AddendumFour.pdf

OEBB EAP RFP

OregonBuys # S-44300-00008777

Addendum #4

This is Addendum #4 to OEBB’s EAP RFP under OregonBuys Bid No. S-44300-00008777. Part I of this Addendum provides answers to the questions and requests for clarification received thus far. Part II of this Addendum describes the specific portions of the RFP that are being amended, if any.

Part I. Responses to Questions and Requests for Clarifications

Ite m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

1. Will you be providing utilization data? We'd like to see at minimum EAP cases opened/ resolved over the last year. An Uprise utilization report would be very helpful.

OEBB plan years are defined as 10/1 to 9/30.

For the 2021- 2022 plan year, utilization was as follows:

• 2.7% utilization / 1,873 clinical cases (counseling, digital coaching and intake clinical support)

• 2.6% utilization / 1,796 work/life services cases (digital self-service, legal/financial referrals)

• 1.7% utilization / 1,216 employer services (manager referrals, manager consultations, CIR's, trainings, orientations, webinars)

For the 2022 to 2023 plan year, utilization was as follows:

• 2.4% utilization / 1,673 clinical cases (counseling, digital coaching, and intake clinical support)

• 2.6% utilization / 1,848 work/life services cases (digital self-service, legal/financial referrals)

• 0.5% utilization / 456 employer services (manager referrals, manager consultations, CIR's, trainings, orientations, webinars)

Addendum #2 (issued 12/21/23)

2. Where is Attachment A? Attachment A is titled “Questionnaire and Other Response Items.” Like all formal RFP documents, this has been posted to OregonBuys as a reference document. This Attachment A has also been posted to Proposal Tech as a reference document; however, responses to Attachment A items should be provided in Proposal Tech itself.

3. OEBB has ~71,456 employees.

Most recent PEPM may have been 85c. If there is a cap of 3.4% on increases, then max PEPM possible is 88c. Please confirm that this constraint is true. That

The proposed Per Employee Per Month does not need to be below $1.00 Per Employee Per Month (PEPM). Please refer to Addendum #1, Item 1.

Addendum #1 (issued 12/8/2023)

Ite m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in… you need a PEPM that is below $1.00.

4. Can you share the current PEPM they are paying? and how many hours they currently have in place for CIR? Thank you!

OEBB does not believe Proposers need current EAP PEPM costs to develop and submit a competitive Proposal. Therefore, OEBB declines to provide the current PEPM cost information at this time. That said, please note that the current PEPM costs include 1-2 hours of initial Critical Incident Response (CIR) activities. Furthermore, Entities may purchase additional CIR hours either during the annual entity election period at a discounted hourly rate OR on an as-needed basis at the full hourly rate.

Please note that for purposes of this RFP, CIR hours and their associated pricing should be based on the guidelines provided in Attachment B.

5. Good afternoon, Will you please provide EAP utilization for 2022 and YTD 2023?

Thank you!

Please see response to Item #1 above. Addendum #2

6. Would you kindly clarify what time zone is referred to for the meeting?

As a reminder, the Pre-Proposal Conference will take place on December 14, from 2:00pm to 3:00pm, Pacific Standard Time.

Dial-in information can be found in the document entitled:

"PreProposalConferenceAgendaAndMeetingInformation.pdf", which is available as an attachment in Proposal Tech and on OregonBuys.

Thanks, OEBB EAP RFP Team

Answered in a notice sent out via Proposal Tech on 12/13/2023

7. You highlighted the importance of accessibility and diversity, but I didn't see in the standards any place that would give us a measure or some understanding about how you're going to measure these responses to that investment in accessibility and diversity.

Proposer access and diversity capabilities will be assessed based on their responses to the relevant sections of the Attachment A questionnaire. Please see Section 4.13 of the Main RFP document for more information about how this RFP will be weighted and scored.

Please note that Proposers are to submit their responses to this RFP via Proposal Tech. As noted above, however, OEBB has posted all formal RFP documents as reference documents to both OregonBuys and Proposal Tech.

m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

8. Curious if the insurance requirements are negotiable or necessary? Particularly the physical abuse/molestation as we referred folks to services and/or give care virtually. These are typically subcontractors of us.

The insurance requirements in Exhibit D of Attachment C are largely negotiable, including the provision related to the Physical Abuse and Molestation Insurance requirements. (See Attachment A, Section 4.5.7.)

9. Could you just describe a little bit more about the kinds of entities that would partake in this?

OEBB is predominantly composed of educational entities including K-12 school districts, education service districts, and community colleges, as well as some local governments. OEBB entities can elect to participate in the EAP program annually. Please also see Section 1.2 of the Main RFP Document.

10. What are you happy with regarding your current vendor and what you would like to see improved?

To better understand the OEBB Board’s priorities, please refer to Section 4.13, SCORING / WEIGHTING, of the Main RFP Document.

Addendum #2 (issued 12/21/23)

11. Do you have any experience/utilization data from your current EAP provider that you can share?

Please see response to Item #1 above. Addendum #2

12. Question 2.1.4 is framed as an either/or but answers are yes/no, can this be clarified?

Question 2.1.4 has been updated in Proposal Tech to address this concern. Part II of Addendum #2 (issued 12/21/23)

13. Is this the only opportunity for Proposers to hear each other’s questions?

While the Pre-Proposal Conference is the only opportunity for Proposers to hear one another’s questions live, all Proposers will have access to published Addenda, which will include the questions asked and answers provided related to this RFP.

m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

14. Please share any EAP utilization from 2021, 2022, and anything available in 2023 for all EAP programs: − Breakdown by city, county, state groups − What is the percentage of male vs. female employees? − What is the percentage of full time vs. part time employees? − Can the utilization information be broken down between full and part time employees?

OEBB does not plan on releasing additional utilization data as part of this RFP.

Please see response to Item #1 above.

Addendum #3 (issued 12/28/23)

15. Can you provide the average number of visits used for each of the EAP programs offered by agency?

Please see response to Item #14 above. Addendum #3

16. Does the forthcoming utilization represent a blend of both in-person and virtual visits? If so, can you provide a rough estimate of what the split is for in-person vs.

virtual?

Yes, the shared clinical utilization represents a blend of in-person and virtual visits. See response to item #1 above.

Also, please see response to Item #14 above.

Addendum #3 (issued 12/28/23)

17. What percentage of OEBB members are first responders?

While this percentage is unknown at this time, we believe first responders represent a limited percentage of OEBB’s population.

18. Are there any special requirements or customization around communication material and the member website experience? Are you looking for just one branding of the program?

We expect that the winning Proposer will work collaboratively with OEBB staff to create one cobranded look or feel that speaks to OEBB’s diverse membership. OEBB expects to develop ad hoc materials collaboratively with the winning Proposer based on OEBB’s business needs.

m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

19. What has OEBB liked about its current EAP vendor? What are opportunities for improvement?

Please see response to Item #10 above.

20. Are there any additional features or special needs that OEBB is looking to replicate with their new EAP program (i.e., peer to peer support, mental health first aid trainings, virtual behavioral coaching, enhanced financial support, etc.)?

Please see response to Item #10 above.

21. Does OEBB currently have any internal or on-site services that they would like the new EAP to integrate with?

No, OEBB does not currently have any internal services with which the new EAP vendor will need to integrate.

Addendum #3 (issued 12/28/23)

22. Within the OEBB population, are there any particular needs regarding language support beyond English and Spanish?

OEBB is interested in Proposer’s current language capabilities and Proposers will be assessed based on their responses to the relevant sections of the Attachment A questionnaire. (see question 2.4.1.1 of Attachment A)

That said, at minimum, OEBB expects vendors to translate and provide materials in Spanish. OEBB also expects resource materials to meet plain language criteria. Expectations for language translation will continue to increase over time. In addition, OEBB expects videos to have closed captioning.

23. Can you confirm the number of hours that are included in your current contract for trainings and critical incident support?

Regarding critical incident response, please see response to Item #4 above.

Training hours are purchased by entities as needed.

Addendum #3 (issued 12/28/23)

24. Can you share recent utilization on the number of training hours used in 2021 and 2022?

The number of training hours for the period of October 1, 2021, to September 30, 2023, was 18.

The number of training hours for the period of October 1, 2022, to September 30, 2023, was 10.5

These hours do not include webinars or orientations.

m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

25. Can you share recent utilization on the number of critical incident hours used in 2021 and 2022?

The number of CIR hours for the period of October 1, 2021, to September 30, 2022, was 19 hours.

The number of CIR hours for the period of October 1, 2022, to September 30, 2023, was 50 hours.

26. In the document titled Attachment C, Sample Group Contract/Scope of Work, page 3 specifies provider alignment with health plan. Will the EAP vendor be given access to OEBB's medical provider directories in order to accommodate this?

The Moda network can be searched using the following link:

https://www.modahealth.com/ProviderSearch/faces/webpages/providerSearch.xhtml?referrer=https://w ww.modahealth.com/oebb/&productCategory=medical&selectedNetwork=Connexus

Kaiser, being an integrated health plan, will likely not have any network overlap with Proposers except to the extent that Kaiser is using subcontracted providers.

27. Is OEEB open to a lower number of visit model (e.g. 3 or 5 visit)?

While this is ultimately the Board’s decision, OEBB is unlikely to propose a reduction in visits from the current model.

28. Are you able to share your utilization for the last 2 years? Thank you!

Please see response to item #1 above. Addendum #3

29. In regards to question 2.1.4: This question is framed as “either/or”: “Are members responsible for reaching out to a list of Network Providers given or are there alternative mechanisms for members to connect with care?”, but the answer options are Yes or No.

Please clarify the meaning of Yes or no in this context.

Question 2.1.4 has been updated in Proposal Tech to address this concern. Please see response to Item #12 above.

Addendum #2 (issued 12/21/23)

30. In regards to Attachment B & Addendum #1: Attachment B (Financials and Performance Guarantees) asks for a guarantee of at least 6% utilization of counseling and coaching services, while Addendum #1 reports a cost of around $700,000 in 2021-22 and a

The costs for the 2022-23 Plan Year have been clarified below in Part II of this Addendum #4.

The performance guarantees are negotiable and should not be used as the basis for your expected utilization and ultimately your cost proposal. For historical utilization, please see response to Item #1 above.

This Addendum #4 https://www.modahealth.com/ProviderSearch/faces/webpages/providerSearch.xhtml?referrer=https://www.modahealth.com/oebb/&productCategory=medical&selectedNetwork=Connexus https://www.modahealth.com/ProviderSearch/faces/webpages/providerSearch.xhtml?referrer=https://www.modahealth.com/oebb/&productCategory=medical&selectedNetwork=Connexus m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

YTD cost around $730,000 October- May this year. This raises several questions: - October to May is two thirds of a year. Is it reasonable to assume $730,000 represents roughly two thirds of the annualized cost? If not, can you provide an estimate of the 2022-23 annualized cost or otherwise help put the $730,000 figure in perspective? - The Performance guarantee worksheet asks for a PG of at least 6% utilization of counseling and coaching, and Addendum #1 indicates bidders will not be held to a 3.4% increase over 2022-23. However, by our estimates, 6% utilization is likely to cost multiples of the current cost figures provided.

Can you comment on whether OEBB is anticipating paying multiples of prior costs in order to achieve the desired level of utilization?

31. Can you tell us what standards you have regarding "accessibility or diversity" or how you will measure these specific standards?

Please see response to Item #7 above. Addendum #2

32. Can you provide utilization data (as a percentage of membership) for counseling and coaching services for the incumbent EAP?

OEBB does not plan on releasing additional utilization data as part of this RFP. Please see response to Item #1 above.

33. Could you kindly furnish a list of all entities participating in your current EAP program with employee count by entity?

Please see response to Item #9 above. Addendum #2 m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

34. How long has OEBB worked with your incumbent EAP vendor?

This question is not relevant to preparing a response to this RFP. This Addendum #4

35. The RFP only shares high-level detail on the current EAP benefits - please confirm the current EAP benefits included through the incumbent EAP program (i.e. # of counseling sessions, legal, financial, work-life support included?) - if possible to provide a current EAP benefit flyer or a copy of your current EAP contract, please send.

This can be found on OEBB’s website at: https://www.oregon.gov/oha/OEBB/Communications/Uprise- Health-EAP-Flyer-10.01.2023-24.pdf

This Addendum #4

36. Does the current benefit include a digital CCBT platform and/or mobile app?

Yes. Please see response to Item #35 above. This Addendum #4

37. Do all participating entities have the same EAP program model and benefit or does the EAP offering differ by entity?

Yes, all entities are on the same EAP program model. This Addendum #4

38. Do OEBB entities have the ability to select different EAP program options?

If so, please describe.

No, all entities are on the same EAP program model. This Addendum #4

39. Within the EAP marketplace many vendors include a bank of annual service hours that employers can use, per contract year, towards orientations (employee and management), trainings, on-site visibility events (health fairs) and/or on-site critical incident (CISM) support.

Please see responses to Items #1 and #4 above. Addendum #2 https://www.oregon.gov/oha/OEBB/Communications/Uprise-Health-EAP-Flyer-10.01.2023-24.pdf https://www.oregon.gov/oha/OEBB/Communications/Uprise-Health-EAP-Flyer-10.01.2023-24.pdf m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

• Does OEBB's incumbent EAP program offer a specific # of hours for trainings, orientations, CISMs, etc.?

• Are any of these services offered on an unlimited basis? o Does OEBB and any of its participating entities pay for any of these services on a fee-for-service basis?

• Kindly confirm all applicable details on what is currently included.

40. How many onsite critical incident hours are currently included through your incumbent EAP vendor?

Please see response to Item #4 above. Addendum #2

41. High level utilization reporting has been provided by OEBB but it doesn't include enough detail around critical incident/on-site CISM usage - please provide the number of onsite CISM hours utilized over the last 2 full reporting years (across all OEBB participating entities), as well as year to date for 2023.

Please see response to Item #25 above. Addendum #3

42. How many training hours are currently included through your incumbent EAP vendor?

Please see response to Item #23 above. Addendum #3

43. High level utilization reporting has been provided by OEBB but it doesn't include enough specifics around training, orientation sessions and

Please see response to Item #24 above. Addendum #3 m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in… health fair usage - please provide the number of training, orientation and health fair hours utilized over the last 2 full reporting years (across all OEBB participating entities), as well as year to date for 2023.

44. Does OEBB and/or its participating entities utilize the incumbent EAP program to support and facilitate Fitness for Duty (FFD) evaluations and/or Dept of Transportation (DOT) substance abuse cases? If so, how is this billed? Is support included within the per employee per month rate or billed on a case rate? Are a certain number of cases included per contract year? Is unlimited support offered? Please confirm current pricing and rates, if applicable.

While Fitness for Duty (FFD) evaluations and/or Dept of Transportation (DOT) substance abuse cases are not part of the base PEPM, there is interest in the cost of these services for entities on an optional basis. This information can be included in your responses to Attachment B.

This Addendum #4

45. If applicable, please provide the number of DOT/SAP and Fitness for Duty cases OEBB and its participating entities have had over the last 2 full reporting years, as well as year to date for 2023.

This is not applicable. This Addendum #4

46. Open Enrollment support - what are OEBB and its participating entities' expectations around what is needed to be included for OE support? What does your incumbent EAP vendor offer today? Assuming OEBB has a bank of training/service hours included with its program today, are you required to use these hours towards EAP representation at

Examples of pre-Open Enrollment activities can be found at:

https://www.oregon.gov/oha/OEBB/Pages/Insurance-Committee-Information.aspx.

In general, OEBB expects its various partners to perform various pre-Open Enrollment activities, such as:

• Present benefit information to stakeholder groups

• Post brochures that explain their benefits and how to access them

• Provide a video that explains the same information as described directly above

• Present more “Deep Dive” information at webinars for new administrators https://www.oregon.gov/oha/OEBB/Pages/Insurance-Committee-Information.aspx m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in… enrollment and health fairs or is on-site support of these events included at no charge and/or deduction of training/service hours?

Once Open Enrollment begins, OEBB generally expects its various partners to:

• Review any OEBB communications related to their program and provide comments

• Participate in Open Enrollment benefits webinars (present and answer questions)

• Participate in live chat hours via the virtual benefits fair during Open Enrollment (~2 hours or more per week for 4 weeks)

• Participate in on-site benefit fairs as requested

OEBB will not be sharing details abouts its current vendor’s activities at this time.

47. Does your incumbent EAP vendor include and support any home mailings to covered employees/member? If so, how many per year and are there any additional fees charged to OEBB and/or its participating entities to administer a home mailing?

While OEBB will not be sharing these details about current vendor activities, it does expect that its future EAP program vendor will:

• Work with OEBB to develop communication materials that OEBB or other vendors may send to Members

• As requested, send direct mailings to the Members who have these benefits available to them.

Please note that OEBB does not expect to routinely or regularly ask its EAP vendor to send out direct mailings but would like to reserve the right to make that request if circumstances require.

48. Who are OEBB's medical carriers?

OEBB’s medical carriers are Moda and Kaiser. This Addendum #4

49. The RFP references integration with disability, kindly confirm OEBB's current life and disability carrier or carriers.

OEBB currently partners with The Standard for life and disability coverage. This Addendum #4

50. Please provide the total number of approved STD claims OEBB and its participating entities have had over the last 2 years, as well as year to date for 2023.

OEBB does not plan on releasing STD utilization data as part of this RFP. This Addendum #4

51. Invoicing - Will OEBB pay the selected EAP partner via a single invoicing process or is the selected

The invoicing process is described in Question 2.5.2.1.17 of the question set (Attachment A). This Addendum #4 m No.

Question / Request for Clarification Response Question / Request for Clarification Answered in…

EAP vendor expected to bill each OEBB entity directly?

52. Does OEBB's incumbent EAP vendor support, facilitate and meet its MWBE/COBID requirements today?

OEBB does not plan to release this information about the current EAP provider. This Addendum #4

53. Where is OEBB's satisfaction level with your incumbent provider on a scale of 1 to 10 (10 being excellent)?

Please see response to Item #10 above. Addendum #2

54. What is the driving force behind this RFP request? Have there been any immediate service concerns with the current EAP provider? If so, please do provide applicable details.

Please see response to Item #10 above. Addendum #2

55. Thank you for sending clinical data.

Can you provide only the number of cases that were referred to counseling?

OEBB does not plan on releasing additional utilization data as part of this RFP. Please see response to Item #1 above.

56. We agree to third party assessments, however we would like the opportunity to include a comment with our response to this question relating to costs associated with audits. Are you able to include a comment box with this question?

Per your request, a text box has been added to Question 2.2.41. This Addendum #4

Part II Formal Amendments to RFP Documents

OEBB’s RFP under OregonBuys Bid No. S-44300-00008777 is hereby amended as follows (the change will either be described or, if needed, specific language changes will be reflected by deletions being denoted by strikethroughs and additions being denoted by underlined language):

1. The third paragraph of Section 1.2 of the Main RFP document is amended to read as follows:

“In the 2021-22 Plan Year, OEBB paid its EAP vendor a total of $695,347. As of May 2023, OEBB expected to pay had paid its EAP vendor a total of $729,796 for the 2022-23 Plan Year. Please note that these amounts do not include any add-on services Entities may have purchased from OEBB’s EAP vendor directly. In addition, Proposers should note that OEBB is subject to a 3.4% budgetary growth cap. OEBB’s intent is to manage its overall expenditures within that 3.4% budgetary growth cap by holding each Benefit Plan Contractor responsible for managing its own costs within that budgetary cap, including the future EAP vendor that results from this RFP process. That said, OEBB will review and consider Proposals under this RFP even if the Proposal at issue would increase OEBB’s EAP costs by 3.4% or more over the 2023-24 Plan Year (assuming all requirements stated in this RFP are met). Once the ASP from this RFP is under contract with OEBB, it is OEBB’s intent to then manage costs within the 3.4% threshold. For these reasons, vendors are encouraged to submit a Proposal in response to this RFP even if it would represent an increase of 3.4% or more over the current Plan Year.”