EAP Specifications_Updated 04302025.docx

REQUEST FOR QUOTATION

EMPLOYEE ASSISTANCE PLAN (EAP)

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Environmental Protection is soliciting bids to establish a contract for the provision of the Employee Assistance Plan (EAP).

2 DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means Employee Assistance Resources Services as more fully described in these specifications

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.4 "Employee Assistance Program (EAP)" is an employee benefit program that provides employees assistance with personal and/or work-related issues that may have an impact on their job performance, health, mentally and emotionally well-being.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1. Vendor must have provided services like those requested in this solicitation to a minimum of three entities within the last five years. Vendors shall include documentation supporting this requirement with their bid.

3.2. Vendor's clinical staff shall include, at a minimum, Six (6) trained Psychologists in the following areas: Family Counseling, Child Counseling, Adult Counseling, Seniors Counseling, Adolescent Counseling, Psychological Testing. Clinical staff shall be available throughout the State of West Virginia

REQUEST FOR QUOTATION

EMPLOYEE ASSISTANCE PLAN (EAP)

Revised 12/12/2017

3.3. Vendor shall provide the following program services: Policy and Procedures Review, Orientation and Training, Ongoing Management Consultations, Employee Communications Program, Personal Education Workshops, Personal Consultation Service, Screened and Monitored Referral Services, Case Management Services, Critical Incident Intervention, Management Issues Clarification, Work-life Resource Program Counselors, Wellness, Reporting and Crisis Management, Telephone/Call-in Counseling (Toll Free Number) accessible 24 hours per day-7 days per week, and On-site Group Intervention (8 Sessions in selected locations throughout the State of WV)

4. MANDATORY REQUIREMENTS:

4.1

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 Policy and Procedure Review: The vendor will assist in the review of existing policies and procedures regarding chemical dependency and other personal problems that affect employee performance, while working with the appropriate agency personnel. The vendor will perform a thorough analysis of mental health and substance abuse coverage provided to employees and dependents via existing group health plans.

4.1.1.1 The vendor will create an EAP Policy and Procedure that will serve as a base for EAP activity.

4.1.1.2 The policy and procedure shall clearly state the procedural actions required to ensure optimal program implementation as well as the interface between the EAP and other employee programs and benefits.

4.1.1.3 This policy and procedure will be developed within 90 days of the contract award.

4.1.2 Orientation and Training: The vendor will provide orientation and training programs for all management personnel within DEP, to maximize program effectiveness.

4.1.2.1 Executive Orientation — Supervisor/Manager Orientation: The vendor will provide multiple one-hour orientation for all management personnel and all employees with supervision as part of their day-to-day role, at locations listed in 4.1.2.2. These sessions will be conducted prior to formal announcement of the program to allow for last minute procedural adjustments and ensure support for the program. A schedule for these sessions will be established within 90 days of award of the contract.

4.1.2.2 Presentation to all DEP Employees: Orientation/training session for non-supervisory employees shall be conducted at the following DEP Facility Locations

a. Fairmont Facility:

1000 Technology Drive, Suite 3220 Fairmont, WV 26554

b. Kanawha City Headquarters:

601 57th Street S.E., Charleston, WV 25304

c. Logan Facility:

1101 George Kostas Drive, Logan, WV 25601

d. Fayetteville Facility:

1159 Nick Rahall Greenway, Fayetteville, WV 25840

e. Philippi Facility:

47 School Street, Suite 301, Philippi, WV 26416

f. Wheeling Facility:

131 A Peninsula Street Wheeling, WV 26003

4.1.2.3 Webinar Presentations: The vendor shall provide a minimum of one webinar per month on work-related topics.

4.1.3 Ongoing Management Consultations: The vendor will provide consultation for any manager/supervisor considering the referral of an employee to the EAP.

4.1.3.1 The vendor will assist in the "Conflict Resolution" process as needed. This consultation should aid managers and supervisors in dealing with difficult or sensitive problems. The vendor will meet with supervisors and employees to facilitate conflict resolutions when requested.

4.1.3.2 The vendor will provide an orientation program to all new employees either via a video provided to DEP staff or via a personal presentation by vendor staff at quarterly New Employee Orientations.

4.1.4 Employee Communications Program: The utilization of the EAP will be affected by many variables including employee demographics and types of service available. To establish an effective campaign to encourage self-referrals and to keep the program fresh in the minds of all personnel:

4.1.4.1 The vendor will design a communications program based on DEP' s unique variables.

4.1.4.2 The vendor will provide promotional material geared toward encouraging positive preventative health and early use of Employee Assistance Plan Services. Among the promotional items anticipated are; home mailings, handouts, brochures, posters and newsletter articles.

4.1.4.3 The vendor will carry out a minimum of one communications program directed to all DEP employees per quarter. A plan for the yearly communications will be presented within 90 days of contract award.

4.1.5 Personal Education Workshops: The vendor will be available to provide a maximum of two one-hour workshops per year at each of the following locations:

a. Fairmont Facility:

1000 Technology Drive, Suite 3220 Fairmont, WV 26554

b. Kanawha City Headquarters:

601 57th Street S.E., Charleston, WV 25304

c. Logan Facility:

1101 George Kostas Drive, Logan, WV 25601

d. Fayetteville Facility:

1159 Nick Rahall Greenway, Fayetteville, WV 25840

e. Philippi Facility:

47 School Street, Suite 301, Philippi, WV 26416

f. Wheeling Facility:

131 A Peninsula Street Wheeling, WV 26003

4.1.5.1 The designated EAP Coordinator and the Vendor will jointly determine subject matter.

4.1.5.2 Examples of workshops the vendor will provide, shall include alcohol/drug awareness, parenting skills, stress management, interpersonal communications, personal budgeting, the relationship between positive mental health and physical health, adapting to change (both on and off the job), dual career families, etc.

4.1.5.3 The vendor's seminars shall be designed to help employees improve various life skills and establish a relationship of trust in the EAP staff which encourages employees to seek earlier consultation for emerging personal concerns.

4.1.6 Personal Consultation Services:

4.1.6.1 The vendor shall provide consultation by appointment, for both days and evening, in response to emergency requests for management referral.

4.1.6.2 The vendor shall establish the limits of confidentiality, per the Policy and Procedure Review and development process noted earlier. These shall be fully explained to all employees prior to program participation.

4.1.6.2.1 It is determined statistically that a maximum of ten percent (10%) of all employees will utilize the EAP.

4.1.6.2.2 Statistics have also determined that ninety percent (90%) of the employees utilizing the EAP will do so on a self-referral basis and ten percent (10%) will use the program at the request of a supervisor. The actual ratio achieved will depend on the EAP policies and procedures established by the agency.

4.1.6.2.3 The vendor shall provide options for employees who are seeking help to utilize the EAP with no out-of-pocket expense or with the use of group health benefits.

4.1.6.4 Vendor will provide for Short-term counseling.

4.1.6.4.1 The vendor shall provide short-term counseling which involves a minimum of four and a maximum of eight sessions spread over a two to three-month period.

4.1.6.4.1.1 Short-Term counseling must be highly focused and goal-directed counseling which encourages the client to be more responsible with decision-making as well as assisting the client to improve interpersonal skills.

4.1.6.4.1.2 Counseling will involve a four-step process including: Problem Clarification, Search for Alternatives, Personal Action Plan Development and Follow-up and Support.

4.1.7 Screened and Monitored Referral Service: For employees with personal problems requiring highly specialized care or hospitalization, vendor counselors will provide referral to screened and monitored treatment resources if necessary.

4.1.7.1 Vendor shall use extreme care to assure objectivity in the referral process. Consideration will be given not only to the assessed problem but also the location, fees and third-party coverage.

4.1.7.2 The final choice of a referral resource shall be made by the employee, except in certain life-threatening situations.

4.1.7.3 Approval of the release of employee information must be made by the employee, for the EAP counselor and referral resource to exchange information relevant to the case.

4.1.7.4 Fees for professional services rendered by resources other than the EAP will be the responsibility of the employee and/or his or her group medical insurance.

4.1.8 Case Management Services: In the case of a "mandatory referred" employee, the vendor will remain in regular contact with the Agency Personnel who have referred the employee, to ensure consistency in management practice and to encourage follow-through on the part of the employee.

4.1.9 Work-life Resource Program Counselors: The Employee Assistance Plan must provide 24-hour-a-day, seven-days-a-week telephonic access to counselors who do the leg work for members, locating childcare, home health care, assisted living facilities, schools, colleges, health clubs and pet services.

4.1.10 Wellness Services: Health Risks Assessments / Online Assessments for Employees. The health data collected will be owned by DEP and will be used to determine aggregate health data. DEP and the EAP vendor will coordinate assessment contents.

4.1.10.1 The EAP website must include online wellness information in the form of articles, text, videos and local resources on various wellness topics. Onsite training seminars (lunch n' learns) for employees on wellness topics decided upon by DEP and EAP.

4.1.10.1.1 The EAP website should include an online tracking tool for employees; personal health information, wellness calculators for exercise, weight management, smoking cessation, etc., and worksite program participation.

4.1.10.1.2 The EAP website must include online tracking tools for DEP Wellness Coordinators which include program tracking, program participation/points per employee/participant.

4.1.11 Reporting Quarterly Report: The vendor will provide ongoing analysis of program effectiveness.

4.1.11.1 Vendor will provide statistical reports that will include the number of people using the program, types of problems identified, and demographic data.

4.1.11.2 Vendor shall provide secure reporting, which assures confidentiality of participant information.

4.1.11.3 Vendor shall provide an annual report that will include year-end statistical findings, a review of all programming activities for the year and suggestions for program reinforcement.

4.1.12 Employee Records: All employee records must be the property of the State of West Virginia.

4.1.12.1 Upon termination of this contract, Vendor shall turn over to the agency all employee records, at no cost to the agency.

4.1.12.2 Upon written request by the agency, the vendor shall transfer all records to another vendor, in a safe and secure manner.

4.1.12.3 If the agency does not request the records be transferred within one year of the contract expiration, the vendor shall destroy all records in a secure manner at no cost to the agency.

4.1.13 Vendor shall have the capability to provide all services virtually (i.e. TEAMS, Zoom, Google Meet or other video conferencing method) at the request of the agency or employee.

4.1.14 Billing: The vendor will bill the agency, in arrears, monthly.

4.1.13.1 DEP will send an employee count at the beginning of the contract and upon renewal each year to determine per employee billing rate. Due to minimal fluctuation in total number of employees, employee count will be given annually.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page in Oasis by entering the per employee per month rate. The quantity is an estimated number of employees x 12 months. The extended total is an estimated usage for 12 months. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor's bid being disqualified.

Initial awarded purchase order will be for the first year only. Renewals will be added by official change order as agreed upon by the Agency and vendor. The number of employees on the pricing page is an estimate. Actual total employee count will be given upon award of contract to determine monthly price.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: DEPProcurement@wv.gov

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. If this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay the monthly lump sum cost per month based on annual employee count, in arrears, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities.

If access cards and/or keys are required:

a. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

b. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

c. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

d. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

e. Vendor shall inform all vendor staff of the Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

a. The following shall be considered a vendor default under this Contract.

i. Failure to perform Contract Services in accordance with the requirements contained herein.

ii. Failure to comply with other specifications and requirements contained herein.

iii. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

iv. Failure to remedy deficient performance upon request.

b. The following remedies shall be available to Agency upon default.

i. Immediate cancellation of the Contract.

ii. Immediate cancellation of one or more release orders issued under this Contract.

iii. Any other remedies available in law or equity.

11. MISCELLANEOUS:

a. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 12/12/2017