There is not a specific process map available. Please see response to A29. All of the responsibilities are complex and dependent on a number of things, including, but not limited to:

• Union contracts (17 different ones)

• Often outdated and/or inaccurate job descriptions

• No comprehensive list of job descriptions or duties

• No comprehensive list of which jobs require a CDL or other specific requirements o Require institutional knowledge from someone fully immersed in the company to ensure the risks of a safety or regulatory issue are minimal

• Job safety-sensitive designations that are often not clear and depend on many specifics of certain jobs (ex: location, etc.).

• Having to adapt to processes that are frequently changed by other departments (ex: new vendors, etc.)

Q54: SEPTA requires a behavioral health capability for psychological fitness for duty evaluations and EAP. Are there other behavioral health needs that the EMR needs to support?

A54: Yes. Residual Mental Capacities Form and SEPTA’s medical exam form. Additionally, we need to be able to receive and review other documentation from employees’ treating providers.

Q55: Since SEPTA requires Dot examinations, is there interest in integration with FMCSA to transmit results electronically to DOT?

A55: Optional – The transmission of exams results from SEPTA is not required at this time; however, this may be subject to change due to potential changes in regulatory requirements. We would suggest that it is built in as an option in case this becomes a requirement.

Q56: Is SEPTA interested in vendors including/describing additional functionality available through/included in an enterprise license that was not described as part of the scope? For example, telehealth, applicant portal, inventory management (medications, vaccines, consumables, etc.)

A56: Yes, the vendor may provide additional functionality separate from the scope.

Q57: With the expectation of an EMR go-live approximately six months following contract execution, Page 14 of 44 March 16, 2026 can SEPTA specify what functionalities/data/interfaces they expect by that time? Is it the entire system, or are there capabilities that can be launched according to the described four phase approach?

A57: This is entirely dependent on what phases SEPTA plans to execute. There cannot be any period of time where our medical requirements are unable to be fulfilled or are delayed due to any changes that are a result of this scope.

Q58: For training, since the program needs to digitize many active medical records, is there interest in an earlier training for staff responsible for scanning documentation into the system on how to use the module once the base system is deployed? This training would be in addition to the training described on the fully configured system per the RFP scope.

A58: SEPTA is requesting pricing for vendors to handle digitizing of records (3. Scope of Work and Requirements, A Phase 1).

Q59: How many employee records does SEPTA anticipate having in the system at go-live?

A59: At least all active. As of now, there are approximately 9,500 active employee records.

Q60: How many technical-focused users does SEPTA anticipate using the EMR system (e.g. clinicians, clinic administrators, schedulers, safety staff, IT support, business analysts, report writers, etc.)?

A60: Approximately 15.

Q61: For ongoing configuration support of the system (e.g. managing role-based permissions or updating SEPTA specific forms), are SEPTA employees going to assume day-to-day care of system upkeep, or is it SEPTA’s expectation that the vendor manages all aspects of maintaining the system?

A61: SEPTA will manage the RBAC.

Q62: In the “Other Requirements” section of Phase 1, SEPTA indicates that absorption of current staff may be required to support continuity of operations. Is it an expectation that the vendor takes on current SEPTA IT or other system support staff as contracted employees?

A62: No IT or support staff, just medical staff.

Q63: In the Phase 1 eligibility requirements, SEPTA states they require a commercial software provider to provide the solution, yet the section simultaneously indicates that SEPTA requires ownership of the source code and integrations upon completion of the contract or at the time of termination.

This conflicts with the generally accepted terms and conditions of accessing commercial software as a service, which requires ongoing licensing to maintain access to the vendor’s intellectual property. Is SEPTA amenable to removing all ownership references to vendor source code and integrations? If no, can the RFP be amended to remove such language wherever it is references in the RFP document? Please note that SEPTA specific data (e.g. employee records and forms) would remain the sole property of SEPTA.

A63: Commercial software/SaaS is required to be ported to any Cloud provider by SEPTA. SEPTA is looking for the configuration of the commercial product & employee records to be the sole source of SEPTA. No custom software should be installed.

Q64: For monitoring, audit logging, and reporting, SEPTA requires “near-real-time API-level security event feeds”. What is the monitoring software used by SEPTA that a vendor would need to integrate with for an API feed?

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A64: SEPTA does not disclose security products. Standard monitoring/logging tools are employed by SEPTA to ensure all access/event logging is centralized and monitored by SEPTA.

Q65: Is it SEPTA’s intent for the contractor to offer both clinics and drug testing services in each of the 5 counties?

A65: Yes.

Q66: Does Septa intend for the contractor to staff the Septa HQ Health Clinic in Center City with the two physicians identified in Phase 3? If so, would their oversight responsibilities include becoming familiar with additional services that may eventually be absorbed by the contractor, and upon absorption, would one physician assume the role of Medical Director?

A66: No, the contractor may use their own sites.

Q67: Does SEPTA have a preferred pricing structure? FFP, T&M or CP?

A67: Fixed Firm Price.

Q68: 12. All Information and Findings to Remain Confidential

Contractor/Consultant agrees that all information relating to research investigations (patentable or unpatentable), specifications and other evaluations, drawings, tracings, plans, and other data which have been obtained by Contractor/Consultant from SEPTA or are evolved or developed by Contractor/Consultant (or by others under his direction or supervision) in connection with the performance of the Contract or the efforts in conjunction with employees of SEPTA shall be deemed to be confidential information belonging solely to SEPTA. Further, during the term of the Contract and thereafter for a minimum period of three (3) years after the services, Contractor/Consultant shall not use or disclose such information for any purpose (or permit its usage or disclosure by others under Contractor/Consultant's supervision or direction) except to the extent necessary to perform services under the Contract, unless Contractor/Consultant can demonstrate to the satisfaction of SEPTA that such information was actually known to Contractor/Consultant prior to the Contract or was independently and properly obtained or developed by Contractor/Consultant apart from any connection with SEPTA or its employees, directly or indirectly, without breach of any confidential relationship or was publicly available.

Contractor/Consultant, using employment contracts and other legally acceptable methods, shall ensure that during the term of the Contract and for three (3) years after the services, none of its employees or former employees accept any employment or assignment which uses any of the information developed in connection with this Project.

A68: SEPTA rejects striking, “or are evolved or developed by Contractor/Consultant (or by others under his direction or supervision). The addition of “belonging solely to SEPTA” language was already in the contract.

Q69: 13. Data to Become Property of SEPTA

To the extent explicitly specified in an applicable Scope of Work as work made for hire, all data, notes and other works developed in the performance of the Contract shall become the sole property of SEPTA and may be used on any other Project without additional compensation to Contractor/Consultant. Contractor/Consultant agrees not to assert or authorize others to assert any rights nor establish any claim under the design patent or copyright laws if such works are specified as work made for hire in a Scope of Work. Contractor/Consultant, for a period of three

Page 16 of 44 March 16, 2026 years after completion of the Project, agrees to furnish all retained works on the request of SEPTA's Project Representative, provided that SEPTA has agreed to abide by such confidentiality restrictions as may be reasonably necessary to protect the confidential information of Contractor/Consultant. Unless otherwise provided in the Contract, Contractor/Consultant shall have the right to retain copies of all works beyond such period.

A69: Rejected.

Q70: Add the following language: 16. Medical and Service Standards Contractor/Consultant shall provide services that conform to accepted medical standards.

A70: Rejected.

Q71: Add the following language: 17. Medical Records and Data Contractor/Consultant will create and maintain Contractor/Consultant Medical Records for encounters with SEPTA employees in SEPTA’s EMR System, and as more fully set forth in Exhibit “B”, Medical Records and Data Management.

A71: Rejected.

Q72: Add the following language: 18. Data Services and Record Retention

a. Maintaining/Storage of Files

(1) Contractor/Consultant Medical Records. Contractor/Consultant shall maintain Contractor/Consultant Medical Records created by Contractor/Consultant or its Third Party Providers in the SEPTA EMR System, and in the manner and for the time required by applicable state and federal law.

(2) Independent Healthcare Service Clinics and Practitioners Medical Records.

Contractor/Consultant shall maintain and store files, including x-ray films, in the SEPTA EMR System. Upon termination of this Agreement, Contractor/Consultant will transfer full operational control of the SEPTA EMR System, including all records in the EMR System to SEPTA within two (2) weeks of the Term, or such other reasonable period agreed to by the Parties.

b. Where data records or information are unforeseeably and unavoidably lost, damaged or corrupted while in the custody of Contractor/Consultant by reason of force majeure, Contractor/Consultant’s liability shall be limited to only the reproduction of records based upon the information as available from SEPTA and/or the Data Provider (as defined in Exhibit B).

A72: Rejected.

Q73: 16. Subcontracting

(1) Subcontracting Restricted Beyond those subcontractors/subconsultants proposed by the Contractor/Consultant and made part of the Contract, Contractor/Consultant shall not subcontract any portion of the services which are the subject of the Contract without the prior written consent of SEPTA. Contractor/Consultant agrees to be fully liable and responsible for the acts and omissions of subcontractors and subconsultants just as Contractor/Consultant is for the acts and omissions of persons employed by Contractor/Consultant.

Page 17 of 44 March 16, 2026

(2) Contractor/Consultant employs duly licensed and qualified physicians and healthcare professions, and engages third-party contractors, who, among other things, offer services via telemedicine and telehealth technologies (collectively, the “Providers”). The services offered by the Contractor/Consultant’s Providers comply with all applicable federal, state, and local laws and regulations. The Parties agree and understand that Contractor/Consultant also utilizes a nationwide clinic network (herein referred to as “Independent Healthcare Service Clinics and Practitioners”) that are not employed by Contractor/Consultant and/or Contractor/Consultant’s Providers and that Contractor/Consultant assumes no liability for the care rendered by the Independent Healthcare Service Clinics and Practitioners.

A73: Rejected.

Q74: 19. Infringement of Patents, Trademarks and Copyrights Contractor/Consultant shall defend, indemnify and save harmless SEPTA, its Board Members, officers, agents, servants, workers, employees, subsidizers and indemnities from liability of any kind and will pay all costs and expenses, for or on account of or existing from any infringement or violation or alleged violation of any patent, trademark and/or copyright or any right of any person, firm or corporation resulting from any gross act, omission or negligence or intentional misconduct on the part of Contractor/Consultant in performance of the Contract.

A74: Untracked changes were submitted to SEPTA. This section must revert back to the original language of: “Contractor/Consultant shall defend, indemnify and save harmless SEPTA, its Board Members, officers, agents, servants, workers, employees, subsidizers and indemnities from liability of any kind and will pay all costs and expenses, including consequential damages, for or on account of or existing from any infringement or violation or alleged violation of any patent, trademark and/or copyright or any right of any person, firm or corporation resulting from any act, omission or negligence on the part of Contractor/Consultant in performance of the Contract.”

Q75: Termination for Convenience

After Subject to any termination clauses in a Scope of Work, after the first year of the initial term of the Contract, either party SEPTA shall have the right to terminate the Contract for convenience, in whole or in part, at any time by providing 90 days advance written notice to the other party Contractor/Consultant. The Contractor/Consultant shall be paid all reasonable costs as determined in accordance with 48 CFR Subpart 31.2, that specifies the special treatment of certain costs under Subpart 31.2, Section 31.205-42, “Termination Costs.”

A75: Rejected.

Q76: Indemnification

In addition to all other obligations of indemnification specified herein, each party respectively Contractor/Consultant agrees to release and be liable for and to defend, indemnify and save harmless the other party SEPTA, its Board members, officers, agents, servants, workers, employees, subsidizers and indemnities, the Pennsylvania Department of Transportation, the City of Philadelphia and any and all government funding agencies providing funds or services in connection with this Project (including, with respect to SEPTA, the Pennsylvania Department of Transportation and the City of Philadelphia (hereinafter collectively referred to as “SEPTA”), from and against any and all loss, cost, damage, liability and expense, including counsel fees, whether or not arising out of any claim, suit or action at law, in equity, or otherwise, of any kind or

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