ESBD_383080_1731697870319_RFP 2510-003 Attachment B - EAP Response Template.xlsx
XLSX spreadsheet 27 KB Posted
- Attached to
- Employee Assistance Program Benefits
- Solicitation number
- 2510-003
- Issued by
- Travis County, Texas
About this file
This is a supplier response template spreadsheet for RFP 2510-003 issued by Travis County Healthcare District (Central Health) for Employee Assistance Program (EAP) Benefits administration. The template requires detailed information about the bidding organization's business information, references, network capabilities, and service offerings to support approximately 1,900 full-time employees. The required implementation date is March 1, 2025, and providers must demonstrate ability to provide EAP services including counseling, critical incident response, and online support capabilities. The contract term is for 2 years with four optional 1-year renewals.
The template requires pricing for both 6-session and 9-session short-term counseling options, with respondents needing to specify rate guarantee periods and any performance guarantees offered. Providers must maintain a network across numerous Texas counties, with specific provider counts requested for each listed county. The current EAP provider is Deer Oaks. The template requires detailed reporting capabilities including quarterly utilization reports broken down by employee type and service categories. While no specific budget is provided, providers must complete pricing on Exhibit B (not included in this template) and demonstrate ability to transmit data securely in compliance with HIPAA regulations.
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Text version
RFP Supplier Response Template RFP 2510-003 Employee Assistance Program Benefits - Supplier Response Template
| General Questionnaire Template | |
| RFP Instructions - Complete the information requested in the light yellow shaded cells for all (3) tabs: RFP Supplier Response Template, EAP, and Providers by County. | |
| RFP # | 2510-003 |
| RFP Title | EAP Administration |
| RFP Submission Requirements | |
| Business Information | |
| Business Name | |
| Federal Tax ID | |
| Address 1 | |
| Address 2 | |
| City | |
| State | |
| Zip | |
| Contact Name | |
| Contact Title: | |
| Contact Phone # | |
| Contact Fax #: | |
| Contact email: | |
| Business Website: | |
| Name/Title of individual authorized to contractually commit company | |
| Name/Title | |
| Products and/or service provided by business: | |
| Number of years in business: | |
| Duns #: | |
| Type of business entity (Corporation/LLC/LP/LLP/Other) | |
| In what state & year did your business organize in your current structure? | |
| Is business or parent publicly traded? | |
| Full legal name of parent or holding company, if any: | |
| Within the last 24 months, has your firm been acquired? With the last 24 months, has your firm acquired another organizations which increased gross revenues by 15% or more? If yes, please provide details on the other party involved, the services proviced, and the stage of integration. | |
| Products and/or service provided by business: | |
| References: Provide references (names, address and telephone numbers) for three (3) clients who are currently using your services. At least one reference should currently use a benefit plan similar to the Option being strongly considered by Travis County Healthcare District. Please indicate which specific services/programs they use. | |
| Reference 1 | |
| Organizations Name | |
| Contact Names | |
| Telephone numbers | |
| Type of services provided | |
| How long have you served this client | |
| Reference 2 | |
| Organizations Name | |
| Contact Names | |
| Telephone numbers | |
| Type of services provided | |
| How long have you served this client | |
| Reference 3 | |
| Organizations Name | |
| Contact Names | |
| Telephone numbers | |
| Type of services provided | |
| How long have you served this client |
EAP
| RFP 2510-003 Employee Assistance Program Benefits - Supplier Response Template | |
| Travis County Healthcare District D/B/A Central Health RFP Template Instructions & Assumptions | |
| RFP Instructions - Complete the information requested in the light yellow shaded cells and submit this form electronically with additional required documentation. | |
| RFP # | 2510-003 |
| RFP Title | EAP Administration |
| RFP Submission Requirements | |
| General Company Information | |
| Please provide a brief summary of your organization (including number of years providing Employee Assistance Programs). | |
| How long have you been doing business in the state of Texas? | |
| How many contracts and how many covered lives does your EAP plan have in Texas? | |
| How many covered lives does your plan have nationwide? | |
| Do you conduct educational and/or feedback forums for Benefit Managers of your major accounts? If yes, please give frequency and a list of past topics. | |
| Network | |
| Can the Travis County Central Healthcare District employees access your network anywhere you have providers located? If not, explain in detail your network access restrictions. | |
| Under what circumstances will an individual be referred to a medical provider (Note: Travis County Central Healthcare District has two medical plans with Aetna - the provider networks are (TX) Medical Neighborhood - Austin Aetna Select and (TX) Aetna Whole Health℠ - Seton Health Alliance - Elect Choice/Aetna Select)? | |
| What is your credentialing process for providers? What is the minimum education level of a provider to provide care to Travis County Central Healthcare District members? | |
| How quickly does your organization respond to a Critical Incident? Please describe your process for a response. | |
| What are your hours of operation for serving members? How do you handle weekends, holidays or after hour needs? | |
| Please provide the credentials of your in-take personal. Are they able to treat issues / respond to questions or will they be required to transfer calls to a counselor? | |
| Provide the most current directory of provider for the State of Texas in an Excel document. | |
| What is your process for providing services to out-of-state and or remote employees? | |
| For each of the Texas counties listed in the Providers by County tab of this spreadsheet, provide a count of the total number of EAP providers available in-network. | |
| Quality | |
| Describe your approach to quality assurance. | |
| Provide the following information for account manager assigned to support Travis County Central Healthcare District HR. |
(a) Number of accounts managed
(b) Target number of accounts
(c) Average account size (number of employees)
| What are the staffing ratio of member services representatives to members for the member services unit proposed for Travis County Central Healthcare District? |
| Provide the following information for 2023: Average Speed of Answer, Call Wait Time, and Average Call Time. |
| What is the turnover percentage in member services for the last 24 months? Provide this separately for 2022 and 2023. |
| Describe the specific grievance resolution system you have implemented to respond to network disputes for both plan members and providers. |
| Provide the results of your most recent patient satisfaction survey. How often are these surveys conducted? |
| Services |
| Enrollment and Communication |
| Will your communication with the Travis County Central Healthcare District employees be sent to the employee’s residence or work facility? |
| Provide resumes of the key individuals who will manage the Travis County Central Healthcare District account. Include experience, education and time with your company. |
| Travis County Central Healthcare District wants to assure the employees will have access to the EAP by March 1, 2025. Please address your company’s commitment to assuring that all necessary systems / data is loaded into your system by March 1, 2025. |
| Describe your on-line support capabilities for members. What products or tools do you offer to assist employees? Can employees access plan information on-line; communicate with customer service, etc? Can employees chat with a provider on demand? |
| Does your company offer an employer administrative web portal for purposes of viewing utilization reports, eligibility, and billing. |
| Please describe your established protocol for transmitting personal health information (PHI) in a HIPAA compliant fashion to approved business partners and the client. |
| Please provide sample copies of the following: |
A.) Communication materials (i.e., benefit summaries, enrollment/new hire communication, on-line services instruction, etc.)
B.) Utilization Reports C.) Sample Contract
| Financial Reports / Data Dump |
| Please describe your ability to provide each of the following reports on a monthly basis to Travis County Central Healthcare District and Frost Insurance. |
| Quarterly Reporting |
a. EAP Participation: Broken out between employee, family member, retiree and/or retiree family member
b. Participant self directed, referred by Travis County Central Healthcare District, referred by family member
c. Enrollment (employees, dependent units, and membership)
d. Claims by type of service: legal, family relationship, occupational, substance abuse, emotional, etc.. e. Open cases, closes cases and repeat cases Proposal / Renewal
a. Complete details of initial rate proposal
b. Complete details of rate renewal
c. Delivery of renewal no later than 180 days (6 months) prior to renewal date
| Cost / Pricing |
| Please confirm you have completed pricing on Exhibit -B |
| For how long are your EAP rates guaranteed? |
| Do you offer any sort of performance guarantees? |
| Provide cost for (6) short-term counseling sessions |
| Provide cost for (9) short-term counseling sessions |
| Innovation |
| What unique services, systems, or affinity relationships does your company offer that would be beneficial to the Travis County Central Healthcare District employees? |
| What are your key competitive advantages? |
| Comments |
| Please provide any general comments in this section. |
Page &P of &N &D
Providers by County
| For each of the Texas counties listed below, provide a count of the total number of EAP providers available. | Provider Count |
| Aransas | |
| Austin | |
| Bastrop | |
| Bexar | |
| Blanco | |
| Brazos | |
| Brewster | |
| Brown | |
| Burleson | |
| Burnet | |
| Caldwell | |
| Cameron | |
| Coleman | |
| Colorado | |
| Comal | |
| Fayette | |
| Fort Bend | |
| Gillespie | |
| Gonzales | |
| Guadalupe | |
| Hamilton | |
| Harris | |
| Hays | |
| Henderson | |
| Hidalgo | |
| Jackson | |
| Johnson | |
| Kendall | |
| Kerr | |
| Lampasas | |
| Lavaca | |
| Lee (x) | |
| Leon | |
| Llano | |
| Mason | |
| Matagorda | |
| Midland | |
| Milam | |
| Mills | |
| Montgomery | |
| Nueces | |
| Polk | |
| San Saba | |
| Taylor | |
| Tom Green | |
| Travis | |
| Victoria | |
| Waller | |
| Washington | |
| Wharton | |
| Williamson | |
| TOTAL PROVIDERS |
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