Employee_Assistance_Program_(Addendum_#1_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0047

EMPLOYEE ASSISTANCE PROGRAM

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

EMPLOYEE ASSISTANCE PROGRAM

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Employee Assistance Program

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE / ATTACHMENTS

Attachments:

A - RFP26-0047 EXHIBIT 1 -CONTRACT

B - RFP26-0047 Exhibit 2 - EAP Census

C - RFP26-0047 Exhibit 3 - City of Orlando Utilization Report

D - RFP26-0047 Exhibit 4 - EAP Mental Health and More Brochure-11.2025

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) is soliciting proposals from qualified Employee Assistance

Program (EAP) providers to deliver professional, confidential EAP services to approximately 3,721 benefit-eligible employees, including law enforcement officers, firefighters, professional staff, and blue-collar municipal personnel, as well as their eligible dependents (spouses, dependent children under age 26, and incapacitated dependents).

The goal of the EAP is to promote a healthy and safe work environment by offering timely resources to address issues that may affect job performance, health, or behavior. The

City seeks a provider capable of delivering comprehensive counseling, crisis intervention, work/life support, management consultation, education, and referral services, with a seamless transition of care to the City’s medical plan provider for treatment required beyond the EAP benefit.

1.2. Background

The City is currently contracted with Aetna Behavioral Health / Resources for Living at a rate of $2.30 Per Employee Per Month (PEPM). The current contract includes:

A. Up to seven (7) confidential counseling sessions per incident per year (in-person or virtual)

B. 18 hours of onsite/virtual training and seminars annually

C. 10 hours of Critical Incident Stress Debriefing (CISD) annually

D. Two (2) onsite counselors available on an hourly fee basis, with a combined average of 388 onsite hours per year (approximately 32 hours per month total across both counselors).

The following exhibits provide essential data for proposers regarding the Employee

Assistance Program (EAP). Exhibit "2" - EAP Census details population demographics, Exhibit "3" - Utilization Report outlines current usage trends, and Exhibit "4" - Brochure describes existing services, aiding in the development of a tailored proposal.

1.3. Contact Information

Direct inquiries to the following:

Tara Urdininea

CPP, Purchasing Agent III

400 South Orange Avenue

Orlando, FL 32801

Email: tara.urdininea@orlando.gov

Phone: (407) 246-2368 mailto:tara.urdininea@orlando.gov tel:(407)246-2368

Department:

Human Resources

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date April 9, 2026

Pre-Proposal Meeting (Non-

Mandatory)

April 21, 2026, 11:00am

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2984774

869374?p=0mYvY70mgwPPkwCTjN

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 298 477 486 937 4

Passcode: JG6kp7KP

Question Submission Deadline May 1, 2026, 5:00pm

Proposal Submission Deadline May 12, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/meet/2570378

9913960?p=S3Ip0aIFEpWAMXuZNS

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 257 037 899 139 60

Passcode: uL7Tn7GE

2. REQUEST FOR PROPOSALS INFORMATION

https://teams.microsoft.com/meet/2984774869374?p=0mYvY70mgwPPkwCTjN https://teams.microsoft.com/meet/2984774869374?p=0mYvY70mgwPPkwCTjN https://teams.microsoft.com/meet/25703789913960?p=S3Ip0aIFEpWAMXuZNS https://teams.microsoft.com/meet/25703789913960?p=S3Ip0aIFEpWAMXuZNS

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for seven (7) additional twelve (12) month periods or portions thereof, up to a cumulative total of one hundred twenty (120) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

4.1. PURPOSE

The Contractor shall provide Employee Assistance Program (EAP) providers to deliver professional, confidential EAP services to approximately 3,721 City employees, including law enforcement officers, firefighters, professional staff, and blue-collar municipal personnel, and their eligible dependents.

The Contractor shall provide an EAP which promotes a healthy and safe work environment by providing City employees resources to address issues impacting job performance or work behavior, enhancing emotional health and wellness. The goal of the contract is to promote mental, emotional, and overall well-being through comprehensive counseling, crisis intervention, educational programs, work/life services, and referral support.

The Contractor shall ensure seamless transition of care to the City’s medical plan provider for treatment needs beyond the EAP benefit.

4.2. TECHNICAL SERVICES

A. Contractor shall include EAP Services for up to seven (7) face-to-face, virtual, or telephonic confidential counseling sessions per incident per year, consistent with the City’s current arrangement. Counseling shall address, but not be limited to:

1. Marital and Family Relationships (Including Domestic Abuse)

2. Gambling

3. Stress Management

4. Suicide Prevention

5. Alcohol and Drug Concerns

6. Work-Related Stress

7. Bereavement

8. Post-Traumatic Stress Disorder (PTSD) / Trauma

9. Grief

10. Loss

11. Anger Management

12. Related Behavioral Health Issues

B. Contractor shall provide telehealth/virtual EAP counseling (video and/or telephonic and/or asynchronous/text-based modalities as offered) as an option under the EAP counseling model. Contractor shall adhere to the American Telemedicine

Association (ATA) Practice Guidelines for Videoconferencing-Based Telemental

Health, or shall disclose the alternative clinical/operational standards followed.

C. Contractor’s customer service team and provider search tools shall be able to identify and prioritize resources and appointment availability for first responders, including the ability to filter and/or route based on law enforcement (“blue line”) and fire/Emergency Medical Services (EMS) (“red line”) specialization/experience.

D. Contractor shall provide online appointment scheduling capability via mobile application and/or website, and shall support appointment scheduling assistance through customer service when requested.

E. Contractor shall include self-directed tools and Americans with Disabilities Act

(ADA)-compliant online/internet services and resources related to areas of behavioral health, legal, financial, dependent care, and family issues.

F. Contractor shall provide Work/Life Balance assistance accessible via an ADA-compliant website/portal, telephonic support, and/or mobile application, including resources, referrals, and consultation support for, at minimum:

1. financial concerns (budgeting, credit, debt);

2. legal services including free legal consultations and access to a legal resource library, with support for wills and estate planning resources;

3. child care and elder care resources and provider/facility selection support;

4. life event resources (adoption, relocation, disaster resources, consumer information);

5. support resources for eating disorders, gambling, domestic violence;

6. identity theft recovery support; and

7. life coaching services

G. Contractor shall have the ability to collaborate with the City of Orlando for purposes of wellness and health management initiatives, including mental health awareness, stress reduction, and other wellness-related programming.

H. Contractor shall supply at least one (1) annual training session on the EAP

Program & Services for City administrative personnel and senior management.

This annual training shall be included in the proposed EAP fees.

I. Contractor shall provide a minimum of eighteen (18) hours annually of onsite or virtual EAP seminars and presentations for City employees. These 18 hours shall be included in the proposed EAP fees. Hourly rates shall be disclosed for seminars requested beyond the included 18 hours.

J. Contractor shall attend up to seven (7) onsite meetings per year for open enrollment meetings and/or health fairs. These seven (7) meetings shall be included in the proposed EAP fees. Hourly rates shall be disclosed for onsite meetings requested beyond the included seven (7).

K. Contractor shall include onsite crisis intervention services (e.g., Critical Incident

Stress Debriefing (CISD) or similar). Contractor shall have the capacity to mobilize responders for same-day onsite services if needed. The City’s current contract includes ten (10) hours of CISD annually, which shall be included in the base proposal. After these hours are used, hourly rates shall apply and be disclosed.

L. Contractor shall provide unlimited consultation and coaching to City management, Human Resources, Risk Management, Wellness, and supervisory personnel to assist in resolving workplace issues, making effective referrals, and applying EAP best practices.

M. Contractor shall have the capability to accept supervisor referrals.

N. Upon City request, Contractor shall include screening of an employee for potential violence. Contractor will conduct an in-depth assessment by a qualified specialist and may recommend a Fitness-for-Duty (FFD) evaluation if indicated.

O. Contractor shall include Fitness-for-Duty assessments when requested, including verbal and written reports back to the City. The City retains all responsibility for return-to-work decisions and related liability.

P. Contractor shall include Substance Abuse Professional (SAP) services including compliance with Florida Drug-Free Workplace regulations, as applicable.

Q. Upon request, Contractor shall advise the City in the development and implementation of policies and procedures supporting a drug-free workplace.

R. Contractor shall provide access to two (2) onsite counselors available for scheduled onsite hours or onsite support as requested by the City.

1. The City’s current arrangement includes this service on an hourly-fee basis.

2. The City averages 388 hours per year of onsite counseling support.

3. Contractor shall disclose hourly rates, minimum block scheduling requirements, and any associated travel or administrative fees in Attachment

A – Proposal Worksheet.

4.3. ADMINISTRATIVE SERVICES

A. Contractor shall provide 24/7/365 telephonic customer service access. Crisis response shall be available at all times and include an experienced mental health professional capable of providing immediate assistance.

B. All customer service interactions shall be handled by representatives located within the territorial limits of the United States.

C. Contractor shall assist members in scheduling counseling sessions, based on urgency, provider availability, and member preference.

D. Contractor shall meet urgent requests for EAP services within 24 hours and non-urgent requests within three (3) business days.

E. Contractor shall work with the City to implement self-billing practices and invoicing protocols, including billing cadence (monthly/quarterly), invoicing format, service period identification, and payment terms as required by the City.

F. Contractor shall provide co-branded communication materials (printed and electronic) to educate employees and promote EAP and Work/Life services throughout the year.

G. Contractor shall assign an Account Manager who shall be available to meet quarterly with the City and its administrative staff, wellness team, and departmental stakeholders, or more frequently as requested.

H. Contractor shall supply quarterly and annual utilization reports, including: number of EAP sessions (in-person, virtual, telephonic), work/life utilization, CISD services, and recommendations to enhance utilization and effectiveness.

I. Contractor shall maintain confidential information and records in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and all State and

Federal regulations.

J. Contractor shall provide annual System and Organization Controls (SOC) and/or

Statement on Standards for Attestation Engagements No. 18 (SSAE18) audit reports addressing security, availability, processing integrity, privacy, and confidentiality.

K. Contractor shall provide representative attendance at onsite and/or virtual City wellness events.

L. Contractor shall provide transition of care for EAP services in progress at the conclusion of the contract, ensuring continuity of care when transferring to a new provider.

4.4. PROVIDER NETWORK

A. Contractor shall maintain statewide coverage within Florida and comprehensive national coverage for members residing or traveling outside Florida, including both in-person and virtual/telehealth access.

B. Contractor shall provide access to a robust network of licensed mental health providers within Central Florida, specifically Orange County, with consideration for employee residency in Seminole, Osceola, Lake, Polk, and Volusia counties.

C. Contractor shall provide licensed, professional EAP counselors of varying degrees of professional licensing (e.g., psychologists, clinical social workers, mental health counselors, marriage and family therapists) with EAP and first-responder experience preferred.

D. Contractor shall provide a list of EAP providers contracted providers to the City's designated Peer Support Members on a routine basis.

E. Contractor agrees to monitor and review the status of provider referrals and provider adherence to quality assurance standards.

F. Contractor shall make referrals to behavioral health benefits covered under the

City’s health plan for services requiring ongoing, long-term, or acute clinical intervention.

G. Contractor shall maintain annual provider network turnover of less than ten percent

(10%).

4.5. COST AND PERFORMANCE GUARANTEES

A. EAP Service fees shall include all services outlined in the Scope of Services. Any hourly or per-event fees for services not included (e.g., additional trainings, additional CISD hours, onsite counselor hours) shall be disclosed.

B. Contractor shall be responsible for all costs of producing, printing, and distributing adequate quantities of posters, brochures, and promotional materials. All content and format shall be satisfactory to the City.

C. EAP Service fees shall be based on a Per Eligible Employee Per Month (PEPM) rate and guaranteed for a minimum of three (3) years, or up to five (5) years as proposed. Optional fees shall be clearly itemized.

D. Contractor shall provide Performance Guarantees addressing:

1. Customer Service

2. Reporting

3. Account Management

4. Employee Satisfaction

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/meet/2984774869374?p=0mYvY70mgwPPkwCTjN Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 298 477 486 937 4 Passcode: JG6kp7KP on

Tuesday, April 21, 2026 at 11:00 am.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference along with attendance notification (first and last name of attendee, phone number and email address of all attendees of the firm) if applicable, and return via fax or email to:

Tara Urdininea, CPP, Purchasing Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Tuesday, May 12, 2026. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “E”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 8.7, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “E” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

To ensure a uniform, comparable review process, please follow the specified proposal format. Responses must be entered directly into the designated worksheet fields. Do not use narrative text to refer reviewers to other parts of the proposal for information requested in the worksheets.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0047, Employee Assistance Program

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “C,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “D.”

8.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “E.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Proposer’s Experience, Staff Experience and Financial Stability

Proposers must provide the following information:

A. Proposers shall submit a verifiable statement of the Proposer's experience and staff experience providing: The City of Orlando (“City”) is requesting proposals from qualified Employee Assistance Program (EAP) providers to deliver professional, confidential EAP services to approximately 3,721 benefit-eligible employees, as well as their eligible dependents (spouses, dependent children under age 26, and incapacitated dependents).The statement of experience should be supported by the references listed as Attachment “A” - Proposal

Worksheet, which shall be downloaded, filled out and uploaded. Attachment "A" can be found in Section 44 - Vendor Questionnaire/Attachment.

B. Proposer shall submit verifiable information of the Proposer's financial stability.

Download, fill out and upload Attachment "B" - Financial Stability. Attachment "B" can be found in Section 44 - Vendor Questionnaire/Attachment.

C. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies' financial reports for evaluation purposes or to request credit references in its review process.

8.9. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "F."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.10. Price Proposal Schedule

Complete and submit the following forms:

A. Schedule

1. Proposer’s price shall be submitted on Attachment "A” - Proposal Worksheet, Section E, in the format provided. Complete, and return with the Proposal, included as Attachment “A.”

B. Proposed Total Price

1. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

2. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

3. There will be no separate reimbursement for such expenses under this total fee price arrangement.

8.11. Technical Services

The statement of technical services should be supported by the information provided on

Attachment “A” - Proposal Worksheet, which shall be completed and submitted by the

Proposer with its Proposal.

8.12. Administrative Services

The statement of administrative services should be supported by the information provided on Attachment “A” - Proposal Worksheet, which shall be completed and submitted by the

Proposer with its Proposal.

8.13. Provider Network

The statement of provider network should be supported by the information provided on

Attachment “A” - Proposal Worksheet, which shall be completed and submitted by the

Proposer with its Proposal.

8.14. Cost of Services and Performance Guarantees

The statement of cost guarantees should be supported by the information provided on

Attachment “A” - Proposal Worksheet, which shall be completed and submitted by the

Proposer with its Proposal.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company Qualifications

This criteria will include, but will not be limited to responses provided in the

Proposal Worksheet - Attachment “A,”

Section A - Company Qualifications, and

Attachment "B" - Financial Stability which shall be completed and submitted by the

Proposer with its Proposal.

Points Based 15 (15% of Total)

2. Technical Services

This criteria will include, but will not be limited to responses provided in the

Proposal Worksheet - Attachment “A,”

Section B - Technical Services, which shall be completed and submitted by the

Proposer with its Proposal.

Points Based 20 (20% of Total)

3. Administrative Services

This criteria will include, but will not be limited to responses provided in the

Proposal Worksheet - Attachment “A,”

Section C - Administrative Services, which shall be completed and submitted by the

Proposer with its Proposal.

Points Based 20 (20% of Total)

4. Provider Network

This criteria will include, but will not be limited to responses provided in the

Proposal Worksheet - Attachment “A,”

Section D - Provider Network, which shall be completed and submitted by the Proposer with its Proposal.

Points Based 25 (25% of Total)

5. Cost of Services and Performance

Guarantees

This criteria will include, but will not be limited to responses provided in theProposal Worksheet - Attachment “A,”

Section E - Cost of Services and

Performance Guarantees, which shall be completed and submitted by the Proposer with its Proposal.

Points Based 20 (20% of Total)

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

12.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

12.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

12.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

12.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

12.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

12.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

12.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the

Advisory Committee to conduct further deliberations, evaluations and rescoring of the

Respondents until a ranking, or total score, without a tie is achieved.

The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement

Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this

RFP titled “Request for Proposals Information.”

12.8. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.

12.9. Reserved Right

The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.

13. GENERAL TERMS AND CONDITIONS

13.1. Communications with the City, Agency, or Board; Prohibited Contacts

To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract

(or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and

Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.

13.2. Questions

Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

13.3. Addenda

It will be the responsibility of the Proposer to contact the Procurement and Contracts

Division prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.

13.4. Point of Contact

All communication and contact regarding this solicitation shall be directed to:

Tara Urdininea, CPP, Purchasing Agent III

City of Orlando

Procurement and Contracts Division

City Hall at One City Commons

400 S. Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

Website: http://www.orlando.gov/procurement/

14. ADDITIONAL INFORMATION

http://www.orlando.gov/procurement/

The City reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the City. This includes information which indicates financial resources as well as ability to provide and maintain the system and/or services. Moreover, the City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not be limited to, a background investigation conducted by the Orlando Police Department.

15. ADDENDUM TO REQUEST FOR PROPOSALS

If it becomes necessary to revise or amend any part of this Request for Proposals before the Proposal due date, the Chief Procurement Officer will furnish the revision by written

Addendum.

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando).