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HomeMy WebLinkAboutRFP - P989 EMPLOYEE ASSISTANCE PROGRAMSREQUEST FOR PROPOSAL CITY OF FORT COLLINS EMPLOYEE ASSISTANCE PROGRAM PROPOSAL NO. P989 The City of Fort Collins is requesting proposals from firms for an Employee Assistance Program (EAP) to be offered to approximately 1,400 employees. Written proposals, four (4) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524.. Proposals will be received before 2:00 p.m. (our clock), June 3, 2005. Reference Proposal No. P989. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions regarding scope of service, proposals submittal or process should be directed to David Carey, C.P.M., Buyer, phone: 970)�1-2191, email: dcareV65Dfcgov.com �N A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30989. 2. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.*sp 3. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO Director of Purchasing & Risk Management 2F North Mason `weer * Z"" T'hOff * I'.C2. RON 5,10 * 1011 CtsMUS, CO 80522-0580 * (<)?Ui 221-6,7715 * fax (070) 221-67V www.fe m.coni To participate in the RFP process vendors need to sign and return this Business Associate Agreement. BUSINESS ASSOCIATE AGREEMENT - SECURITY STANDARDS This agreement is entered into between and the City of Fort Collins. (Business Associate) Business Associate agrees that it will implement policies and procedures to ensure that its creation, receipt, maintenance, or transmission of electronic protected health information ("ePHI") on behalf of the City of Fort Collins complies with the applicable administrative, physical, and technical safeguards required to protect the confidentiality and integrity of ePHI under the Security Standards 45 CFR Part 164. Business Associate agrees that it will ensure that agents or subcontractors agree to implement the applicable administrative, physical, and technical safeguards required to protect the confidentiality and integrity of ePHI under the Security Standards 45 CFR Part 164. Business Associate agrees that it will report security incidents to the City of Fort Collins, Security Manager. By: PRINT NAME TITLE Please return to: City of Fort Collins Attn: Purchasing-RFP P.O. Box 580 Ft. Collins, CO 80522-0580 Or fax back to: (970) 221-6707 Date: SCOPE OF SERVICES Introduction The City of Fort Collins is requesting proposals from firms for an Employee Assistance Program (EAP) to be offered to approximately 1,400 employees. This will include providing confidential counseling, assessment and referral for individuals who may have substance -abuse, psychological, marital, family, financial, legal or other personal problems. It is the intent of the City to enter into an agreement with options to renew annually for five (5) years. Main Focus The main focus of this bid is as follows: Your organization must have the ability to provide eight (8) 50-minute counseling sessions per family member per problem per calendar year, to be provided in our geographic area. 2. Our Employee Assistance Program must have availability by phone twenty-four (24) hours/day, seven (7) days/week. There must be a short response time to initial phone call. The selected organization must have the resources to be able to schedule an appointment for non -crisis situation within five (5) days. If it is an emergency situation, the selected organization must have the resources to schedule an appointment within twenty-four (24) hours. 3. Employees must have access to qualified therapists, alcohol/drug abuse programs, financial and legal resources, support groups, etc. within our geographic area. 4. Your organization must have a system in place to provide effective follow-up with employees and their dependents who have utilized the EAP to ensure that the services provided were appropriate and effective. II. Additional Requirements 1. Employee Education a. Provide wallet -sized cards for current and new employees, with EAP phone number and process for using the services; b. Provide EAP informational posters and brochures as needed; c. Provide articles for employee newsletter as requested, usually monthly. d. Possibly visit City worksites to become familiar with employees and City functions. 2. Training: Act as a resource for training information and referrals. 3. Reports: Provide quarterly reports with usage, statistical and demographic information. III. Supplemental Bid Vendors should include an additional bid that includes providing additional training support in the form of seminars or workshops. Each session would be approximately one hour. A maximum of 12 sessions per year will be made available to groups ranging in size from 10 to 150 employees. If this additional option is chosen, the topics, times, and locations would be established between an EAP representative and a City representative. The schedule and materials directly provided by the EAP will be determined jointly by the EAP and the City representative. IV. Timetable The following is a proposed timetable developed for this project. You will be notified of any significant changes which might occur: Appendices, if required, sent to organizations that have returned Business Associate Agreements As agreements are returned to the City of Fort Collins Written questions due to The City May 13, 2005 Proposals due to The City June 3, 2005, 2:00 p.m. our clock Finalist vendors notified June 17, 2005 Onsite evaluations of finalists (if necessary) By July 1, 2005 Finalist negotiations (completed) July 8, 2005 Selection of recommended vendor(s) July 22, 2005 Plan effective date January 1, 2006 V. Submittals Requirements Submittals should include the following: 1. Explanation of firm's philosophy toward the role of EAP's. 2. Qualifications of your firm. 3. Number of clinicians available and qualifications/areas of expertise of the personnel proposed to perform the work. Provide a report that shows the percentage of employees that have access to one of your providers within 5 miles/10miles/20 miles or over. 4. Guaranteed maximum length of response time for call back to an employee. 5. Guaranteed maximum length of wait for appointment for emergency and non - emergency situations. 6. Information provided in quarterly usage/utilization reports. Provide us with examples of usage/utilization reports. 7. Experience with public entities. 8. A minimum of three (3) references from other organizations you have provided EAP services to during the past give (5) years. 9. Approach to customer service. (For example: Who receives the initial phone call and how is it processed? If working with a supervisor, does the supervisor call the EAP office or the therapist directly?) 10. Training programs available and general topics. 11. Cost per employee per month to cover the scope of services. 12. Cost per session for training programs — if the City elects this additional option. 13. Four (4) copies of written proposal. VI. Review and Assessment Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The City may at its option choose the highest ranked vendor based on the written proposals or select up to three of the top rated vendors for oral interview. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? VII Reference Evaluation (Top Ranked Firm) The Benefits Administrator will check references using the following criteria. The evaluation rankings will be labeled Outstanding/Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required for this project? Did they show flexibility and willingness to "go the extra mile" to ensure that the employees were given the appropriate amount and level of service? Timing Did the vendor effectively manage the customer's time? Were requests for information met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge Did the Professional possess the appropriate knowledge, skills and abilities, and resources to effectively administer this program? Was the contract operated smoothly? Other What problems (if any) did you encounter with this Professional?