RFP 2027-002-Addendum 3.pdf

CITY OF SALEM

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VA 24153

PHONE (540) 375-3063

DATE: SEPTEMBER 4, 2026

RFP # 2027-002

DRUG AND ALCOHOL TESTING SERVICES

DATE AND TIME PROPOSAL DUE: FRIDAY, SEPTEMBER 18, 2026 AT 3:00 P.M. (LOCAL TIME)

ADDENDUM # 3

This Addendum # 3, dated September 4, 2026 amends or supplements Request for Proposal (RFP) # 2027-002 as indicated below:

I. Clarifications and Notes:

Offerors are encouraged to submit a comprehensive Proposal that clearly describes their firm, proposed approach, products, services, capabilities, and overall solution for meeting the City’s requirements.

Proposals will be evaluated by the City’s evaluation committee in accordance with the evaluation criteria established in the RFP.

The City recognizes that Offerors may have experience, capabilities, technologies, services, training programs, or other solutions that are not specifically identified in the solicitation but may provide additional value to the City. Offerors are encouraged to identify and describe any such value-added services, alternative approaches, enhancements, or recommendations as part of their Proposal.

Any additional or value-added offering should be clearly identified and, where applicable, separately priced. The inclusion of such offerings does not relieve an Offeror from addressing the requirements of the RFP. The City will consider proposed enhancements and value-added services as part of its overall evaluation to the extent permitted by the evaluation criteria.

II. Vendor Questions (verbatim):

1. DOT/CDL Employee Population: Of the approximately 400 employees referenced in the RFP as being subject to pre-employment screening and/or federally mandated DOT testing, approximately how many are currently DOT/FMCSA-covered CDL employees?

Response: Approximately 90 employees are currently DOT/FMCSA-covered CDL employees.

2. Non-DOT Testing Population: Approximately how many employees are currently included in the City's non-DOT random testing pool?

Response: Approximately 150 employees are currently included in the City's non-DOT random testing pool.

3. Historical Testing Volume: If available, could the City provide the approximate annual number of tests performed during the most recent 12-month period, broken down by type, such as:

• DOT pre-employment

• DOT random drug

• DOT random alcohol

• DOT post-accident

• DOT reasonable suspicion

• Non-DOT pre-employment

• Non-DOT random

• Non-DOT post-accident/reasonable suspicion

• Other testing

Response: Due to administrative time required to provide this data, the City is unable to provide a complete breakdown of testing volume by type.

4. After-Hours / Two-Hour Response Requirement: For post-accident and reasonable-suspicion testing requiring a BAT and/or collector to begin the collection process within two hours, may the Contractor satisfy this requirement through a qualified local subcontracted mobile collection provider, subject to the

City's approval?

Response: While the City prefers that services be performed directly by the Contractor, an Offeror may propose the use of a qualified local mobile collection provider, collection facility, or other qualified resource as part of its proposed approach to meeting the two-hour response requirement. The prime

Contractor shall remain fully responsible for contract performance, and any subcontractor utilized in performance of the contract shall be subject to prior written approval by the City. The proposed service-delivery approach will be considered as part of the City’s evaluation.

5. Historical After-Hours Volume: Approximately how many after-hours, weekend, holiday, or emergency mobile collections has the City required annually during the past one or two years?

Response: The City does not have exact data for this category. The City estimates fewer than 20 such collections in a year.

6. Collection Location: Does the City currently have a preferred or existing collection site in the

Salem/Roanoke area, or should Offerors propose their own collection-site network and mobile collection arrangements?

Response: The City has an onsite building that is used to conduct tests, in addition to the City’s current service provider’s testing location. However, the City would like to evaluate other options that may include an Offeror's own collection-site network and/or mobile collection arrangements.

7. Virginia SCC Registration: For an Offeror organized as an out-of-state LLC, must Virginia SCC authorization to transact business be completed prior to proposal submission, or may it be completed prior to contract execution if the Offeror is selected for award?

Response: The City of Salem permits an Offeror to complete its Virginia SCC registration after proposal submission. However, if an Offeror is selected for award, evidence of SCC authorization to transact business in Virginia must be provided to the City prior to issuance of the Notice of Award.

8. Insurance Requirements: May the required Certificates of Insurance, including Professional

Liability/E&O, Umbrella, Automobile Liability, and the City of Salem as Additional Insured, be provided after notice of award but prior to commencement of services?

Response: The City of Salem will allow the required Certificates of Insurance to be provided after notice of award. However, all required insurance coverage and Certificates of Insurance must be in place and provided to the City prior to contract execution.

9. Clearinghouse Services: Approximately how many FMCSA Clearinghouse pre-employment and annual queries does the City anticipate annually?

Response: The City anticipates approximately 100 to 200 FMCSA Clearinghouse queries annually.

10. Current Program Administration: Is the City's current Drug & Alcohol Testing Program administered by an outside third-party provider? If so, is this RFP for the continuation/replacement of an existing contracted program or a newly consolidated program?

Response: Yes. The City currently has a third-party administrator and provider in place. The City is required to resolicit these services at the end of a contract period, and this RFP is issued for that purpose.

11. Electronic Proposal Submission: Section IV.A of the RFP states that proposals may be submitted electronically through eVA and that electronic submission through eVA is preferred; however, the current eVA opportunity page displays “Paper Responses Only.” Please confirm whether Offerors may submit their complete proposals electronically through eVA for RFP #2027-002. If electronic submission is permitted, please confirm whether any paper originals or copies are also required.

Response: Electronic submission through the eVA portal is allowed and is preferred. An Offeror submitting a response electronically through eVA is not required to submit a paper response.

12. Virginia State Corporation Commission Authorization: The RFP states that corporations, LLCs, business trusts, limited partnerships, and registered LLPs must be authorized to transact business in

Virginia as required by applicable Virginia law. Please clarify whether evidence of Virginia State

Corporation Commission authorization, when applicable, must be in place and submitted with the proposal, or whether the successful Offeror may complete any required authorization prior to contract execution or commencement of services.

Response: The City of Salem permits an Offeror to complete its Virginia SCC registration after proposal submission. However, if an Offeror is selected for award, evidence of SCC authorization to transact business in Virginia must be provided to the City prior to issuance of the Notice of Award.

13. Use of Collection-Site Networks and Subcontractors: The RFP permits services to be provided through a fixed collection site, City-designated location, mobile/on-site services, or a combination of approaches, while the General Terms state that subcontracting requires prior written City approval.

Please confirm whether an Offeror may propose a service-delivery model utilizing qualified third-party collection facilities, mobile collectors, laboratories, and/or other service providers as part of a coordinated testing network, provided the prime Contractor retains overall responsibility for contract performance and obtains any required City approval. If so, please clarify whether proposed subcontractors/service providers must be individually identified in the initial proposal or may be finalized during implementation following award.

Response: While the City prefers that services be performed directly by the Contractor, an Offeror may propose a service-delivery model that uses qualified third-party collection facilities, mobile collectors, laboratories, and/or other service providers, provided the prime Contractor retains overall responsibility for contract performance. All proposals shall meet the submission requirements and will be evaluated based on the criteria outlined in the RFP. Any subcontractor engaged in the performance of this contract remains subject to prior written approval by the City.

14. Two-Hour Post-Accident and Reasonable-Suspicion Response Requirement: The Scope of Work requires 24-hour, seven-day-a-week contact availability and requires a qualified BAT and, when applicable, a drug-testing collector to arrive at a mutually agreed testing location and begin the collection process within two hours of City notification. Please confirm whether this requirement may be satisfied through qualified local mobile collectors, approved third-party collection facilities, or a combination of local resources coordinated by the Contractor. Please also clarify whether the two-hour requirement applies

24 hours per day, including weekends and City-observed holidays.

Response: Yes. While the City prefers that services be performed directly by the Contractor, the requirement may be satisfied through qualified local mobile collectors, approved third-party collection facilities, or a combination of local resources coordinated by the Contractor. The two-hour requirement applies 24 hours per day, seven days per week, including weekends and City-observed holidays.

15. City-Designated Testing Locations: Does the City currently have City-owned facilities or other locations that it anticipates making available for on-site/mobile collections? If so, please identify the anticipated location(s) or general facility type(s) and whether the Contractor would be expected to provide all collection equipment and supplies necessary to conduct testing at those locations.

Response: The City has an onsite building that is used to conduct tests. However, the City would like to evaluate other options that may include an Offeror’s own collection-site network and/or mobile collection arrangements. The Contractor would be expected to provide all collection equipment and supplies necessary to conduct testing.

16. Current/Preferred Collection Facilities: Does the City currently utilize one or more collection facilities in or near Salem for drug and alcohol testing? If so, is the City interested in maintaining access to any existing collection locations, or should Offerors independently propose their preferred primary and backup collection-site network?

Response: The City of Salem has a drug testing facility. Offerors may also propose their preferred primary and backup collection-site network, which the City will evaluate as part of the proposal.

17. Employee Population Breakdown: The RFP states that the City employs more than 1,000 full- and part-time employees and that approximately 400 employees are subject to pre-employment screening and/or federally mandated DOT drug and alcohol testing. For purposes of developing accurate random-pool administration and unit pricing, please provide the approximate current number of (approximate figures are sufficient):

• DOT/FMCSA-covered CDL employees

• Non-DOT employees currently included in the City’s random-testing pool

• Other employees anticipated to receive pre-employment or policy-based testing under this contract Response: The City provides the following approximate figures:

• DOT/FMCSA-covered CDL employees – approximately 90.

• Non-DOT employees currently included in the City’s random-testing pool – approximately 150.

• Other employees anticipated to receive pre-employment or policy-based testing under this contract — approximately 160.

These figures are approximate and are provided for planning purposes only. They do not represent a guaranteed number of employees or a guaranteed volume of testing under any resulting contract.

18. Historical Testing Volumes: To assist Offerors in developing accurate unit pricing and staffing/response capacity, please provide, if available, approximate testing volumes for the most recent 12-month period, broken down by:

• DOT drug tests

• DOT alcohol tests

• Non-DOT 5-panel tests

• Non-DOT expanded-panel tests

• Pre-employment tests

• Random tests

• Post-accident tests

• Reasonable-suspicion tests

• Return-to-duty/follow-up tests

• After-hours/emergency collections

We understand that historical volumes are informational only and do not constitute a guaranteed future testing volume.

Response: Due to the administrative time required to compile this information, the City is unable to provide a breakdown of testing volumes by the categories listed.

19. Non-DOT Expanded Panel: The RFP requires pricing for a standard non-DOT 5-panel screen and an expanded 10-panel or greater screen and asks Offerors to identify the substances included. Does the

City currently have a preferred expanded panel configuration or specific substances that must be included in the expanded panel, or may each Offeror propose its standard expanded panel and identify the substances included?

Response: The City does not have a preferred expanded panel configuration. Each Offeror may propose its standard expanded panel and shall identify the substances included.

20. Alcohol Testing – Non-DOT Population: For non-DOT employees subject to random, reasonable-suspicion, post-accident, return-to-duty, or follow-up testing, please clarify whether the City expects breath alcohol testing to be included for all applicable testing events or only when specifically requested under City policy.

Response: The City expects breath alcohol testing to be included for all applicable testing events.

21. Observed Collections: Addendum #1 states that observed collections are usually required when a specimen does not have a temperature and for DOT return-to-duty and positive follow-up testing. For pricing purposes, please confirm whether Offerors should provide a separate unit price or surcharge for observed collections in addition to the applicable drug-test price.

Response: The City is not able to provide historical pricing detail for separate or ancillary charges. For proposal purposes, Offerors should identify a separate unit price for observed collections in the Fee

Proposal, in addition to the applicable drug-test price. Offerors should also identify any other fees required to conduct testing as outlined in the RFP so that all costs are clearly reflected.

22. Random-Pool Administration: Please confirm whether the selected Contractor will be responsible for administering both the City’s DOT/FMCSA random pool and the separate non-DOT random pool in their entirety, including employee roster maintenance, scientifically valid random selections, selection notifications, completion tracking, compliance reporting, and documentation of missed or incomplete selections. Please also clarify whether the City currently uses a specific random-selection schedule or whether the Contractor may recommend the selection frequency, provided all regulatory and City-policy requirements are satisfied.

Response: The successful Contractor will be responsible for administering both the City’s DOT/FMCSA random pool and the separate non-DOT random pool, including random selections, selection notifications, completion tracking, and compliance reporting. The City conducts random testing on a quarterly basis and will provide updated DOT and non-DOT rosters to the Contractor quarterly. The

Contractor is expected to track and report compliance.

23. FMCSA Clearinghouse Services: The RFP identifies Clearinghouse query and administrative services as optional/value-added services. Please confirm whether Offerors should provide separate pricing for:

• Pre-employment full queries

• Annual limited queries

• Annual full queries, when required

• Consent/authorization administration

• Status monitoring

• Other Clearinghouse administrative services

Please also confirm whether the City anticipates retaining its own Clearinghouse account and designating the successful Contractor as its C/TPA, if Clearinghouse services are elected.

Response: Yes. Offerors should provide separate pricing for each of the Clearinghouse services listed.

The City will evaluate all proposals submitted. The designation of the successful Contractor as the City’s

C/TPA will be addressed with the successful Offeror during contract implementation.

24. Laboratory Requirements: The RFP requires use of an HHS-certified laboratory under the National

Laboratory Certification Program for DOT drug testing. For non-DOT testing, please confirm whether the

City has any specific laboratory certification/accreditation requirements beyond those stated in the RFP, or whether Offerors may identify their proposed laboratory and applicable certifications/accreditations as part of the proposal.

Response: Offerors should identify their proposed laboratory and any and all applicable certifications and accreditations as part of the proposal.

25. Medical Review Officer Services: Please confirm that the successful Contractor is expected to provide

MRO review and reporting for both DOT and non-DOT laboratory-based drug testing. For proposal purposes, does the City require the proposed MRO to be individually identified in the proposal, including credentials, or is identification of the MRO service/provider and applicable qualifications sufficient?

Response: Yes. The successful Contractor is expected to provide MRO review and reporting for both

DOT and non-DOT laboratory-based drug testing. The City requests that the proposed MRO be individually identified in the proposal, including credentials.

26. Result Reporting and Technology: Does the City currently utilize a preferred electronic system, HRIS, secure portal, or other technology for receiving drug and alcohol testing results and compliance reports?

If not, may the Contractor provide secure electronic access through its own testing/compliance platform or portal?

Response: The City requires electronic notification of testing results. The Contractor may provide secure electronic access through its own testing and compliance platform or portal.

27. Data Migration / Existing Records: Upon transition to the successful Contractor, does the City anticipate transferring historical testing records, random-pool data, employee rosters, or other program records from the incumbent provider? If so, please clarify the anticipated scope of the data transfer and whether electronic records are expected to be available in a reasonably usable format.

Response: If the successful Contractor requires or offers data migration, the Offeror is welcome to include in its proposal a plan describing how the process would work and what would be required from the City of Salem.

28. Training Requirements: The Fee Proposal requires pricing for training. Please clarify the types of training the City anticipates purchasing under the contract, such as DOT supervisor reasonable-suspicion training, non-DOT reasonable-suspicion training, DER/program administrator training, employee education, or other training. Please also indicate, if known, the approximate number of anticipated participants and whether the City prefers in-person, virtual, or either delivery format.

Response: The City prefers in-person delivery for training provided under this contract. The City is unable to provide an estimated number of participants at this time. Offerors should identify the types of training available as part of their Proposal. Proposed training offerings will be considered as part of the evaluation.

29. Implementation / Transition: The RFP anticipates that the program will be fully operational no later than

30 days following contract execution. Does the City anticipate a specific contract start date or transition date from the incumbent provider? Additionally, will the City provide the successful Contractor with current DOT and non-DOT employee rosters and necessary program information at contract execution to facilitate implementation within the 30-day period?

Response: The City has not established a specific contract start or transition date at this time. The City will provide the successful Contractor with current DOT and non-DOT employee rosters and necessary program information at contract execution to facilitate implementation within the 30-day period.

30. Insurance Documentation: Section XIV identifies the required insurance coverage and states that

Certificates of Insurance are required prior to commencement of work and at renewals. Please confirm whether Offerors must submit Certificates of Insurance demonstrating all required limits with the proposal, or whether an Offeror may provide evidence of current coverage with its proposal and obtain or adjust coverage to the required contractual limits following award but prior to commencement of services.

Please also clarify whether the requirement to name the City of Salem as an additional insured is required at proposal submission or following award and prior to commencement of services.

Response: The City of Salem will allow the required Certificates of Insurance to be provided after notice of award. However, all required insurance coverage and Certificates of Insurance, including designation of the City of Salem as an additional insured, must be in place and provided to the City prior to contract execution.

31. Professional Liability Documentation: The Scope of Work requests evidence of required professional liability insurance coverage as part of company history and compliance documentation. Please clarify what documentation the City expects Offerors to include with the proposal to satisfy this requirement.

Response: The City of Salem will allow the required Certificates of Insurance to be provided after notice of award. However, all required insurance coverage and Certificates of Insurance must be in place and provided to the City prior to contract execution.

32. Automobile Liability – Service Providers: For services performed through City-approved subcontractors or mobile collection providers, please clarify whether each subcontractor operating vehicles in connection with the contract must independently maintain the automobile liability limits specified in Section XIV.

Response: Yes. Any City-approved subcontractor or mobile collection provider operating vehicles in connection with this contract must be covered for Automobile Liability at the limits stated in Section XIV, either through its own policy or through coverage extended by the Contractor at those limits, including a hired and non-owned automobile endorsement where applicable. The Contractor remains fully responsible for compliance and shall furnish Certificates of Insurance evidencing such coverage, naming the City of Salem as an additional insured, prior to any subcontractor performing work. No subcontract relieves the Contractor of its obligations under this contract.

33. References and Similar Projects: The RFP requests at least three similar completed projects or current contracts, preferably with public-sector or municipal clients, and separately requires at least three references. Please confirm whether the three similar projects/current contracts may also serve as the three required references, provided complete reference contact information is supplied and the references can attest to the Offeror’s performance on those engagements.

Response: Yes. The three similar projects or current contracts may also serve as the three required references, provided complete reference contact information is supplied.

34. Partner/Subcontractor Qualifications: When an Offeror proposes specialized services through qualified laboratories, MRO providers, collection networks, BATs, or other approved service partners, may relevant certifications, accreditations, qualifications, and experience of those proposed entities be included in the proposal as supporting evidence of the overall proposed team’s capability?

Response: Yes. Relevant certifications, accreditations, qualifications, and experience of proposed service partners may be included in the proposal as supporting evidence of the overall proposed team’s capability.

35. Pricing Format: The RFP specifies the minimum categories that must be included in the Fee Proposal but does not appear to prescribe a separate City-issued pricing form. Please confirm that Offerors may develop and submit their own itemized pricing schedule/table, provided all required fee categories identified in Section IV.B are clearly addressed.

Response: The City has not issued a standardized pricing form for this solicitation. Offerors may develop and submit their own itemized pricing schedule or table in the format that best presents their fee structure, provided that all fee categories identified in Section IV.B, items (1) through (11), are clearly and separately addressed.

36. Travel and Mileage Charges: Please confirm whether any travel, mileage, mobilization, or similar charges associated with mobile/on-site or emergency collections must be incorporated into the applicable unit price or whether Offerors may separately identify these charges in the Fee Proposal.

Response: The City has not historically paid separate travel or mileage charges. Any such charges should be incorporated into the applicable unit price.

37. Cancellation and No-Show Charges: The RFP requires Offerors to identify cancellation and no-show charges. Does the City have a preferred cancellation notice period, or may Offerors propose their standard cancellation/no-show terms and associated charges?

Response: The City does not have a preferred cancellation notice period. Offerors may propose their standard cancellation and no-show terms and associated charges.

38. Cooperative Agreement: Section VIII provides that the resulting contract may be used by other public bodies if approved by the Offeror. Please confirm that participation in the cooperative purchasing provision is optional for the Offeror and that an Offeror’s decision regarding cooperative use will not affect evaluation of its proposal.

Response: Participation in the cooperative purchasing provision is optional and will NOT affect the evaluation of any Offeror’s proposal or an award.

39. Proprietary Information / Redacted Copy: Attachment A states that an Offeror claiming proprietary information must provide one redacted copy of the proposal. For electronic submissions through eVA, please confirm whether an Offeror claiming proprietary information should upload both an unredacted proposal and a separately labeled “Redacted Copy,” along with the completed Attachment A.

Response: If submitting a proposal through eVA that contains proprietary information, the Offeror must submit one copy that is redacted and one copy that is not redacted, along with the completed Attachment

A.

40. Bid, Performance, and Payment Bond Requirements: The RFP does not identify a bid bond, performance bond, or payment bond requirement. Please confirm that no bid bond is required with proposal submission and that no performance or payment bond will be required of the successful Offeror following award.

Response: As this is an RFP, no bid bond, performance bond, or payment bond is required.

41. Proposal Page Limit and Formatting Requirements: Please confirm whether there is any page limit, font-size requirement, margin requirement, file-size limitation, or other formatting requirement applicable to the technical or narrative portion of the proposal beyond the submission requirements stated in the

RFP. If electronic submission through eVA is permitted, please also advise whether there are any limitations on the number, type, or size of files that Offerors should consider when preparing their submissions.

Response: The City of Salem is accepting electronic submissions through the eVA portal. At this time, there is no limitation on the number, type, or size of the files that an Offeror may submit. Responses should be clear and concise and should address all of the requirements set forth in the RFP.

42. Current/Incumbent Contract and Pricing Information: For purposes of developing competitive and appropriately structured pricing, please advise whether the City currently has an incumbent contractor providing the drug and alcohol testing services described in this RFP. If so, please identify the incumbent contractor and, if available for disclosure, provide the current contract’s unit-price schedule or most recent pricing for comparable services. If current pricing is available through a publicly accessible contract, award document, or procurement record, please provide the applicable contract or reference information.

Response: Information regarding any current or past program(s), supplier(s), or contractor(s) may be obtained by submitting a request to the City’s Freedom of Information Act Officer at mstevens@salemva.gov.

BY SIGNING THIS DOCUMENT, THE OFFEROR ACKNOWLEDGES THAT THEY HAVE RECEIVED THIS ADDENDUM # 3 AND

FULLY UNDERSTANDS THESE CHANGES.

***THE SIGNED ADDENDUM MUST BE INCLUDED IN THE PROPOSAL***

OFFEROR’S SIGNATURE:

COMPANY:

END OF ADDENDUM # 3 TO RFP #2027-002

mailto:mstevens@salemva.gov