Employee_Assistance_Program_-_Part_A_Scope_of_Services_DRAFT_2024.docx

RFP No. 7058 Scope of Services Scope of Services

1. Intent

The City of St. Petersburg, (City), is requesting proposals from qualified firms to provide Employee Assistance Program (“EAP”) services for active employees and their eligible dependents and eligible Consolidated Omnibus Budget Reconciliation Act (“COBRA”) participants (collectively “Participants”).

2. Scope of Work

The City is seeking EAP services that provide strategies that will positively impact the well-being and success of its participants. Offeror’s EAP services shall include counseling for alcohol and drug abuse as well as other impairment factors such as emotional disturbance, family disruption, illnesses of family members, and financial or occupational stress. Offeror’s EAP services shall also include providing resources that assist Participants in balancing and enriching their personal lives in such areas as legal and financial management, physical health and well-being, and work-life balance. Offeror shall provide direct accessibility to the services of licensed mental health professionals and information 24/7 via telephone.

Offeror shall provide all labor, materials, supervision, travel, facilities and equipment for performance of all aspects of EAP services as specified in this Request for Proposal (“RFP”). Offeror shall provide administrative services and documentation and shall administer EAP services in compliance with city specifications and all applicable laws as defined herein. No allowances shall be granted to Offeror to compensate for extra time or personnel required to adequately perform the services described. The various tasks and schedules for services, as outlined in this RFP are not to be interpreted as the only duties required of the Offeror and should not inhibit any enhancements deemed necessary by Offeror in its proposal to provide a robust program of EAP services.

The city reserves the right to add to or otherwise modify the scope of work at any time prior to the final execution of an Agreement.

3. Background

There are approximately 3400 City active employees eligible for EAP services. Last year, the City spent approximately $55,800 for EAP services. The City currently contracts with ComPsych Corporation on a per employee, per month cost basis for EAP services. ComPsych provides 40 hours for critical incident, training and health fairs per plan year.

The following are city guidelines regarding the core of its EAP services:

a. Assist employees in achieving optimal job performance through resolution of personal and family issues and achieving a satisfactory work/life balance.

b. Recognize alcoholism, drug abuse, and emotional problems as treatable health problems.

c. The City does not condone employee drug activity which is contrary to the law.

d. Sick leave and/or vacation leave will be granted to employees for the purposes of treatment or rehabilitation as in any other illness or health program.

e. Use of EAP services will have no adverse affect upon employee job security.

Approximately 415 city employees are subject to Department of Transportation random drug testing to maintain their commercial driver’s license (“CDL”). The current contractor provides performance outcome measures via statistical and demographic data.

The City's policy regarding random testing of employees with CDLs is to terminate employment for anyone who tests positive for a felony drug (e.g., cocaine) and can result in immediate termination for someone who has a second non-felony drug (e.g., marijuana) test, or who has other current or prior violations of the City’s Code of Conduct. If the employee tests positive for a non-felony drug and is otherwise eligible to maintain employment, the employee will be referred to EAP services. Any services not covered under the EAP or the health insurance plan would be at the employee's own expense.

The City contracts with Gallagher Benefit Services, Inc. (“Consultant”) to provide consulting services for employee benefits. Consultant does not accept compensation or remuneration from the EAP provider.

4. Agreement

The term “Agreement” as used throughout this RFP shall mean the Agreement to be entered into between the successful Offeror and the city for EAP services. The term of Agreement shall be from April 1, 2025 through March 31, 2028 with one, two-year renewal option by mutual agreement.

5. Goals

The city’s expectations are to achieve the following goals through its EAP services:

Increase job satisfaction.

Reduce absenteeism and tardiness.

Reduce substance abuse and addiction problems.

Reduce employee turnover and retraining expense.

Reduce employee grievances and litigation.

Reduce worker’s compensation claims and expense.

Reduce medical benefit expense.

Increase management effectiveness.

Increase employee’s satisfaction with the work-life balance.

Improve plan member overall well-being.

Provide crisis intervention services, if needed.

6. Minimum Qualifications

a. Have a minimum of three years experience in providing group EAP services in the state of Florida.

b. Be a licensed provider per Florida Department of Insurance regulations.

c. Be free from legal and regulatory matters which might prevent the Offeror from fulfilling the obligations of the Agreement.

d. Be a financially stable and viable company.

e. Have a dedicated account manager to function as the primary contact for all services who has a minimum of one-year experience with the firm.

f. Have at least five counseling offices no more than 10 miles outside the city limits of St. Petersburg (within the city limits is preferred) with varying daytime, evening and weekend office hours to accommodate the confidentiality concerns and work schedules of Participants.

g. Have a minimum of two mental health professionals who are licensed psychologists or psychiatrists no more than 20 miles outside the city limits of St. Petersburg for the provision of services.

h. Have a mental health facility located within Pinellas, Hillsborough, Pasco, Polk and Manatee counties for the provision of services.

i. Have a multi-line, manned, local or toll-free telephone number for the provision of services 24/7.

j. Have a secure Internet website for Participants and the city to access services and information.

k. Have the capacity to provide access to licensed mental health professionals 24/7 via telephone.

l. Have the ability to obtain the minimum insurance requirements as stated in the RFP Base Agreement.

7. Minimum Service Requirements

At a minimum Offeror shall provide the following services:

a. Substance abuse and addiction counseling and treatment.

b. Management of violations of the Department of Transportation Workplace Drug & Alcohol Testing Program including the return to duty process.

c. Counseling for emotional difficulties.

d. Counseling for relationship and family concerns.

e. Anxiety/stress consulting and management.

f. Counseling for parenting issues for both employees and family members

g. Counseling for child and adolescent issues family members.

h. Guidance on personal financial issue and planning.

i. Guidance on medical/health concerns.

j. Guidance on habit control.

k. Critical incident counseling.

l. 24-hour crisis intervention.

m. Referral and follow-up.

n. Psychological assessment.

o. Counseling and resources to resolve workplace conflicts.

p. Training for employees and supervisory staff on mental health related issues and workplace violence prevention.

q. Provide a six visit per issue EAP service model.

8. Minimum Operational Requirements

At a minimum Offeror shall meet the following operational requirements:

a. Participant files will remain the property of the Offeror and kept strictly confidential as required by law.

b. Provide work site intervention with a response time of eight (8) hours or less, when requested.

c. Counselors providing direct EAP services to Participants must be licensed mental health professionals.

d. Participants may contact Offeror directly for strictly confidential services.

e. Supervisory or mandated referrals may be made through the city’s program coordinator(s).

f. Obtain proper waivers from the employee to inform the city of their participation and cooperation when the referral is City-mandated.

g. Upon request, provide appropriate consultation with city management staff in handling a troubled employee.

h. Provide education material consistent with the Drug Free Workplace Act.

i. Furnish information materials for distribution to all existing and future employees detailing EAP services available and the contact information for obtaining services.

j. Maintain or contract for at least five counseling offices. Offices can be located within 10 miles of the city limits of St. Petersburg, however a minimum of three providers shall be located within the city limits.

k. Provide direct access to the services of licensed mental health professionals and EAP information 24/7 via a local or toll free, multi-lined, manned telephone number.

l. Provide an Internet accessed, secure website for purpose of obtaining account information and account management by the City and Participants.

m. Provide the services of multiple licensed mental health professionals to accommodate diverse preferences of Participants seeking services.

n. Provide a “gate keeper” to function as a referral and information resource to assist Participants in the selection or change of mental healthcare professional (counselor) and to assist management in navigating the referral and return to work processes.

o. Provide evening and/or weekend office hours for therapists to accommodate the confidentiality concerns and work schedules of Participants. Many of the city’s departments operate around the clock 24/7 and employees have varying work schedules. EAP services must be available at times convenient for all Participants.

p. Maintain a professional, trained and diverse staff with the highest quality education and professional development who is committed to the ethical provision of services, prevention, assessment and referral, short-term counseling, case management and communication accessibility services.

q. Provide quarterly reporting to the City and the Consultant showing utilization of services.

9. Dedicated Account Manager

Offeror shall provide a dedicated account manager to serve as the primary contact and who is readily available to oversee administration of the Agreement on a day-to-day basis. Account manager’s responsibilities shall include, but are not limited to, implementation and overseeing all aspects of servicing and issue resolution. Offeror’s designated account manager shall be able to make decisions, or report directly to a person who can make decisions, concerning process changes required to service the city’s account. Offeror’s account manager shall maintain an up-to-date understanding and knowledge of the city's account and EAP services. Offeror’s account manager shall meet with the city and/or its Consultant at a minimum of one time per six-month period to discuss contractual relationship and issues. Offeror shall be responsible for notifying the city with any changes in contact information for the account manager. The city reserves the right to request replacement of Offeror’s account manager.

10. Case Managers and Counseling Staff

Offeror shall provide direct accessibility to services of licensed mental health professionals and information 24/7 via a local or toll-free, multi-lined, manned telephone system. Offeror’s telephone system shall provide accommodations for the hearing impaired. Case managers must be capable of answering benefit, and network questions. Offeror shall ensure that its case managers and counseling staff are appropriately trained in the specific technical aspects of the city's account. Offeror shall train all case managers and counseling staff assigned to the city account in counseling skills and practices.

Offeror shall have a formal quality assurance program to monitor activities of its case managers and counseling staff on a daily basis. Offeror shall record and maintain information regarding complaints reported by Participants and/or Participant representatives and provide follow up information regarding issue resolution to the city on a semi-annual basis for all reported issues during the previous 6-month period.

11. Plan Information Materials

Offeror shall develop, design, print and mail service agreements, certificates or booklets, and any other appropriate materials describing the EAP services (“Informational Materials”), to the City for distribution to Participants as needed during the term of the Agreement at no additional charge. Offeror shall provide Informational Materials for the City's annual benefits open enrollment during February of each year as well as bi-weekly new hire orientation. Offeror shall provide Informational Materials to the City within fourteen (14) calendar days of request.

Offeror’s Information Materials for distribution to Participants shall be in layman’s terms and must be approved by the City and meet all regulatory requirements. Offeror shall provide all Information Materials in print and electronic formats.

12. Implementation

At the City’s request, Offeror shall provide on-site participation in the initial enrollment process and annual benefits open enrollment meetings conducted by the City. Offeror’s responsibilities during the meetings shall include but are not limited to, providing Informational Materials, providing general information to all Participants, and making presentations on available EAP services.

Offeror shall provide an implementation team, each member with a minimum of three years experience in the industry, to work with the city to effectively implement EAP services on schedule.

13. Performance Evaluation

During the Agreement term, Offeror’s performance will be evaluated on multiple criteria including service, quality, accessibility, responsiveness, documentation, skills, creativity and innovation, customer interfaces and flexibility. Non or substandard performance may be grounds for termination of the Agreement.

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