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HomeMy WebLinkAboutAddendum 1 - RFP - 10037 Employee Assistance Program AdministratorAddendum 1 Page 1 of 4 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 10037: Employee Assistance Program Administrator OPENING DATE: 3:00 PM MT (RMEPS Clock) September 6, 2024 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Beth Diven, Buyer II, at bdiven@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. nd Floor 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 Page 2 of 4 EXHIBIT 1 – QUESTIONS & ANSWERS 1. is the reason for the RFP due to a renewal/procurement cycle? If not, can you share the reason The City of Fort Collins is going out to bid? City Code prohibits the City from having any agreements that extend beyond 5 years total. The current agreement (awarded from a prior RFP) is approaching it expiration; therefore, we are conducting a new RFP process. 2. We are required to submit a bid through BidNet Direct, but do you also want written proposal sent as shown on page 7 Section III - Proposal Submittal and if so, how many written proposals should we send? Proposal should only be submitted through BidNet. Section III beginning on page 7 describes how your electronic proposal submission should be structured and what information should be included in it. 3. Are the weekly process (listening) groups and the monthly Employee Resource Groups done on-site or can they be provided virtually? Currently these groups are conducted virtually. 4. Will you accept electronic signatures on all proposal forms? Yes. 5. Who is the current EAP provider and how long have they been providing services to the organization? The City currently has an agreement with Mines & Associates, who has been providing these services for 5 years. 6. Please confirm that pricing should be based on 1,900 employees. That is the correct employee count. 7. Please provide the current rate and a rate history throughout the contract term for the EAP. 2020: $2.33 per employee/per month; $300.00 per hour per therapist, including travel time for On-scene support. $300.00 per hour for trainings. 2023: $4.50 per employee/per month 8. How many hours of the following services are included within the current EAP contract per year? • Onsite training/orientation/educational seminars – 4 Hours per year • Onsite health fair/event participation – Included, no limit outlined in the scope of services • Onsite critical incident support events (# events/# hours) - $200 per hour/therapist if 48 hour notice provided, $300 per hour/therapist if more than 48 hour notice provided • Webinar training – 4 Hours per year, combined with onsite training listed above Addendum 1 Page 3 of 4 9. How many total hours of the following services were utilized in each of the last two (2) years? • Onsite training/orientation/educational seminars – 4 hours per year • Onsite health fair/event participation – 1 day per year • Onsite critical incident support events (# events/# hours) - None • Webinar training – 4 hours included in the onsite training listed above 10. Please provide copies of 2021, 2022, and 2023 EAP utilization reports. We are not willing to publicly post this information via addendum as private information is included in that data. 11. If reports are not available, please provide the following for each of the last 2 years and YTD: • Number of employees on which the report is based – 2,157 in YTD 2024, 2,109 in 2023 • Total number of clinical cases – 39 YTD 2024, 34 2023 • Total number of work-life cases – 1 YTD 2024, 1 2023 • Total number of clinical sessions – 8 YTD 2024, 3 2023 12. On a scale of 1-5 with 5 being the highest, how would you rate your current vendor? 5. 13. What are the three components that are most important to you in an EAP? Responsiveness to plan members, access to appropriate providers, responsiveness to the HR team. 14. Is your workforce currently in-office, remote, or hybrid? City employees, depending on the individual requirements of their position, are either in-office or hybrid. 15. How many employees covered under the EAP fall under Department of Transportation (DOT) regulations? We do not have this information. 16. Are DOT Substance Abuse Professional (SAP) evaluations included within the EAP contract? If yes, is there a cap on the number of evaluations included each year within the EAP rate or are evaluations provided on a fee-for-service basis? No. 17. How many Department of Transportation (DOT) Substance Abuse Professional (SAP) evaluations have been requested in each of the last three years? N/A. 18. The RFP states, “One of the key components of the City’s EAP is the weekly process groups, known as "Listening Sessions," open to all staff. These sessions provide a safe and confidential environment where employees can share their experiences, seek advice, and Addendum 1 Page 4 of 4 receive emotional support. This initiative has been instrumental in fostering a sense of community and trust within the organization.” (RFP I.B.) Are these groups led by clinical professionals or can be led by non-clinical moderators? Also, are these on-site discussions or virtual. How many participants do you have each month? We would prefer sessions to be led by clinical professionals. Currently we conduct the sessions virtually, and do not track the number of participants in each session. 19. The RFP states, “In addition to the Listening Sessions, the EAP also facilitates a monthly Employee Resource Group (ERG) that serves as a platform for staff to discuss specific issues, share resources, and offer peer support. This group is particularly valuable for employees seeking ongoing, structured support.” (RFP I.B.). Are these sessions led by clinical professionals or can be led by non-clinical moderators? Also, are these on-site discussions or virtual. How many participants do you have each month? We would prefer sessions to be led by clinical professionals. Currently we conduct the sessions virtually, and do not track the number of participants in each session.