AddendumThree.pdf

OEBB EAP RFP

OregonBuys # S-44300-00008777

Addendum #3

This is Addendum #3 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.

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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. This 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.

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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.

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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.

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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.

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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.

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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. This Addendum #3

Part II Formal Amendments to RFP Documents

OEBB is not formally updating language in the published RFP documents in this Addendum #3.

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