Outsourced Medical Services

The Southeastern Pennsylvania Transportation Authority (SEPTA) issued RFP No. 25-00329-ACAC on December 23, 2025, for comprehensive outsourced medical services to serve approximately 9,500 employees, with 6,300 in safety-sensitive positions. The procurement encompasses medical care delivery, an independent Electronic Medical Records (EMR) system with migration of approximately 25,000 archived and 10,000 active medical records, medical malpractice coverage, and compliance with federal and state healthcare regulations. Services include on-site and off-site medical care such as drug and alcohol testing across five random pools (Non-DOT, FTA, FRA, MOW, and MECH), physical examinations for approximately 2,000 employees annually, health and wellness coaching at six SEPTA locations, biohazard waste pickup, vaccination clinics, clinical laboratory services, and Medical Review Officer (MRO) services, with annual testing volumes including approximately 6,826 drug and alcohol tests and 1,500 return-to-work evaluations. Proposers must submit separate Technical and Price Proposals by May 5, 2026, at 2:00 PM (the deadline was extended multiple times from the original February 3, 2026 date through Addenda 1-8), with a pre-proposal meeting held on January 13, 2026, and written questions due by January 20, 2026. Evaluation criteria include project approach with EMR system capability, firm qualifications and experience, professional qualifications of the project team, and past performance references, utilizing adjectival ratings of Superior, Very Good, Acceptable, Marginal, and Unacceptable. Required qualifications include an independent EMR system capable of cloud-based solutions hosted in the continental United States with FedRAMP Moderate-equivalent or SOC 2 Type II certification, HIPAA compliance, 99.9% minimum availability, and integration capabilities with SEPTA's Legacy Mainframe ERP system and SuccessFactors HR platform, along with extensive insurance coverage requirements including Medical Malpractice Coverage of $5 million per claim and annual aggregate, General Liability of $1 million per occurrence and $2 million aggregate, Cyber/Privacy Liability of $3 million per claim and aggregate, and Umbrella/Excess Liability of $5 million per occurrence and aggregate.

No specific Disadvantaged Business Enterprise (DBE) set-aside goal has been established for this procurement, though DBE participation is encouraged and reporting is required for all proposers and subcontractors. The RFP does not identify incumbent vendors or current contractors, though SEPTA retains sole ownership of all medical records, metadata, logs, configurations, and custom developments, and prefers unidirectional data exchange from incumbent vendors into the new EMR system. The contract will be implemented in three phases: Phase 1 focuses on EMR implementation over approximately six months post-execution, Phase 2 addresses drug and alcohol testing services, and Phase 3 encompasses comprehensive oversight and potential absorption of currently outsourced services including biohazard waste management. All proposals must comply with Commonwealth of Pennsylvania contract requirements, Federal Transit Administration (FTA) requirements, Title VI of the Civil Rights Act of 1964, and federal regulations prohibiting contracting with certain telecommunications providers (Huawei, ZTE, Hytera, Hikvision, Dahua). The contract terms include monthly invoicing with SEPTA payment due within 30 days of approval, standard termination provisions for both convenience and cause, a 120-day firm commitment period for Best and Final Offers (BAFOs), and an anticipated Purchase Order and Notice to Proceed in June 2026. The RFP does not specify an award value or budget range; pricing must be submitted as a firm fixed price using the designated Attachment 3 Price Proposal format, with milestone payments acceptable for EMR implementation.