DOT242157-SAP_SERVICES-qa.pdf
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- Solicitation number
- DOT242157-SAP_SERVICES
- Issued by
- Kent County, Delaware
About this file
This document is a Questions and Answers (Q&A) file for the Delaware Department of Transportation (DelDOT) SAP Services Agreement 2157S, addressing a comprehensive Employee Assistance Program (EAP) procurement. The RFP seeks a vendor to provide drug and alcohol support services for safety-sensitive employees, with a submission deadline of Friday, July 11, 2025 at 2:00pm. The contract requires the vendor to conduct program evaluations at three months, quarterly, and annually, with a focus on tracking program effectiveness, collecting employee feedback, and identifying service gaps. The scope includes holistic wellness programs, DOT Substance Abuse Professional (SAP) evaluations, and three EAP sessions per employee, targeting over 500 employees under DOT regulations.
The current contract is with Aetna Behavioral Health, LLC, effective April 1, 2024, at a rate of $1.92 per employee. Historical utilization shows 77 SAP/DOT evaluations in 2022 and 62 in 2023, with no onsite services or webinars utilized to date. The RFP includes specific requirements for services such as onsite training (4 hours per year), critical incident support events, and webinar training. The vendor must provide comprehensive services including psychosocial history reviews, substance use assessments, and mental health evaluations in compliance with US DOT SAP Guidelines. The contract term appears to be from April 1, 2024, to March 31, 2025, with a potential extension through July 31, 2025.
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Other files
| File | Type | Posted |
|---|---|---|
| DOT2157-SAP_SERVICES-ad1.pdf | ||
| DOT242157-SAP_SERVICES-rfp.pdf |
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Text version
Q # Question Answer
1 Please confirm if the due date is July 10th or July 11th. Apologies for the confusion, the submission deadline is Friday July 11, 2025 at 2:00pm. An Addendum has been posted.
Program Evaluations: These evaluations will assess the program's effectiveness, collect feedback from employees on their experiences, continuously improve the services, and identify immediate challenges or gaps in service delivery. The recommendation for Program Evaluations: Evaluation after the first three (3) months of service. Quarterly Evaluation (4 times a year), to track the continued effectiveness of the program over time and identify any issues or trends. Annual Evaluation; A detailed review of the program’s overall success.
Is this requirement referring to the vendor's internal program evaluation activities or are these evaluations going to be conducted by DelDot? Do post-services surveys meet this requirement?
DelDOT expects the vendor to conduct evaluations and report the results.
Post-service surveys may partially meet the evaluation requirement, especially in the area of collecting employee feedback. But on their own, they're likely insufficient to fulfill the full intent, which includes Program effectiveness, or service gaps
The RFP requests holistic wellness programs. Is this referring to training? life coaching? health and wellness information and community referrals? a formal wellness coaching program?
Based on the US DOT SAP Guidelines, the evaluation should be comprised of a review of the employee’s psychosocial history, an in-depth review of the employee’s drug and alcohol use history (with information regarding onset, duration, frequency, and amount of use; substance(s) of use and choice; emotional and physical characteristics of use; and associated health, work, family, personal, and interpersonal problems); and an evaluation of the employee’s current mental status. It is referring to health and mental
4 Is the Business Associate Agreement included only for review or do vendors need to return this document with our proposal response?
The Business Associate Agreement is included for review and vendor's may use Appendix D - Response Exception Form for any requeste exceptions.
5 Who is the current EAP provider and how long have they been providing services to DelDOT? The current vendor is Aetna Behavorial Health, LLC, April 1, 2024.
6 Please provide the current rate and a rate history throughout the contract term for the EAP.
Contract 2142 (4/1/24 - 3/31/25 ) $1.92 per employee Extension 2142-1 (4/1/25 - 7/31/25) $1.92 per employee
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
Onsite training/orientation/educational seminars- 4 hours per year (including in the PERM rate)- Onsite health fair/event participation- Not specifically included or listed- Onsite critical incident support events- Not included in the PERM (fee for service only) $285/hour standard, $38.5/hour for rapid response/Plus $180 per counselor for travel/prep- Webinar training- covered within the 4 training hours- up to 50 participants, over 50 $25 per additional participants (max 200) -$250/hour beyond included hours.
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
The Department has not utilized any onsite (DelDOT) services through the Aetna EAP contract. The Department has also not utilized a webinar under this contract either.
9 Please provide copies of 2022, 2023, and 2024 EAP utilization reports. See attached.
10 How many employees covered under the EAP fall under Department of Transportation (DOT) regulations? Over 500
11 How many DOT SAP Evaluations were conducted in each of the last three years?
DOT SAP Evaluation by year- 2022- SAP/DOT 77, 2023 SAP/DOT 7
SAP/DOT 62.
Please confirm that DelDOT is seeking a 3-session EAP inclusive of DOT Substance Abuse Professional (SAP) evaluations within the
PEPM.
Yes.
24-Jun-25
Delaware Department of Transportation
QUESTIONS AND ANSWERS
SAP Services Agreement 2157S
Sheet1
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