260125_Chapter_1D_-_EAP_Cost_Proposal-RETURN_WITH_BID.xlsx
XLSX spreadsheet 35 KB Posted
- Solicitation number
- 260125
- Issued by
- Pima County, Tucson City, Arizona
About this file
This document is an Employee Assistance Program (EAP) Cost Proposal form for the City of Tucson, specifically a comprehensive pricing and performance guarantees spreadsheet for EAP administration services. The contract term spans five years, from July 1, 2026, to June 30, 2031, with a consistent enrollment assumption of 4,158 participants. The proposal includes detailed performance guarantees across six key categories, including call return timeliness, member satisfaction surveys, telephone call availability, reporting requirements, provider network maintenance, and implementation milestones.
The cost proposal section shows a current plan design with zero dollar amounts for monthly and annual EAP administration costs, suggesting this is a template for vendors to complete. Performance guarantees include specific metrics such as 90% member satisfaction, 30-second average call answer speed, quarterly utilization reporting, and network provider maintenance in Pima County. Vendors are required to provide implementation details, including system testing by May 1, 2026, customer call center and website availability 45 days before open enrollment, and a dedicated toll-free telephone number for City of Tucson plan members. The document also instructs vendors on specific submission requirements, such as returning the Excel file electronically without altering pre-labeled text.
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Text version
Instructions Exhibit Instructions to Vendors
When completing the exhibits in the Excel workbook, please follow the directions below:
| 1. Do not add or delete rows, columns or alter-pre-labeled text in the exhibits |
| 2. Electronic copies of these exhibits must be returned in Excel. Do not provide in a PDF |
format. The signed copies of your documents are required for the hardcopy binder only.
3. Do not extract individual worksheets (exhibits) and submit as separate Excel workbooks in the electronic copy. If a sheet is required under a separate tab, make a copy.
EAP Cost
| City of Tucson |
| EAP ADMINISTRATION |
This form must be completed in its entirety. Please do not alter, add or delete rows. Multi-year rates and rate caps will be considered more favorably. Failure to complete this form in its entirety may deem your submission as non-responsive.
| EAP Cost Form | Current Plan Design | ||||
| 7/1/2026 - 6/30/2027 | 7/1/2027 - 6/30/2028 | 7/1/2028 - 6/30/2029 | 7/1/2029- 6/30/2030 | 7/1/2030- 6/30/2031 | |
| Enrollment Assumptions | |||||
| Total | 4,158 | 4,158 | 4,158 | 4,158 | 4,158 |
| Monthly EAP Administration (PEPM) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Total Monthly Cost | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Total Annual Cost | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Are there any additional costs not included in your rates? If so, please identify. |
| Rate Guarantees |
| Rate Guaranteed? |
| Implementation/Communication/Tech Credits |
| Indicate if any credits are included in your proposal. |
| Participation |
| Minimum Participation Requirements |
Comments
| Authorized Signature |
| Authorized Name |
| Vendor Name |
| Date |
| Contact Phone Number |
Performance Guarantees
| City of Tucson |
| COST PROPOSAL - PERFORMANCE GUARANTEES |
For the following categories, provide the performance standard you are willing to offer, the financial penalty (maximum dollar amount or % of administrative fees) you will agree to pay if the standard is not met, and the method of measuring the penalty.
| PERFORMANCE GUARANTEES | OFFEROR RESPONSE | ||
| For each of the following categories, provide the financial penalty (maximum dollar amount or % of administrative fees) you will agree to pay if the standard and method of measuring the penalty is not met. | Measurement Frequency | Target | Dollars at Risk |
(% or $)
| 1 | Contractor Call (or e-mail) Return Timeliness | Quarterly | No more than 2 missed responses in the timeframe. |
| 1a | Contractor returns the City of Tucson’s and/or their designated consultant’s calls (or e-mails) within 1 business day (even if the answer is “I am working on it”). | ||
| 2 | Member Satisfaction Survey | Annual | Contractor will obtain at least a 90% satisfaction rate on the survey. |
| 2a | Contractor will develop and conduct a City specific member satisfaction survey. | ||
| 3 | Telephone Call Availability & Answering Speed | Annual | Contractor will provide City specific reporting. |
| 3a | Intake Calls: Average answer speed by a live MA-Level specialist (with knowledge of City of Tucson’s account) is 30 seconds or less. The representative must be able to address the member's issue/question. In addition, timely assistance for referral and (when requested) scheduling of EAP sessions will occur as follows: 100% of life-threatening emergencies handled immediately, 95% of urgent care requests within 48 hours, and 100% of routine concerns within 3 business days. | ||
| 4 | Timeliness of Utilization Reports | Quarterly | Report provided no later than the end of the month following each quarter. |
| 4a | Each report will be provided no later than the end of the month following each Quarter. | ||
| 5 | Network: | Quarterly | Pass/Fail |
| 5a | Maintain a network of EAP providers in Pima County network at no less than that proposed in this RFP. Contractor shall provide notice to the City of any network provider (any individual entity, person, or other provider of EAP service) change or potential change affecting at a minimum five percent (5%) or one hundred (100) enrolled members (whichever is less) in Pima County. | ||
| 6 | Implementation | One Time | Pass/Fail |
| 6a | Contractor shall perform comprehensive system testing and quality assurance checks prior to the implementation date of July 1, 2026. Contractor shall report the results to the City no later than May 1, 2026. Meeting these milestones shall be provided at no additional cost to the City. | ||
| 6b | Contractor shall have its customer call center and website available forty five (45) days before open enrollment begins for members transitioning from the current contractor as well as for potential new members with questions about City of Tucson’s program and those who want to view information. Customer service representatives must be fully trained on City of Tucson benefits forty five (45) days before open enrollment begins. | ||
| 6c | Contractor shall have City of Tucson’s specific toll-free telephone number available to all plan members forty five (45) days before open enrollment begins. |
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