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HomeMy WebLinkAboutRFP - 7677 EMPLOYEE ASSISTANCE PROGRAM (2)Addendum 1 – 7677 Employee Assistance Program Administration Page 1 of 4 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7677: EMPLOYEE ASSISTANCE PROGRAM ADMINISTRATION OPENING DATE: 3:00 PM (Our Clock) August 18, 2014 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 and Answers Please contact Jill Wilson, Buyer at (970) 221-6216 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. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 7677 Employee Assistance Program Administration Page 2 of 4 Exhibit 1 Questions and Answers 1. Who is the City's current EAP provider? MHN - a Health Net Co. 2. How long has this firm been providing EAP services for the City? Since January 2010. 3. Why is the City going out to bid at this time? City requirement to bid every 5 years. 4. What is the current per employee per month rate or annual contract dollar amount? $2.36 since January 2010 5. How has the City promoted the EAP – has it been promoted primarily through print or electronic communications? Print, Electronic, Open Enrollment, HR Roadshow meetings and Supervisors/Managers. 6. Does the current EAP include toll free telephone access to attorneys for assistance with legal matters? Yes – 60 minute free consultation. 7. Does the current EAP include toll free telephone access to financial professionals for assistance with financial matters? Yes – 60 minute free consultation. 8. Does the current EAP include toll free telephone access for assistance with work-life issues such child care, elder care, etc.? Yes. 9. If legal, financial, and work life services are not currently included in the City’s current program, does the City want these quoted separately or are these services considered out of scope? Yes, included and is in scope. 10. Can the City provide an employee census in order to perform a network match (zip codes only required)? Census data presented after Letter of Confidentiality is signed, dated and returned. 11. How many hours of on-site Critical Incident Stress Debriefings are included in the City's current contract on an annual basis? Unlimited. 12. How many hours of on-site Critical Incident Stress Debriefings were performed over each of the last three years? See utilization reports. Utilization reports issued after Letter of Confidentiality is signed, dated and returned. 13. How many hours of on-site orientations, personal development workshops, and health fair participation are included in the CPA's current contract on an annual basis? Addendum 1 – 7677 Employee Assistance Program Administration Page 3 of 4 As needed in person for orientation seminars. Management Consults/Job Performance Referrals and related follow-ups. Twelve one- hour training sessions. One Health Fair. 14. How many hours of on-site orientations, personal development workshops, and health fair participation were performed over each of the last three years? No workshops; one annual Health Fair participation. See utilization reports for other information. 15. Is the annual Health Fair held at one location or multiple locations? How long is the Health Fair? One location, one day. 16. What is the average number of counseling sessions used per EAP case? See utilization reports. Utilization reports issued after Letter of Confidentiality is signed, dated and returned. 17. When will responses to clarification questions be available? Will they be posted online or emailed? Addendum posted on BuySpeed on August 11, 2014. 18. What are the fees currently for the 8 session EAP model? $2.36 per employee per month. 19. Please provide the number of sessions of in-person counseling provided or average number of visits per clinical case for the utilization reports provided. Eight visits per person, per problem, per year. 20. What special services/needs does the City anticipate the vendor would need to contract for outside of the network or what services has this applied to historically? Special programming on a topic like wellness or career counseling, where a local counselor may not be qualified. 21. Please provide clarification on the question related to a one- off contract for specialized counseling. What types of services does the City anticipate the vendor providing under this kind of contract or how has this been used historically? We have had a few one- off contracts for specialized counseling. One was a grief counselor that specialized in losing a pet. More include a special counselor that was recommended for a special needs child and another specialized in working with adolescents. 22. RFP Proposal Format: The RFP notes that the preferred proposal submission format is via email and that responses can be provided in either Word or PDF format. Does the City have a preference (i.e. one PDF with all of the requested documents, exhibits, etc. or a zip file containing all of the items separately)? Can you please confirm the maximum size of attachments that the City’s email server can receive? The City prefers to have a single file format but does accept zip files. The maximum size our email server can accept is 20MB. 23. Scope of Services, Section I. Introduction: It is noted in this section that the intent of the City is to enter into an Agreement, with options to renew the Agreement for additional one (1) year terms, to a maximum of four (4) additional one (1) year terms. Is the City asking bidders to provide a rate guarantee for a four (4) year period? Addendum 1 – 7677 Employee Assistance Program Administration Page 4 of 4 Rate guarantees are evaluated during the RFP process and can be negotiated during contracting but the City is not requiring a four year rate guarantee. 24. Scope of Services, Section VI. Proposal Requirements, Item 3: Will you be providing a census file so we can produce the requested GeoAccess report? Also, can you please confirm that you are looking for a radius search report on this request? Census file is sent to individuals who sign, date and return the Letter of Confidentiality. 25. Scope of Services, Section IV. Supplemental Proposal, Item 1: Can you please confirm that this request is regarding Employer Service Hours? 12 sessions of additional educational programing, such as lunch and learn programs. Each session would be one hour. 26. Scope of Services, Section VI. Proposal Requirements, Item 12: This item notes requesting three references, but there are no details provided as to what information on the references we need to provide. Can you please advise what information you want bidders to provide for the three references (i.e. Contact Name, Title, Phone, etc.)? The intent is for the proposals to provide the basic contact information, i.e. name, title, phone number and email so the Project Manager can contact for references. 27. Please explain more about your career counseling program. Does your current provider have a career counseling program in place for the City? What are the career counselor credentials? How much does the City pay for this service or is it included in the base fee? The current provider does not offer these counselors at this time. These are counselors that help employees and/or their family members with career changes, skill assessment, succession planning initiatives, etc. Credentials unknown. Base fee N/A. 28. Please provide insight into the condition of your workforce. Are there specific issues facing your workforce and HR (i.e. stress, morale, etc.)? Review of utilization reports should answer this question. 29. Have there been any major or unusually stressful events experienced by your organization in the last year (i.e. reductions in force, critical incidents, restructuring, etc.)? Two critical incidents in 2014. No reduction in force. City departments are continually looking for ways to create efficiencies so many departmental reorganizations take place but usually resulting in no employee loses. This is a budget year which is a very detailed process and can create work above the employee’s normal duties which may cause stress and fatigue. 30. Have you used the EAP to help improve employee morale in the past? Only on an individual basis, not organizational wide effort 31. Do you look to your EAP provider to help improve the engagement and productivity of your employees? Only on an individual basis, not an organizational- wide effort. 32. On a scale of 1 to 10, how would you rate the day-to-day stress levels currently experienced by your employees? Review of utilization reports should help to answer this question.