KCATA Drug & Alcohol Testing and Medical Health Services

REQUEST FOR PROPOSALS (RFP) G26-7008-28A
Kansas City Area Transportation Authority
Drug & Alcohol Testing and Medical Health Services
Date: April 6, 2026
Contact: Andrew Campbell, Buyer
Denise Adams, Procurement Manager
Telephone: 816-346-0268
Email: acampbell@kcata.org
RFP #G26-7008-28A: Drug & Alcohol Testing 04/06/26 Page 1 of 67

REQUEST FOR PROPOSALS (RFP) G26-7008-28A
KCATA Drug & Alcohol Testing and Medical Health Services
The Kansas City Area Transportation Authority (KCATA) seeks qualified, experienced contractors and/or firms to provide
the services as described in Section 2, "Scope of Services". KCATA anticipates awarding a two-year contract with three
one-year extension options.
Pre-Proposal Questions. Questions (technical, contractual, or administrative) must be directed to Andrew Campbell by
email to acampbell@kcata.org with copy to dadams@kcata.org., Questions and requests for clarifications will be
received until 2:00pm Central Time on April 16, 2026. Answers to questions sent to KCATA will be addressed in an
Addendum document posted on KCATA's website and made available to each known Proposer.
Proposal Submissions. Proposals must be received with all required submittals (See Section 4) as stated in the RFP no
later than 2:00 pm, April 29, 2026, Central time. See Section 3.2 for submittal instructions.
Proposals received after the time specified shall not be considered for award. Proposals received via facsimile (fax), or
electronic mail (e-mail) shall not be considered. Proposals not meeting specified delivery and method of submittal will
not be opened nor considered responsive.
Submission of the proposal shall constitute a firm offer to KCATA for ninety (90) days from closing/due date of this RFP.
This solicitation does not commit to KCATA to award a contract, to pay any cost incurred in preparation of a proposal,
or to procure or contract for services. Proposer should read and understand the requirements of this proposal covered
in the sections listed under the Table of Contents of this document.
The KCATA reserves the right to accept or reject any or all proposals received, to interview or negotiate with any
qualified individual or firm, to modify this request, or cancel in part or in its entirety the RFP if it is in the best interest
of the KCATA.
Evaluations/Awards. Following an initial review and screening of all timely and responsive proposals, highly qualified
Proposers may be invited to interviews as necessary at their own expense. Those selected Proposers will be informed
as to exact date and time if interviews are necessary. Proposers may also have to submit written responses to questions
regarding their proposals.
Restricted Communications. No person or entity submitting a proposal in response to this Request for Proposals nor
any officer, employee, agent, representative, relative or consultant representing such a person (or entity) may contact
through any means, or engage in any discussion concerning the award of this contract with any member of KCATA's
Board of Commissioners or any employee of KCATA (excluding Procurement staff) during the period beginning on the
date of proposal issue and ending on the date of the selection of a Contractor. Any such contact may be grounds for
disqualification of the Proposer.
Kristen Emmendorfer
Procurement Director
RFP #G26-7008-28A: Drug & Alcohol Testing 04/06/26 Page 2 of 67

TABLE OF CONTENTS
Page
SECTION 1. PROPOSAL CALENDAR ........................................................................................................................... 5
SECTION 2. SCOPE OF SERVICES ................................................................................................................................ 6
2.1 Introduction, Background and Purpose ............................................................................................................. 6
2.2 Scope of Services ............................................................................................................................................... 6
2.3 Occupational Health Services Requirements...............................................................................................................9
2.4 Requirements and Certifications ..................................................................................................................... 16
2.5 Required Document Submissions with Response ........................................................................................... 17
2.6 Medical Health Services Requirement........................................................................................................................18
SECTION 3. PROPOSAL INSTRUCTIONS ................................................................................................................... 20
3.1 General Information ........................................................................................................................................ 20
3.2 Proposal Submissions ...................................................................................................................................... 20
3.3 Reservations .................................................................................................................................................... 20
3.4 Proposer's Responsibilities .............................................................................................................................. 21
3.5 Authorization to Propose ................................................................................................................................ 21
3.6 Withdrawal & Incomplete Proposals ............................................................................................................... 21
3.7 Modification of Proposals ................................................................................................................................ 21
3.8 Unbalanced Proposal ....................................................................................................................................... 21
3.9 Protests ............................................................................................................................................................ 21
3.10 Disclosure of Proprietary Information ............................................................................................................. 22
3.11 Diverse Business Enterprise Requirements ..................................................................................................... 22
SECTION 4. PROPOSAL SUBMISSION, EVALUATION AND AWARD ................................................................... 24
4.1 Introduction ..................................................................................................................................................... 24
4.2 Proposal Format .............................................................................................................................................. 24
4.3 Volume 1 - Price Proposal ............................................................................................................................... 24
4.4 Volume 2 -- Technical Proposal ...................................................................................................................... 25
4.5 Volume 3 - Contractual Proposal ................................................................................................................... 27
4.6 Proposal Evaluation Criteria ............................................................................................................................ 29
4.7 Presentations/Interviews/Written Responses ................................................................................................ 30
4.8 Contract Selection ........................................................................................................................................... 30
4.9 Contract Award ................................................................................................................................................ 30
ATTACHMENTS
Attachment A Proposal Submittal Checklist ...................................................................................................... 31
Attachment B Sample Contract Agreement/Terms and Conditions.................................................................. 31
Attachment C Price Proposal ............................................................................................................................ 53
Attachment D Affidavit of Civil Rights Compliance ............................................................................................ 59
Attachment E-1 Guidelines for Workforce Analysis/EEO-1 Report ...................................................................... 62
Attachment E-2 KCATA Workforce Analysis/EEO-1 Report .................................................................................. 63
Attachment F-1 Affidavit of Primary Participants Regarding Employee Eligibility Verification............................ 64
Attachment F-2 Affidavit of Lower-Tier Participants Regarding Employee Eligibility Verification ....................... 65
Attachment G Letter of Intent to Subcontract ................................................................................................... 66
Attachment H Non-Collusion Affidavit..........................................................................................................................67
RFP #G26-7008-28A: Drug & Alcohol Testing 04/06/26 Page 3 of 67

NO PROPOSAL REPLY FORM
RFP #G26-7008-28A
Drug & Alcohol Testing and Medical Health Services
To assist KCATA in obtaining good competition for its Requests for Proposals, we ask that if your firm will not
propose, please state the reason(s) below and return this form to Andrew Campbell, Procurement Buyer, at
acampbell@kcata.org.
This information will not preclude receipt of future invitations unless you request removal from the Proposer's
List by so indicating below.
Unfortunately, we must offer a "No Proposal" at this time because:
____ 1. We do not wish to participate in the proposal process.
____ 2. We do not wish to propose under the terms and conditions of the Request for Proposal
document. Our objections are:
____ 3. We do not feel we can be competitive.
____ 4. We do not provide the services on which Proposals are requested.
____ 5. Other: _______________________________________________________________________
____ We wish to remain on the Proposer's list for these services.
____ We wish to be removed from the Proposer's list for these services.
FIRM NAME SIGNATURE
RFP #G26-7008-28A: Drug & Alcohol Testing 04/06/26 Page 4 of 67

SECTION 1
PROPOSAL CALENDAR
RFP Advertised and Issued .................................................................................................................... April 6, 2026
Questions, Comments and Requests for Clarifications Due to KCATA .............................................. April 16, 2026
2:00pm Central Time
KCATA's Response to Questions, Comments and Requests for Clarification ..................................... April 21, 2026
(Addendum Posted by End of Business Day)
RFP Closing .......................................................................................................................................... April 29, 2026
2:00pm Central Time
Evaluations/Interviews (Tentative and if needed) ......................................................... May 4, 2026 - May 8, 2026
Contract Award/Notice to Proceed (Anticipated) ..................................................................................... May 2026
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SECTION 2
SCOPE OF SERVICES
2.1 Introduction, Background and Purpose
A. The Kansas City Area Transportation Authority (KCATA) is the regional transportation authority for the Kansas City
bi-state metropolitan area. Created in 1965 by a compact authorized by state legislatures in Missouri and Kansas
and approved by Congress, KCATA's authorized service area encompasses more than 678 square miles in two states
and seven counties including Johnson, Leavenworth and Wyandotte counties in Kansas and Cass, Clay, Jackson, and
Platte counties in Missouri. The Authority is governed by a 10-member board, five each from Missouri and Kansas.
B. KCATA, due to its standing as a recipient of federal dollars, requires mandatory drug and alcohol testing for
employees performing safety sensitive roles. United States Department of Transportation (USDOT) and Non-DOT
drug and alcohol testing providers as well as those providing Medical Health Services as stated within the Scope of
Work (Section 2 of this RFP) are asked to propose on the services sought.
C. Population of KCATA Employees for 2026 is:
* Salaried Employees: 101
* Operators: 305
* Maintenance and Office Clerical: 166
* Safety Sensitive: 477
* Non-Safety Sensitive: 125
* Total Headcount: 572
D. KCATA is seeking proposals from qualified service providers interested in providing Drug & Alcohol Test Collections
and Medical Health Services to KCATA. Qualified respondents, who provide confirmation of credentials, experience
and reasonable pricing, must deliver the following services:
* A Comprehensive Provider for Drug & Alcohol Testing
* EOR submission with supporting documents
* A Comprehensive Statistical Reporting System
* EDI Reporting Processes
* Medical Health Services for Audio Testing Program, Pulmonary Function Testing, Respirator Medical
Clearance, & Respirator Fit Testing
E. Although the intent of KCATA is to award one Contractor/Provider, the transit Authority does reserve the right to
award multiple contracts should it be in the best interest of the Authority.
F. Term and Renewal Options. The term of this agreement shall be for a period of two (2) years from date of contract
award with three (3), one-year options to renew. Work in process prior to expiration of the Agreement shall be
completed and as construed by KCATA to be within the "contract term."
2.2 Scope of Services
Drug and Alcohol Program Scope of Work.
A. The KCATA's drug and alcohol testing program shall include the following types of testing:
* Pre-Employment
* Post-Accident
* Reasonable Suspicion
* Random
* Return-To-Duty
* Follow-Up
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The Authority is requesting proposals for four (4) components, which together comprise the drug/alcohol testing
program for the KCATA.
The Authority reserves the right to establish an appointment with Proposer(s), if time allows, to physically visit the sites
of Proposers to ascertain their ability to provide the Components and all deliverables per regulatory oversight
requirements
Component I The Random Selection Procedures must comply with the functions of 49 CFR Part 40 and 49 CFR
Part 655.
Component II The Collection Site Procedures must comply with the functions of 49 CFR Part 40 and 49 CFR
Part 655.
Component III The Qualified Laboratory Facility must comply with the functions of 49 CFR Part 40 and 49 CFR
Part 655.
Component IV The Medical Review Officer (MRO) must comply with the functions in 49 CFR Part 40 and 49
CFR Part 655.
B. KCATA requires 24/7 drug and alcohol testing by collectors trained in the collections for both non-DOT as well as
DOT drug and alcohol testing, pursuant to 49 CFR Parts 40 and 655. The response should include either or both of
the following:
* Collection clinic: staffed with clinicians.
* Mobile clinic: as may be necessary to travel off site for after-hours collections. After-hours include
Monday through Friday from 5pm until 8am, weekends and holidays. If your response includes on-site
or mobile, please include what the KCATA would be required to offer and the services that would be
provided.
C. KCATA may at their discretion implement a Performance Measurement Program. This would be carried out by the
DER (Phylishia Jackson to facilitate improvement in the drug and alcohol testing processes between KCATA and the
recommended vendor. The Performance Measurement Program will be performed twice a year and include mock
collections, records audits, verification of certifications of training, quarterly site visits and meetings. Performance
management will be based pursuant to compliance requirements as outlined in 49 CFR Parts 40 and 655 as well as
checklists located within Collection Site section found at the following website:
https://transit-safety.fta.dot.gov/DrugAndAlcohol/Tools/Default.aspx.
D. KCATA requires drug and alcohol testing forms and results from the provider. Custody Control Forms and Chain of
Custody Forms must be sent after collection via email to DER. Results must be received as soon as possible.
E. The Authority is requesting quotes that combine four (4) components, which together
comprise the drug/alcohol testing program for the KCATA.
Component I: Random Selection Procedures.
The Random Selection Procedures must comply with the requirements of 49 CFR Part 40 and 49 CFR Part 655.
1. The employee's name, employee ID, social security number, job title, and employment status of all safety-sensitive
employees will be exported from a Human Resources database into a drug and alcohol database administered by
KCATA's Drug and Alcohol Program Manager (DAPM) or designee and shall be used for the random selection
process. KCATA's DAPM or designee will randomly select the appropriate number of employee IDs from the
database to meet the following required annual testing rates:
SAFETY SENSITIVE EMPLOYEES
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Drug Testing - 50% (estimated 533 employees)
Alcohol Testing - 10% (estimated 533 employees)
Each year the FTA Administrator will publish in the Federal Register the minimum annual percentage rates for
random drug and alcohol testing of covered employees. The new minimum annual percentage rate for random
drug and alcohol testing will be applicable starting January 1 of the calendar year following publication.
2. KCATA's DAPM or designee will first randomly select 50 percent from the pool of employees for drug testing.
From this identified group, KCATA's DAPM or designee then will randomly select 10 percent of employees for
both drug and alcohol testing.
3. To ensure a statistically valid random selection process, KCATA's DAPM, or designee shall use a drug and alcohol
database with a random number generation program. All safety sensitive employees must always remain in
respective to random selection pools regardless of previous selection for testing.
4. KCATA's DAPM or designee will assist the Authority in preparing reports required by the FTA.
Component II: Collection Site Procedures.
The Collection Site Procedures must comply with the functions of 49 CFR Part 40 and 49 CFR Part 655.
1. The Collection Site shall offer a variety of testing methods to include:
a) DOT testing as outlined in 49 CFR Part 40 and 49 CFR Part 655
b) Non-DOT testing to include instant urine/oral and breath alcohol
2. The Collection Site shall not refer any employees to any type of rehabilitation program but rather allow KCATA's DAPM
to coordinate this referral with the Substance Abuse Professional (SAP).
3. Collection services must be available 7 days - per week, 24 hours per day. More than one site may be utilized. All sites
must follow the Federal Transit Administration (FTA) and United States Department of Transportation (USDOT)
required procedures and standards set forth in this RFP and the applicable federal regulations. The collection site(s)
must be located within the Kansas City metropolitan area. Proximity between the collection site(s) and the Authority's
offices is important. Easy access to the address of the collection site(s) is also required.
4. The Collection Site shall coordinate monthly invoices through the Medical Review Officer who in turn will invoice the
Authority for services provided.
Component III: Qualified Laboratory Facility.
The Qualified Laboratory Facility must comply with the regulations of 49 CFR Part 40 and 49 CFR Part 655.
1. The Qualified Laboratory Facility must provide references, from those familiar with the facility's work in the field of
laboratory services.
2. The laboratory must be certified by the Department of Health and Human Services (DHHS) and must provide proof of
certification to include basic knowledge, qualification training, and continuing education.
3. The laboratory shall provide a summary of laboratory procedures.
4. The laboratory shall not refer any employees to any type of rehabilitation program but rather allow KCATA's DAPM
to coordinate this referral with the SAP.
5. The laboratory must be available to take phone calls and answer questions, a minimum of forty (40) hours per week.
The laboratory must maintain sufficient staffing to ensure services are covered due to vacations, sicknesses, holidays,
etc. In the narrative provided to KCATA, list all positions, number of staff members for those positions currently, and
how Proposer will affirm and sustain for length of contract term, adequate employees for the purposes of carrying
out the scope of services for which they propose to be contracted.
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6. The laboratory shall coordinate monthly invoices through the Medical Review Officer who in turn will collectively
invoice the Authority for services provided.
7. The laboratory shall provide KCATA's DAPM with a bi-annual statistical summary of urinalysis testing of the Authority's
employees and shall not include in the summary any personal identifying information. Initial and confirmation data
shall be included from test results reported within that time period. Normally this summary shall be forwarded by
registered or certified mail not more than fourteen (14) calendar days after the end of the month covered. The
summary shall contain the following information.
a) Initial Testing
- Number of specimens received
- Number of specimens reported out
- Number of specimens screened positive by category
b) Confirmatory Testing
- Number of specimens received for confirmation
- Number of specimens confirmed positive by category
Component IV: Medical Review Officer. The Medical Review Officer (MRO) must comply with the regulations in 49 CFR
Part 40 and 49 CFR Part 655.
1. The Medical Review Officer (MRO) must provide references from those familiar with his or her work in the field of
substance abuse disorders.
2. The Medical Review Officer (MRO) must be available a minimum of forty (40) hours per week to take phone calls and
answer questions. The MRO must provide an on-call replacement that meets the qualifications set forth herein for
vacations, holidays, and days off and after hours.
3. The MRO shall not refer any employees to any type of rehabilitation program but rather allow KCATA's DAPM to
coordinate this referral with the SAP.
4. The MRO shall incorporate monthly invoices from the Collection Site, Lab and MRO into one (1) invoice and bill the
Authority for all services provided.
5. The MRO shall be available to testify in labor arbitrations and legal proceedings.
6. Test with a fatal flaw by collector/collection agency will be refunded to KCATA and$ 50.00 in liquidated damages will
be assessed if retesting occurs due to the collector/collection agency's error.
Estimated Annual DOT and Non-DOT Quantities
Type of Test Drug Testing Alcohol Testing
Data Data
Pre-Employment 200 0
Random 350 80
Post-Accident 150 150
Reasonable Suspicion 10 10
Return to Duty 0 0
Follow-Up 0 0
2.3 Occupational Health Services Requirements.
The Authority is requesting services that combine two (2) components, which together comprise Medical Health
Services for the KCATA.
Component Audio Testing Program must comply with 29 CFR 1910.95
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Pulmonary Function Testing, Respirator Medical Clearance, & Respirator Fit Testing Procedures must comply with 29
CFR 1910.134.
Component 1: Audiometric Testing Program
KCATA's audiometric testing program shall include the following types of testing:
1. Baseline audiograms
2. Annual audiograms
3. Follow-up or retest audiograms
4. Testing to confirm a significant hearing change as defined in 29 CFR 1910.95
5. Exit audiograms, if required by KCATA policy
KCATA requires audiometric testing services consistent with the requirements of 29 CFR 1910.95. Services must
be provided by employees of the vendor who are trained in audiometric testing procedures. The response should
include either or both of the following:
Testing clinic: a fixed facility staffed by employees of the vendor who conduct audiometric testing and supervised
by a licensed or certified audiologist, otolaryngologist, or physician.
Mobile testing unit: a mobile audiometric booth capable of traveling to KCATA locations, including after-hours
operations. After-hours include Monday through Friday from 5pm until 8am, weekends, and holidays. If your
response includes mobile or on-site testing, specify what KCATA must provide, such as parking space or power
access, and the services included.
KCATA may, at its discretion, implement a Performance Measurement Program to support improvement in
audiometric testing processes between KCATA and the selected vendor. The Performance Measurement
Program may be conducted twice per year and include:
1. Mock audiometric testing
2. Records audits
3. Verification of employee training certifications
4. Review of calibration documentation
5. Quarterly site visits and meetings
Performance management will be based on compliance with 29 CFR 1910.95, ANSI S3.6, ANSI S3.1, and KCATA
internal requirements.
KCATA requires audiometric testing forms and results from the provider. Audiograms, comparison reports, and
documentation of any significant hearing changes must be sent electronically to KCATA's Designated Employer
Representative (DER). Results must be received as soon as possible following testing. Calibration certificates and
background noise measurements must be provided upon request.
KCATA is requesting quotes that combine four components, which together comprise the audiometric testing
program.
Employee Testing Procedures
The vendor shall conduct the following:
1. Baseline audiograms for all KCATA employees who must receive audiometric testing due to occupational
noise exposure.
2. Annual audiograms for all applicable KCATA employees.
3. Follow-up or retest audiograms within 30 days when a significant hearing change as defined in 29 CFR
1910.95 is identified.
4. Exit audiograms, if required by KCATA policy.
The vendor shall ensure:
1. Employees are noise-free for at least 14 hours prior to baseline testing, or hearing protection is used as
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