2025_020_RFP for Employee Assistance Program .pdf

Department of Purchasing and Contracting Maloof Administration Building, 1300 Commerce Drive, 2nd Floor, Decatur, Georgia 30030

March 17, 2025

REQUEST FOR PROPOSALS (RFP)

FOR

EMPLOYEE ASSISTANCE PROGRAM

(FIVE (5) YEAR MULTIYEAR CONTRACT)

DEKALB COUNTY, GEORGIA

Solicitation No.:

Procurement Agent:

2025-020-RFP

Yesenia Diaz

Email: ydiaz@dekalbcountyga.gov

Mandatory DeKalb First LSBE Meeting:

(Responders must attend 1 meeting on either of the dates listed.)

March 19, 2025 and March 26, 2025 (Meetings are held at 10:00 a.m. and 2:00 p.m.)

For attendance instructions, utilize the following link:

https://www.dekalbcountyga.gov/purchasing-contracting/general-information

Non-Mandatory Pre-Proposal Conference: 2:30 p.m. ET, March 24, 2025, Via Zoom Webinar:

https://dekalbcountyga.zoom.us/s/86708415994

Deadline for Submittal of Questions: 5:00 p.m. ET, March 28, 2025 Deadline for Receipt of Proposals: 3:00 p.m. ET, April 16, 2025

Proposal Opening 3:00 p.m. ET, April 16, 2025, Via Zoom

Webinar:

https://dekalbcountyga.zoom.us/s/81522417915

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP TO THE

DEPARTMENT OF PURCHASING AND CONTRACTING OF DEKALB COUNTY

GOVERNMENT ON OR BEFORE THE STATED DATE AND TIME WILL BE SOLELY AND

STRICTLY THE RESPONSIBILITY OF THE RESPONDER.

TABLE OF CONTENTS

Section Page

I. INTRODUCTION 3

II. SCOPE OF WORK 4

III. PROPOSAL FORMAT 5

A. Cost Proposal 5 B. Technical Proposal 5 C. DeKalb First Ordinance 8 D. Federal Work Authorization Program 8

IV. CRITERIA FOR EVALUATION 9

V. CONTRACT ADMINISTRATION 9

A. Standard County Contract 9 B. Submittal Instructions 9 C. Non-Mandatory Pre-Proposal Conference 10 D. Questions 10 E. Acknowledgement of Addenda 10 F. Proposal Duration 11 G. Project Director/Contract Manager 11 H. Expenses of Preparing Responses to this RFP 11 I. Georgia Open Records Act 11 J. First Source Jobs Ordinance 11 K. Business License 11 L. Ethics Rules 12 M. Right to Audit 12 N. Cooperative Agreement 12

VI. AWARD OF CONTRACT 13

Attachment A. Scope of Services 14 Attachment B. Cost Proposal 18 Attachment C. Contractor Affidavit 20 Attachment D. Subcontractor Affidavit 21 Attachment E. Sub-subcontractor Affidavit 22 Attachment F. Contractor Reference and Release Form 23 Attachment G. Subcontractor Reference and Release Form 24 Attachment H. DeKalb First LSBE Information & Exhibits 25 Attachment I. First Source Jobs Ordinance Information Forms 34 Attachment J. Sample County Contract 38 Attachment K. Exceptions to the Contract (if any) 59 Attachment L. Proposal Cover Sheet 60

I. INTRODUCTION

A. Purpose

DeKalb County Government (the County) seeks electronic proposals from qualified firms with professional experience in managing a comprehensive Employee Assistance Program (EAP) to include the services contained in this Request for Proposals (RFP), to submit proposals for 2025-020-RFP Employee Assistance Program (Five (5) Year Multiyear Contract).

B. Background

DeKalb County Government has a workforce of approximately 7,000 full-time and part-time employees. The County’s employees are its most valuable resource. Personal issues often diminish an employee’s ability to function at optimum levels, which negatively impacts productivity. Support offered to employees, especially during the earliest and most preventive stages of a problem, can help them remedy a potentially debilitating issue.

When employees are healthier, the cost associated with absenteeism, loss of productivity and health insurance usage is reduced.

A happier workforce is a more productive workforce.

C. Objective

The Employee Assistance Professional Association (EAPA) defines "EAP" as a worksite-based program designed to assist: (1) work organizations in addressing productivity issues, and (2) "employee clients" in identifying and resolving personal concerns, including health, marital, family, financial, drug, legal, emotional, stress, or other personal issues that may affect job performance.

EAP shall be comprehensive, maintaining best practices in delivering EAP services to DeKalb County employees, their spouse/domestic partner, dependent, or household member, and anticipating and meeting client needs. It must guarantee complete confidentiality, privacy and protection of EAP records, client confidentiality for voluntary self-referral as well as County-initiated referral, except in cases where the threat of violence is a potential hazard to themselves or others. It should also work with the County’s health plans to ensure coordination of benefits.

The program must be designed to include, but not be limited to, diagnostic counseling and, if necessary, referral assistance in the areas of grief, psychological, alcohol and drug abuse, occupational problems, anger management, domestic/workplace violence, personal, family, and marital problems, legal and financial problems, stress and mental health problems, and compulsive gambling.

The County seeks an EAP that fulfills the EAPA definition and meets all of the criteria outlined in Attachment A, Scope of Services. Services must be offered and delivered via phone, video-based counseling, online chatting, e-mail interactions and face-to-face. The

Contract is a Five (5) Year Multiyear Contract. The Contractor shall commence the work within ten (10) days from the Notice to Proceed (“Commencement Date”) and fully complete the work within one thousand, eight hundred twenty five days (1825) days from and including the Commencement Date.

The County is requesting proposals for three (3) tiers of pricing based on the number of counseling sessions provided per person, per problem and per contract year with a work/life component. The tier determined to be in the best interests of the County will be awarded. The tiers are as follows:

1. Tier 1 – four (4) counseling sessions.

2. Tier 2 – six (6) counseling sessions.

3. Tier 3 – eight (8) counseling sessions.

D. Required Documents

The following Required Documents Checklist includes a list of attachments which are requested to be completed and returned with Responder’s technical proposal:

Required Documents Attachment Cost Proposal Form (1 copy, separate & sealed)* B Contractor Affidavit C Subcontractor Affidavit D Sub-subcontractor Affidavit E Contractor Reference and Release Form F Subcontractor Reference and Release Form (make additional copies as needed)

G

LSBE Documents – Exhibits 1 and 2* H First Source Jobs Ordinance Acknowledgement Form

I, Exhibit 1

New Employee Tracking Form I, Exhibit 2 Exceptions to the Standard County Contract, if any K Proposal Cover Sheet* L Business License -

*Failure to return these attachments with your proposal will render your proposal non-responsive.

II. SCOPE OF WORK

Contractor shall provide services as defined in Attachment A, Scope of Services, attached hereto and included herein by reference.

III. PROPOSAL FORMAT

Proposals shall not exceed forty (40) single-sided pages in length. Cover pages, fly sheets, dividers, requested samples and required documents will not count towards the forty (40) page limit. Responders are required to submit their proposals in the following format:

A. Cost Proposal

1. The cost proposal must be submitted electronically in a separate pdf via the County eProcurement Portal at https://procurement.opengov.com/portal/dekalbcountyga, for 2025-020-RFP Employee Assistance Program (Five (5) Year Multiyear Contract)”.

2. The pdf containing the cost proposal should be uploaded separately as an additional attachment and should not be included with the technical proposal documents

3. DO NOT INCLUDE FEES OR COSTS IN ANY AREA OUTSIDE OF THE

COST PROPOSAL. Including fees in any area outside of the Cost Proposal in its separate, sealed envelope may result in Responder’s proposal being deemed non-responsive.

4. Responders are required to submit their costs on Attachment B, Cost Proposal Form.

Responder shall not alter the cost proposal form.

B. Technical Proposal

Responders should complete Attachment L, Proposal Cover Sheet, and include this as the first page of the technical proposal, followed by the Introduction, Technical Approach, Project Management, Organizational Qualifications, Personnel, Financial Responsibility, References, and the remaining required documents (see Section I. D. for the list of required documents). To ensure that all requested information is captured in the proposal, responder should use the format as provided below to respond to this RFP. The Technical Proposal shall not contain any cost information, or the proposal will be deemed non-responsive.

Technical Proposals must be submitted electronically via the County eProcurement Portal at https://procurement.opengov.com/portal/dekalbcountyga.

DO NOT INCLUDE ANY COSTS OF ANY KIND IN THE TECHNICAL PROPOSAL.

1. Introduction:

Provide general information about your company to include:

a. Firm name and address;

b. Former firm names, joint venture information, out of state offices, as applicable;

c. A statement of which office shall handle the project, if multiple offices exist;

d. A clear and concise response as to why the County should select your firm for this project;

e. Statement of previous projects or contracts with DeKalb County Government, if any;

f. A list of any litigations, arbitrations, or mediations in which the firm has been involved in the past five (5) years involving claims for more than $50,000 made by a County against the firm or by the firm against the County, and indicate the disposition of each claim, the name of the County, and the nature of the claim;

g. A statement of whether or not the Responder has been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government;

and

h. A statement that the proposal shall remain in effect for and not be withdrawn for one-hundred fifty (150) days after the due date to the County.

2. Technical Approach:

Responders are required to describe the procedures and methods that shall be used to achieve the required outcomes of the project as specified herein. This section shall include the following information in the order listed:

a. Describe the proposed approach to meet the objectives outlined herein. The

Responder shall respond in narrative for with their approach a methodology for the following categories:

i. Assessments

ii. Counseling

iii. Services

b. Provide an implementation plan describing the steps that the Responder will take upon execution of a contract resulting from this RFP to assume all responsibilities including a timeline for such activities.

c. Based on your current network, how long is the average wait time for a routine appointment with a psychiatrist or advanced practice psychiatric nurse?

i. Describe how you will help to ensure that our members have access to these services.

ii. How will you be aware that a member is having difficulty securing an appointment?

iii. Please provide a detailed outline of how you will assist members needing an appointment.

iv. Include a listing of the County’s responsibilities and the Responder’s responsibilities required.

3. Service Delivery Management:

This section shall include the following information in the order listed:

a. Describe how the services will be organized and managed.

b. Describe your quality assurance program to ensure compliance by staff, subcontractors, and referral network.

c. Describe progress reporting procedures.

d. Include the anticipated use of subcontractors or vendors and describe the exact nature of the services they will provide.

e. Describe the resources necessary to accomplish the purpose of the contract.

4. Organizational Qualifications:

a. Describe Responder’s experience, capabilities and other qualifications for the services detailed herein.

b. Provide a list of the Responders referral network.

c. Describe staff qualifications for individuals who will be responding to the 24-hour crisis line and online contact by clients.

d. Describe Information Systems support for the call center member services representatives, including tracking calls/correspondence and access to other data (e.g., claims data, provider information).

e. Describe back up call center operational readiness in the event of a natural disaster, etc.

f. Provide a statement of whether or not the Responder has been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.

5. Personnel:

a. Identify the individuals who will be part of the service team.

b. Include any outside personnel, such as subcontractors.

c. Provide five (5) sample resumes of individuals who are members of the referral network and will be providing services in the crisis counseling and assessment categories. Sample resumes shall include certification(s) and advanced degree(s) of all individuals who will directly be providing services.

6. Financial Responsibility:

a. Provide the Responder’s year of incorporation along with financial information.

b. Provide financial statements for the last three (3) years that evidences the

Responder’s financial capabilities to perform the Statement of Work. (Audited statements are preferable but a minimum of balance sheet, income statement and cash flow statement may be accepted.)

7. References:

a. Provide at least three (3) references for services similar or larger in size and scope to the services described within this document using the Contractor Reference and Release Form attached hereto as Attachment F.; and

b. Provide three (3) references for each subcontractor proposed as part of the project team. The references shall be for the same or similar types of services to be performed by the subcontractor (including LSBE-DeKalb and LSBE-MSA firms) on projects similar in size and scope to the anticipated subcontract to the project outlined in this RFP. Use Attachment G, Subcontractor Reference and Release Form. Make additional copies as needed.

B. DeKalb First Ordinance

1. It is the objective of the Chief Executive Officer and Board of Commissioners of DeKalb

County to provide maximum practicable opportunity for all businesses to participate in the performance of government contracts. The current DeKalb County List of Certified DeKalb First Local Small Business Enterprise (LSBE) Vendors may be found on the DeKalb County website.

2. It is required that all Responders attend the mandatory LSBE meeting on at least one of the meeting dates provided on the first page of the solicitation or subsequent addenda, and comply with, complete and submit all LSBE forms (Attachment H, DeKalb First LSBE Information with Exhibits 1 and 2) with the proposal in order to remain responsive. Attendance can be via video conference or teleconference. Please visit the following link for instructions on how to attend remotely:

https://www.dekalbcountyga.gov/purchasing-contracting/general-information.

3. For further details regarding the DeKalb First Local Small Business Enterprise

Ordinance, contact the LSBE Program representative at (404) 371-7051.

C. Federal Work Authorization Program Contractor and Subcontractor Evidence of Compliance

All qualifying Responders and subcontractors performing work with DeKalb County, Georgia must register and participate in the Federal work authorization program to verify the work eligibility information of new employees. Successful Responder(s) shall be required to register and participate in the Federal work authorization program which is a part of Attachment J, Sample County Contract. Attachment C, Contractor Affidavit, should be completed and submitted with the Responder’s proposal.

IV. CRITERIA FOR EVALUATION

The following evaluation criteria with maximum points stated below will be used as the basis for the evaluation of proposals.

A. Cost Proposal (15 points)

B. Technical Proposal (75 points):

1. Technical Approach (20 points)

2. Service Delivery Management (20 points)

3. Personnel (10 points)

4. Organizational Qualifications (10 points)

5. Financial Responsibility (10 points)

6. References (5 points)

C. Local Small Business Enterprise Participation (10 points)

D. Optional Interview (10 points) – bonus

The County reserves the right to conduct optional interviews with all responders or a short-listed group of responders. The Evaluation Committee may award a maximum of ten (10) points to each interviewed responder. If the County determines that it is in its best interest to develop a short list of responders for interview, it shall be based on the following calculation:

Highest Responder Score – 10 points = Short-listed Score (Example: 91 – 10 = 81. Any responder with a score of 81 or greater would be interviewed.)

V. CONTRACT ADMINISTRATION

A. Standard County Contract

The attached sample contract is the County’s standard contract document (see Attachment J), which specifically outlines the contractual responsibilities. All Responders should thoroughly review the document prior to submitting a proposal. Any proposed revisions to the terms or language of this document must be submitted in writing with the Responder’s response, on Attachment K, Exceptions to the County Standard Contract, to the request for proposals.

Since proposed revisions may result in a proposal being rejected if the revisions are unacceptable to the County, responders should review any proposed revisions with an officer of the firm having authority to execute the contract. No alterations can be made in the contract after award by the Board of Commissioners.

B. Submittal Instructions

1. One (1) Technical Proposal and one (1) Cost Proposal (see Section III. A. for additional instructions regarding submittal of Cost Proposal), must be submitted electronically via the County eProcurement Portal https://procurement.opengov.com/portal/dekalbcountyga, no later than 3:00 p.m. on April 16, 2025.

Proposals must be clearly labeled with the Responder’s name and “2025-020-RFP for Employee Assistance Program (Five (5) Year Multiyear Contract)”.

2. Proposals may be received up to but not later than 3:00pm on April 16, 2025, via the County eProcurement Portal located at https://procurement.opengov.com/portal/dekalbcountyga.

The County eProcurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. DeKalb County strongly recommends completing your response well ahead of the deadline Responders should plan enough time to ensure that they will be able to deliver their submission prior to our deadline. Late submissions, for whatever reason, will not be evaluated. Responders should plan their submittals accordingly. Paper, telephone or fax proposals will not be accepted.

C. Non-Mandatory Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at 2:30 p.m. via Zoom video conferencing. Interested Responders are strongly encouraged to attend and participate in the pre-proposal conference. For information regarding the pre-proposal conference, please contact Yesenia Diaz at ydiaz@dekalbcountyga.gov

D. Questions

All questions concerning this RFP and requests for interpretation of the Contract may be asked and answered during the pre-proposal conference; however, oral answers are not authoritative. Responders shall submit all inquiries regarding this Proposal via the County eProcurement Portal, located at https://procurement.opengov.com/portal/dekalbcountyga.

Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County eProcurement Portal. Responders may also click “Follow” on this solicitation to receive an email notification when answers are posted. It is the responsibility of the responder to check the website for answers to inquiries. Questions must be submitted via the County eProcurement Portal by 5:00 p.m. on March 28, 2025. Questions and requests for interpretation received by the Department of Purchasing and Contracting after this date may not receive a response or be the subject of addenda.

E. Acknowledgement of Addenda

Addenda may be issued in response to changes in the RFP. Responders are required to register for an account via the County eProcurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on the solicitation. Ultimately, it is the sole responsibility of each responder to periodically check the site for any addenda at https://procurement.opengov.com/portal/dekalbcountyga. It is also the responsibility of the Responder to ensure awareness of all addenda issued for this solicitation.

F. Proposal Duration

Proposals submitted in response to this RFP shall be valid for a period of one hundred fifty

(150) days from the proposal submission deadline and must be so marked.

G. Project Director/Contract Manager

The County will designate a Project Director/Contract Manager to coordinate this project for the County. The successful Responder will perform all work required pursuant to the contract under the direction of and subject to the approval of the designated Project Director/Contract Manager. All issues including, payment issues, shall be submitted to the Project Director/Contract Manager for resolution.

H. Expenses of Preparing Responses to this RFP

The County accepts no responsibility for any expenses incurred by the Responders to this RFP. Such expenses are to be borne exclusively by the Responders.

I. Georgia Open Records Act

Without regard to any designation made by the person or entity making a submission, DeKalb County considers all information submitted in response to this invitation or request to be a public record that will be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. §50-18-70 et seq., without consulting or contacting the person or entity making the submission, unless a court order is presented with the submission. Responder may wish to consult an attorney or obtain legal advice prior to making a submission.

J. First Source Jobs Ordinance

The First Source Ordinance is a public regulation which requires contractors and beneficiaries of eligible DeKalb County projects to make a good faith effort to hire fifty (50) percent of all jobs using the First Source Registry. Beneficiaries are immediate recipients of county grants or community development block funds administered by the county of at least $50,000.

Contractors include an individual or entity entering into any type of agreement with the county, funded in whole or in part with county funds. WorkSource DeKalb (WSD) maintains the First Source Registry, comprised of qualified and trained DeKalb County residents. Business Solutions Unit (BSU) is available to assist the employer with selecting the most qualified candidate by using the First Source Registry to meet the company’s hiring needs. WSD manages the First Source program through the Business Solutions Unit by assigning a specific BSU Specialist. The First Source process is conducted similarly to the BSU business service request process. The BSU Specialist works closely with employers using TALEO and BSU processes to ensure the hiring needs of the employers are met.

For more information on the First Source Jobs Ordinance requirement, please contact WorkSource DeKalb at https://www.dekalbcountyga.gov/workforce-center/welcome-workforce-development or 404-687-3400.

K. Business License

Responder shall submit a copy of its current, valid business license with its proposal or upon award. If the Responder is a Georgia corporation, Responder shall submit a valid county or city business license. If the Responder is not a Georgia corporation, Responder shall submit a certificate of authority to transact business in the state of Georgia and a copy of its valid business license issued by its home jurisdiction. If Responder holds a professional certification which is licensed by the state of Georgia, then Responder shall submit a copy of its valid professional license. Any license submitted in response to this requirement shall be maintained by the Responder for the duration of the contract.

L. Ethics Rules

Responders are subject to the Ethics provision within the DeKalb County Purchasing Policy;

the Organizational Act, Section 22A, the Code of DeKalb County; and the rules of Executive Order 2014-4. Any violations will be addressed, pursuant to these policies and rules.

To the extent that the Organizational Act, Section 22A, the Code of DeKalb County, and the rules of Executive Order 2014-4 allow a gift, meal, travel expense, ticket, or anything else of value to be purchased for a CEO employee by a contractor doing business with the County, the contractor must provide written disclosure, quarterly, of the exact nature and value of the purchase to the Chief Integrity Officer, if created, or the Finance Director or his/her designee.

Every contractor conducting business with the County will receive a copy of these ethical rules at the time of execution of the contract.

M. Right to Audit

The County shall have the right to audit all books and records, including electronic records, relating or pertaining to this contract or agreement, including but not limited to all financial and performance related records, property, and equipment purchased in whole or in part with County funds and any documents or materials which support those records, kept under the control of the Contractor, including but not limited to those kept by the Contractor's employees, agents, assigns, successors and subcontractors. The County also has the right to communicate with Contractor's employees related to the audited records.

The Contractor shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of this contract and for seven (7) years after termination or expiration, including any and all renewals thereof. The books and records, together with supporting documents and materials shall be made available, upon request to the County or its designee, during normal business hours at the Contractor's office or place of business. In the event that no such location is available, then the books, records, and supporting documents shall be made available for audit at a time and location which is convenient for the County.

DeKalb County assures every effort will be made to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are federally funded or not. In addition, DeKalb County will take reasonable steps to provide meaningful access to services for persons with Limited English Proficiency (LEP).

N. Cooperative Procurement

The County through the Department of Purchasing and Contracting may permit piggybacks to this contract from other city, county, local authority, agency, or board of education if the vendor will extend the same prices, terms, and conditions to the city. Piggybacking shall only be available where competition was used to secure the contract and only for a period of 12-months following entry, renewal or extension of the contract. This provision shall not apply to any contract where otherwise prohibited or mandated by state law.

VI. AWARD OF CONTRACT

A. An evaluation committee will review and rate all proposals and shall determine if interviews are necessary.

B. If interviews are conducted, firms may be scheduled for an oral presentation to the evaluation committee, not to exceed one (1) hour’s duration, in order to respond to questions from the evaluation committee relevant to the firm’s proposal.

C. The evaluation committee will make its recommendation for award to the DeKalb County

Board of Commissioners, who will make the final decision of contract award.

D. The County reserves the right to make one (1) award or multiple awards.

THE COUNTY RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS, TO

WAIVE INFORMALITIES, AND TO RE-ADVERTISE.

Sincerely, Yesenia Diaz Procurement Agent Department of Purchasing and Contracting

Attachment A: Scope of Services Attachment B: Cost Proposal Attachment C: Contractor Affidavit Attachment D: Subcontractor Affidavit Attachment E: Sub-subcontractor Affidavit Attachment F: Contractor Reference and Release Form Attachment G: Subcontractor Reference and Release Form Attachment H: DeKalb First LSBE Information with Exhibits 1-2 Attachment I First Source Jobs Ordinance Information with Exhibits 1-4 Attachment J:

Attachment K:

Attachment L:

Sample County Contract Exceptions to the Contract (if any) Proposal Cover Sheet

ATTACHMENT A

SCOPE OF SERVICES

The selected service provider must provide services throughout a nationwide network with availability within Georgia and specifically DeKalb County, Georgia. The service provider must deliver the services as outlined in this scope and demonstrate a proven track record of success in performing these functions. The service provider (hereinafter referred to as Contractor) must have operated under its current name, delivering comparable services, for at least three (3) years.

The Contractor shall be able to provide various forms of employee assistance and behavioral health services, including but not limited to, mental health assessments, ongoing mental health counseling, crisis intervention, substance abuse counseling, legal, financial, and family and marital counseling.

All individuals performing these services shall have the appropriate licenses/credentials.

The Contractor will perform services and meet the criteria referenced below:

A. Assessments: Conduct an initial interview to assess the nature and severity of the client’s problem and explain the purpose and function of the Employee Assistance Program (EAP). After the initial screening, the Contractor will arrange the appropriate treatment referral consistent with the needs of the client. These treatment sessions do not include psychological testing.

NOTE: Assessments for disability determination fall under medical or psychiatric evaluations and are not included in services under EAP.

The Contractor shall provide the following special types of assessments:

1. Crisis or Emergency: Evaluate an employee, spouse/domestic partner, dependent, or household member in crisis to determine the appropriate intervention or treatment. These assessments will be conducted regardless of whether the client has exhausted their EAP benefits for the contract year.

2. Threat of Violence Potential: Screen an employee for potential violence. Immediately notify the DeKalb County Human Resource Director, or designee, if an employee is deemed a potential hazard to themselves or others. Confidentiality is emphasized, but exceptions may be made in case of a threat.

3. Substance Abuse: Assess the type and severity of substance abuse and recommend the appropriate level of treatment. These assessments may include questionnaires and brief screening tools.

4. Referral: Provide appropriate referrals for services not covered under the EAP or not provided by the Contractor, such as psychiatric/medical services, psychological testing, substance abuse treatment, long-term psychotherapy, inpatient treatment, legal, financial, or other non-psychological counseling. Referrals will prioritize providers covered by the employee’s or dependent’s insurance, supplemented by community resources as needed. The Contractor is not responsible for any charges incurred from such referrals.

5. Return to Workplace: Provide a return-to-work consultation to ensure a smooth transition to work for those who have been absent due to medical, substance abuse, or other conditions/situations requiring time away from the workplace.

B. Counseling: Provide short-term counseling (up to six counseling sessions per person per issue, based on the service tier selected by the County) for eligible employees, their spouses or domestic partners, dependents, and household members at no charge to employees. Clients are responsible for costs associated with continued services provided by medical or counseling professionals.

Qualified EAP counselors must be available during regular business hours for scheduled counseling sessions. Evening and weekend appointments will be made available in most offices upon advance scheduling.

The Contractor shall provide the following special types of counseling:

1. Short-term: Provide in-depth diagnostic counseling for minor problems to help employees resolve or manage presenting issues. EAP counselors must be appropriately licensed/credentialed and available in sufficient numbers and locations to deliver services for urgent and non-urgent matters nationwide, including Georgia and DeKalb County. Services will consist of outpatient counseling provided by master's or doctoral-level professionals.

EAP services do not cover treatment for serious or chronic psychological disorders, psychiatric disorders, substance abuse, or conditions requiring medication.

2. Grief: Assist clients coping with grief due to the loss of a loved one, co-worker, or catastrophic event, helping them normalize the event and resume a reasonable level of functioning.

3. Critical Incident: Provide a one-time, per incident, crisis intervention at the worksite(s) for traumatic events that affect the performance and attitude of the staff (e.g., a bomb threat, death, industrial accident, robbery, the suicide of a co-worker, or mass casualty incidents). Contractor must be prepared to respond to crisis intervention requests with as little as one hour’s notice. Twenty-four (24) hours of onsite and/or virtual Critical Incident response are included each contract year. Cancelations in twenty-four (24) hours or more of a scheduled onsite event will not be counted as hours used.

C. Services: Provide additional crisis and administrative services for County management, eligible employees, their spouses or domestic partners, dependents, and household members pertaining, but not limited to, emergency accessibility, tracking, reporting, training, utilization, etc., at no charge to employees.

The Contractor must provide the following additional services:

1. Crisis Line: Provide a 24-hour crisis line for emergencies and a toll-free telephone number accessible from the United States for access by the County's employees, their dependents, and household members. Professional crisis response must be provided through live, immediate telephone counseling 24 hours per day, 7 days per week, 365 days a year. A Telecommunications Device for the Deaf (TDD) must be available for individuals who are hearing impaired.

2. Case Management: Provide limited case management for emergencies referred to outside resources for continued assessment and/or treatment. Provide referrals to community resources for social service issues, including legal concerns, childcare, eldercare, budgeting, and self-help groups. Case management may include facilitating transfers, periodic monitoring of the client’s condition, treatment, and progress, and communication with treating providers and the County.

3. Online Access: Provide access to a comprehensive online portal for informative knowledge, self-service, live-chat sessions with specialists, and access to training and webinars for personal and workplace skill development.

4. In-Person/Onsite Access: Provide access to a network of counselors with locations in

DeKalb County, GA for treatment.

5. Employee Information Sessions: Conduct annual employee information sessions to explain EAP services, with session sites and expenses covered by the County. Distribute promotional brochures at these sessions to encourage EAP service use. Sessions will be held in DeKalb County, Georgia.

6. Training Sessions: Provide EAP training sessions (9 hours per year) in DeKalb County, Georgia, to assist managers in utilizing and promoting EAP services. Training will cover EAP explanations, the impact of behavioral problems on performance, and substance abuse information. This includes supervisor/manager training to identify employees for referral, distribution of brochures and pamphlets, and other educational materials to improve and maintain awareness and utilization.

7. Customized Education: Offer up to 12 (twelve) customized workshops per year, such as mediation, "Brown Bag" lunches, educational seminars, or addressing specific work area concerns. Additional educational services will be provided for a fee which must be included in your proposal.

8. Promotional Materials: Provide printed promotional materials to encourage EAP service utilization by County employees, their dependents, and household members on a quarterly basis (e.g., cards, flyers, magnets, stickers, etc.).

9. Statistical Reports: Provide monthly, quarterly, and annual statistical reports on EAP utilization and other services provided to County employees, dependents, and household members. Reports will include client numbers, issues, counseling hours, and client service evaluations, separated into categories for employees and eligible relatives/household members. Reports will maintain client confidentiality. The Contractor will provide specialized non-confidential reports upon request (e.g., nationwide comparison, local government comparison, etc.).

10. Program Utilization: Provide periodic program consultation with County management regarding the utilization of EAP services. Allow Human Resources Department representatives to conduct quality assurance audits of EAP records to determine service utilization rates, assessing overall satisfaction without including confidential client information.

[END OF SCOPE OF SERVICES]

ATTACHMENT B

COST PROPOSAL FORM

EMPLOYEE ASSISTANCE PROGRAM

(FIVE (5) YEAR MULTIYEAR CONTRACT)

Responder: Please complete the attached pages of the Cost Proposal Form and return them with this cover page. The cost proposal must be submitted in a separate pdf on OpenGov and include both pages of this Attachment B.

By signing this page, Responder acknowledges that he has carefully examined and fully understands the Contract, Scope of Work, and other attached documents, and hereby agrees that if their proposal is accepted, they will contract with DeKalb County according to the Request for Proposal documents.

Please provide the following information:

Name of Firm: _________________________________________________________________

Address: ______________________________________________________________________

Contact Person Submitting Proposal: _______________________________________________

Telephone Number: _____________________________________________________________

E-mail Address: ________________________________________________________________

Signature of Contact Person:

Title of Contact Person:

ATTACHMENT B

COST PROPOSAL FORM

EMPLOYEE ASSISTANCE PROGRAM

(FIVE (5) YEAR MULTIYEAR CONTRACT)

Responder: State a FIRM FIXED LUMP SUM for all costs, direct and indirect, administrative costs, and all things necessary for the provision of Employee Assistance Program (Five (5) Year Multiyear Contract) for the duration of the contract. The County intends to award one (1) tier.

Tier 1 Tier 2 Tier 3

Up to four (4) counseling sessions per person, per problem, per contract year with a Work/life component.

Up to six (6) counseling sessions per person, per problem, per contract year with a Work/life component.

Up to eight (8) counseling sessions per person, per problem, per contract year with a Work/life component.

$ per covered employee per month

$ per covered employee per month

$ per covered employee per month

Critical Incident Responses (excluding the mandated 24 hours)

Customized Education (excluding the mandated 12 hours)

$_______________ per hour above the mandated 24 hours per month

$____________ per hour above the mandated 12 hours per month

ATTACHMENT C

Contractor Affidavit Under O.C.G.A. §13-10-91

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of DEKALB COUNTY has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §13-10-91. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the Contract Term and the undersigned Contractor will contract for the physical performance of services in satisfaction of such contract only with Subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. §13-10-91.

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Employee Assistance Program (Five (5) Year Multiyear Contract) Name of Project

DeKalb County, Georgia___________________________ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20__ in _____________(city), ______(state).

By:_________________________________ Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me on this the __ day of ______________, 20 ___.

Notary Public My Commission Expires:_____________________

ATTACHMENT D

Subcontractor Affidavit Under O.C.G.A. § 13-10-91

By executing this affidavit, the undersigned Subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with ___________________ __________________________ (insert name of Contractor) on behalf of DEKALB COUNTY, GEORGIA has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned Subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the Subcontractor with the information required by O.C.G.A. § 13-10-91. Additionally, the undersigned Subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the Contractor within five business days of receipt. If the undersigned Subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned Subcontractor must forward, within five business days of receipt, a copy of the notice to the Contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor

Employee Assistance Program (Five (5) Year Multiyear Contract) Name of Project

DeKalb County, Georgia___________________________ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20__ in _____________(city), ______(state).

By:_________________________________ Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me on this the __ day of ______________, 20 ___.

My Commission Expires:_____________________

ATTACHMENT E

Sub-subcontractor Affidavit Under O.C.G.A. § 13-10-91

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract for ___________________________(name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract) and _________________________(name of Contractor) on behalf of DEKALB COUNTY, GEORGIA has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to _____________________________(name of Subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract). Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to __________________________(name of Subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract). Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Sub-subcontractor Name of Project

DeKalb County Georgia Government Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20__ in _____________(city), ______(state).

By:

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me on this the ______ day of ______________, 20 ___.

NOTARY PUBLIC

My Commission Expires:____________

ATTACHMENT F

CONTRACTOR REFERENCE AND RELEASE FORM

List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type of service listed in the solicitation.

Company Name Contract Period

Contact Person Name and Title Telephone Number (include area code)

Complete Primary Address City State Zip Code

Email Address Fax Number (include area code)

Project Name

Company Name Contract Period

Contact Person Name and Title Telephone Number (include area code)

Complete Primary Address City State Zip Code

Email Address Fax Number (include area code)

Project Name

Company Name Contract Period

Contact Person Name and Title Telephone Number (include area code)

Complete Primary Address City State Zip Code

Email Address Fax Number (include area code)

Project Name

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFP.

Signature_______________________________________ Title___________________________ (Authorized Signature of Responder)

Company Name _____________________________________Date _____________________

ATTACHMENT G

SUBCONTRACTOR REFERENCE AND RELEASE FORM

List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type of service listed in the solicitation.

Company Name Contract Period

Contact Person Name and Title

Telephone Number (include area code)

Complete Primary Address

City State Zip Code

Email Address

Fax Number (include area code)

Project Name

Company Name

Contract Period

Company Name

Contract Period

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFP.

Signature_______________________________________ Title___________________________ (Authorized Signature of Responder)

Company Name _____________________________________Date _____________________

ATTACHMENT H

DEKALB FIRST LSBE INFORMATION

WITH EXHIBITS 1 – 2

SCHEDULE OF LOCAL SMALL BUSINESS ENTERPRISE PARTICIPATION

OPPORTUNITY TRACKING FORM

The Chief Executive Officer and the Board of Commissioners of DeKalb County believe that it is important to encourage the participation of small and local businesses in the continuing business of County government; and that the participation of these types of businesses in procurement will strengthen the overall economic fabric of DeKalb County, contribute to the County’s economy and tax base, and provide employment to local residents. Therefore, the Chief Executive Officer and the Board of Commissioners have made the success of local small businesses a permanent goal of DeKalb County by implementing the DeKalb First Local Small Business Enterprise Ordinance.

PROVISIONS OF DEKALB FIRST LOCAL SMALL BUSINESS ENTERPRISE (LSBE)

ORDINANCE

Percentage of LSBE Participation Required 20% of Total Award

Certification Designation Request For Proposals

(RFP)

LSBE Within DeKalb (LSBE- DeKalb)

Ten (10) Preference Points

LSBE Outside DeKalb (LSBE-

MSA)

Five (5) Preference Points

Demonstrated GFE Two (2) Preference Points

Certified Local Small Business Enterprises (LSBEs) located within DeKalb County and prime contractors utilizing LSBEs that are locally-based inside DeKalb County shall receive ten (10) points in the initial evaluation of their response to any Request for Proposal. Certified LSBEs located outside of DeKalb County but within the nine (9) County Metropolitan Statistical Area (MSA) consisting of Cherokee, Clayton, Cobb, Douglas, Fayette, Fulton, Gwinnett, Henry and Rockdale Counties shall receive five (5) points in the initial evaluation of their response to any Request for Proposal.