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HomeMy WebLinkAboutRFP - P989 EMPLOYEE ASSISTANE PROGRAMSREQUEST FOR PROPOSAL CITY OF FORT COLLINS EMPLOYEE ASSISTANCE PROGRAM PROPOSAL NO. P989 PROPOSAL DATE: 2:00 p.m. (our clock) June 3, 2005 Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST 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) 416-2191, email: dcarey@fcgov.com 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.jsp 3. Come by Purchasing at 215 North Mason St., 2nd 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 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 ___________________________ (Business Associate) and the City of Fort Collins. 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: _________________________________ Date: ________________ ____________________________________ 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 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. I. Main Focus The main focus of this bid is as follows: 1. 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 FACTOR QUALIFICATION STANDARD 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 Work Hours Do the proposed cost and work hours compare 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? SA January 2005 3 (Sample Agreement for Review) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and ____________________________, hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ____ (____) page[s], and incorporated herein by this reference. 2. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ______________ (____) days following execution of this Agreement. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 3. Contract Period. This Agreement shall commence January 1, 2006, and shall continue in full force and effect until December 31, 2006, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ___ (_) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. SA January 2005 4 4. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 5. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: __________________________ ______________________________ __________________________ ______________________________ __________________________ ______________________________ In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 6. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($_________) [Optional Cost Breakdown is attached as Exhibit "B"] SA January 2005 5 7. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 8. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 9. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 10. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party SA January 2005 6 commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and medical professional liability insurance, including counseling, with limits of $1 million dollars per occurrence and $2 million dollars annual aggregate. 15. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit ___, consisting of _____ (____) page[s], attached hereto and incorporated herein by this reference. SA January 2005 7 CITY OF FORT COLLINS, COLORADO a municipal corporation By:_______________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date:_____________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as ____[insert name of business] By:_______________________________ __________________________________ PRINT NAME __________________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date:_____________________________ ATTEST: (Corporate Seal) _____________________________ CORPORATE SECRETARY REQUEST FOR PROPOSAL CITY OF FORT COLLINS EMPLOYEE ASSISTANCE PROGRAM PROPOSAL NO. P989 PROPOSAL DATE: 2:00 p.m. (our clock) June 3, 2005 Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST 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) 416-2191, email: dcarey@fcgov.com 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.jsp 3. Come by Purchasing at 215 North Mason St., 2nd 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 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 ___________________________ (Business Associate) and the City of Fort Collins. 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: _________________________________ Date: ________________ ____________________________________ 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 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. I. Main Focus The main focus of this bid is as follows: 1. 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 FACTOR QUALIFICATION STANDARD 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 Work Hours Do the proposed cost and work hours compare 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? SA January 2005 3 (Sample Agreement for Review) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and ____________________________, hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ____ (____) page[s], and incorporated herein by this reference. 2. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ______________ (____) days following execution of this Agreement. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 3. Contract Period. This Agreement shall commence January 1, 2006, and shall continue in full force and effect until December 31, 2006, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ___ (_) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. SA January 2005 4 4. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 5. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: __________________________ ______________________________ __________________________ ______________________________ __________________________ ______________________________ In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 6. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($_________) [Optional Cost Breakdown is attached as Exhibit "B"] SA January 2005 5 7. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 8. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 9. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 10. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party SA January 2005 6 commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and medical professional liability insurance, including counseling, with limits of $1 million dollars per occurrence and $2 million dollars annual aggregate. 15. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit ___, consisting of _____ (____) page[s], attached hereto and incorporated herein by this reference. SA January 2005 7 CITY OF FORT COLLINS, COLORADO a municipal corporation By:_______________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date:_____________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as ____[insert name of business] By:_______________________________ __________________________________ PRINT NAME __________________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date:_____________________________ ATTEST: (Corporate Seal) _____________________________ CORPORATE SECRETARY Administrative Services Purchasing Divison Page 1 of 3 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Bid: P989 OPENING DATE: 2:00 P.M. (Our Clock) June 3, 2005 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Questions and Answers: 1. What vendor currently has the EAP contract? Horizon Health 2. What is the current 8-Visit EAP PEPM rate? If renewal rates have been issued, what is the proposed renewal rate? $3.40 per employee per month ($58,303 annually). Will not know renewal rate until Fall 2005. 3. Do you want work/life services (e.g., legal consultation with attorneys, child/elder care referrals, financial consultation) included? Currently offer legal services and financial consultants through the EAP. 4. What has been the utilization rate over the last 3 years? 2004 = 14.46% 2003 = 13.85% 2002 = Not readily available 5. How many trainings have been conducted over the past 2 years? No training conducted by vendor, cost savings. EAP attends Health Fair. HR discusses at New Employee Orientation and Open Enrollment. Page 2 of 3 6. How is the utilization determined? Is it based upon all contacts or only face to face appointments? All Contacts. 7. Is the expectation that SAP services be included in this proposal? No. 8. What is the average number of face-to-face EAP sessions per open episode? Unknown. 9. What was the face-to-face EAP utilization for 2003 and 2004 - This would be limited to face-to-face counseling sessions and would not include and telephonic referrals etc. Unknown. 10. Since the RFP does not have questions, may we submit a standard proposal as long as it meets Section V - Submittals Requirements? Yes. 11. Please provide a census file so that we may provide the clinician report as outlined in Section V, number 3. Vendor needs to sign and return the Business Associate Agreement included in the RFP and provide written request prior to the City of Fort Collins sending census file. 12. Would City of Fort Collins consider integrating both EAP and Behavioral Health Services (Mental Health Substance Abuse benefits)? We can demonstrate how integrating EAP and Behavioral Health services provides better member outcomes, removes the disruption factor of members having to change providers if the need to transition into the benefit plan after accessing EAP services, and increases the Return on Investment (ROI) for City of Fort Collins. No. Page 3 of 3 13. Please describe how City of Fort Collins currently handles Department of Transportation regulated employees who test positive for alcohol and/or drugs? Does the current EAP vendor provide the required Substance Abuse Professional Evaluation, Return to Work Assessment, and ongoing monitoring? If the current EAP vendor does provide this service, is it included in the basic EAP rates or is there a case rate for DOT issues? Through SAP 14. Why is City of Fort Collins issuing an EAP RFP? Current vendor contract expires 12/31/2005. 15. How is the relationship with the current EAP vendor? Are there specific areas that have worked well? Are there specific areas that could be improved on? If so, please elaborate on these areas. Working relationship with current EAP vendor is positive and their response time is excellent. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST 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) 416-2191, email: dcarey@fcgov.com 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.jsp 3. Come by Purchasing at 215 North Mason St., 2nd 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