EOI-Outsourcing-of-Medical-Services-QA.pdf
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- Philadelphia County, Philadelphia City, Pennsylvania
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This is a Questions and Answers document issued by the Southeastern Pennsylvania Transportation Authority (SEPTA) on May 23, 2025, regarding an Expression of Interest for Outsourcing of Medical Services. The document addresses nine questions submitted by prospective vendors regarding SEPTA's medical service requirements, which include pre-employment physical examinations, drug and alcohol testing, periodical exams, injury management services, and post-injury fitness-for-duty evaluations. Historical data shows pre-employment exams have increased from 1,447 in 2022 to 1,823 in 2024, while drug and alcohol testing operates 24/7 with minimum random testing requirements varying by employee category: FTA (50% of random pool, 2,600+ tests in 2024), FRA (25% of pool, 400 tests), Mechanics (50% of pool, 143 tests), Maintenance of Way (25% of pool, 132 tests), and non-DOT SEPTA employees (25% of pool, 561 tests). Periodical exams follow a three-year cycle based on employee birth quarters and apply only to FRA-covered employees. SEPTA indicates openness to multiple service delivery models, including both on-site services at their downtown location (1234 Market Street) and off-site contractor clinics, as well as event-based models for conducting multiple exams over one or several days during hiring events.
SEPTA has not yet determined who will maintain health records among SEPTA, DOT, or the contractor, but specifies a requirement for an Electronic Medical Record (EMR) system with API integration capabilities connecting to HR systems and downstream systems, rather than fillable PDFs. The authority seeks comprehensive injury management services to support employees experiencing work-related or incidental injuries, including post-injury fitness-for-duty evaluations. The document indicates flexibility in service delivery approaches and technical solutions while establishing clear baseline service volume expectations and technical integration requirements for interested vendors to consider in their responses.
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May 23, 2025
To Whom It May Concern:
Subject: Expression of Interest – Outsourcing of Medical Services
Please find attached the submitted questions and answers for the subject EOI.
Thank you for your interest in the Authority.
Sincerely, James Coombs Director, Contract Administration SEPTA’s Procurement and Supply Chain Management
Q1. Are you able to share the historical trends for the number of pre-employment exams over each of the last 3 to 5 years? Similarly, how frequent are the drug and alcohol testing conducted ? is there a minimum number of tests that are random over a specified period ?
Numbers of physical exams performed are as follows:
• 2022: 1447
• 2023: 1682
• 2024: 1823
• D&A testing is conducted 24 hours a day, 7 days a week.
• Minimum random testing requirements are as follows:
o FTA: 50% of the random pool (number subject to change based on the number of employees in the pool)
2024: Performed over 2,600 tests for drug and alcohol o FRA: 25% of the random pool (subject to change based on the number of employees in the pool)
2024: Performed 400 tests for drug and alcohol o Mech: 50% of the random pool (subject to change)
2024: Performed 143 for drug and alcohol o MOW: 25% of the random pool (subject to change)
2024: Performed 132 for drug and alcohol o SEPTA (non DOT): 25% of the random pool (subject to change)
2024: 561 for drug and alcohol
Q2. What is the typical cycle of the periodical exams? Are these scheduled based on Manager referral or determined by age or other ?
• The typical cycle is based off of an employee’s birth quarter; performed every three years
• These exams are only for FRA
Q3. Would all work be performed in the Philadelphia metro area or will the exams and testing, etc. be conducted within the primary SEPTA station in Center City?
• We are open to testing being done either at our downtown location (1234 Market Street) or at offsite locations
Q4. Rather than an employee receiving their exams within SEPTA facilities, would you consider a Clinic model where worker comes in-person to a contractor’s clinic?
• Yes
Q5. In instances where there are many exams required within a short timeline, would you be interested in an Event model where we do many exams over one day or sequence of days in a single location? If you use hiring events, this model may be useful for pre-employment exams and testing.
• Yes
Q6. When outsourcing these medical services, have you determined who maintains the health records ? SEPTA, DOT, contractor?
• No, we have not determined who maintains the records.
Q7. Will you have a requirement for a technical solution, such as an Electronic Medical Record (EMR) or does SEPTA prefer a Fillable PDF?
• Yes- an ERM with API integration in HR systems and downstream systems
Q8. Please define what services you are looking for regarding injury management.
• We are seeking a comprehensive suite of injury management services to support our employees in the event of work-related or incidental injuries.
Q9. Would post injury fit for duties be a service you are interested in?
• Yes
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