ESBD_383080_1734048755153_RFP 2510-003 EAP Q&As.pdf
PDF 10 KB Posted
- Attached to
- Employee Assistance Program Benefits
- Solicitation number
- 2510-003
- Issued by
- Travis County, Texas
About this file
This is a Q&A document for RFP 2510-003 issued by Travis County Healthcare District (Central Health) for Employee Assistance Program (EAP) Benefits. The RFP seeks an EAP provider to serve approximately 2,000 employees plus dependents, requiring services including counseling resources, referral assistance, chemical dependency counseling, emotional support, marital/family counseling, legal assistance, and financial problem assistance. Key requirements include 20 hours of annual onsite training, face-to-face counseling sessions, and CISM/safe ride programs. The contract effective date is March 1, 2025, with an initial 2-year term plus four one-year renewal options. The pre-proposal conference was held jointly with other HR-related solicitations (COBRA Benefits and Benefits Support Line), with final proposals due December 30, 2024. Finalist presentations may occur in January 2025 with vendor selection anticipated in February 2025.
The current medical carrier is Aetna, and Frost serves as both broker and consultant for the RFP process. The organization consists of two billing groups - Central Health (581 medical enrollees, 442 dependents) and Community Care (1,165 medical enrollees, 849 dependents). While there are no mandatory HUB requirements, vendors are encouraged to reach out to HUB vendors. Vendors must provide PEPM pricing for various counseling session models (3, 6, and 9 sessions). Historical utilization data has been provided through quarterly reports from 2021-2024. The organization plans to incorporate more health fairs and on-site training as part of a new employee well-being program, though these services have been limited in recent years.
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Questions & Answers - 1
Solicitation 2510-003 - Employee Assistance Program Benefits
Buying Organization Travis County Healthcare District dba Central Health
No Question/Answer Question Date
Q1 Question: Employee distribution
Are all 1,900 employees located in Texas? If not, can an employee zip code census or headcount by state be provided?
Answer: An employee zip code census report has been posted as "Exhibit L - Employee Census Zip
Code."
11/25/2024
Q2 Question: Insurance requirements
The document asks for verification that vendors meet the insurance requirements outlined in attachment
D. Attachment D is the HUB form and no other insurance information around requirements is provided.
Please clarify.
Answer: The document that references Attachment D is “Exhibit G, Sample Contract.” The attachment references in Exhibit G don’t apply to the solicitation package of RFP 2510-003. ***For your response to be “responsive,” “Exhibit K, Insurance Coverage,” must be completed entirely. Please ensure all coverage questions are answered with yes or no. ***
11/27/2024
Q3 Question: [Question received via email]:
Are you able to provide utilization reports covering the past two years?
Answer: We are unable to post yearly data. However, we have posted the following four quarterly utilization reports from 2021-2024:
[1]: “Exhibit M - PEBA Travis County Health District_Q2 UR 2021”
[2]: “Exhibit N - TMLHB Non Risk Group Travis County Health District_Q2 UR 2022”
[3]: “Exhibit O - Travis County Health District_Q4 UR 2023” &
[4]: “Exhibit P - Travis County Health District_ Q3 UR 2024”
12/03/2024
Q4 Question: [Question received via email]:
Can you confirm the number of CISD and training hours Travis County is requesting?
Answer: Twenty (20) on-site training hours.
12/03/2024
No Question/Answer Question Date
Q5 Question: [Question received during the pre-proposal conference]:
Do you have utilization from Deer Oaks regarding CISM and the safe ride program?
Answer: [Note: During the conference, we stated we’d provide this information on this document].
Quarterly data with any incidents involving CISM or safe ride services are reflected in the following four attachments, that have now been posted.
[1] “Exhibit M - PEBA Travis County Health District_Q2 UR 2021”
[2] “Exhibit N - TMLHB Non Risk Group Travis County Health District_Q2 UR 2022”
[3] “Exhibit O - Travis County Health District_Q4 UR 2023” and
[4] “Exhibit P - Travis County Health District_ Q3 UR 2024”
12/12/2024
Q6 Question: [Question received during the pre-proposal conference]:
Is there a broker and/or consultant in helping/design/evaluate the RFP process? Or is everything being run solely through the procurement dept?
Answer: Frost is the broker. Our broker and HR representatives will be assisting with this solicitation and evaluation process, but everything must go through the Central Health procurement team.
12/12/2024
Q7 Question: [Question received during the pre-proposal conference]:
Who is your current medical carrier?
Answer: Aetna is our current medical carrier.
12/12/2024
Q8 Question: [Question received during the pre-proposal conference]:
Is there an eligibility vendor you are using?
Answer: Yes [there is an eligibility vendor we are using].
12/12/2024
Q9 Question: [Question received during the pre-proposal conference]:
Is there a reason for the 2 year contract term? Open to a longer term?
Answer: Actually, the two-year contract term is a longer term. We usually do our contracts for one year.
And then have optional renewals. Because this is the enterprise thing and it’s a big association, we opted for the two years and then the option to renew for up to four renewals.
12/12/2024
Q10 Question: [Question received during the pre-proposal conference]:
How many medically enrolled members?
Answer: [Note: During the conference, we stated we’d provide this information on this document].
Here's a breakdown of the medical enrollees:
[*] Total Medical Plan Enrollees: 1746
[*] Community Care: 1165
[*] Central Health: 581
[*] Total Enterprise-Wide Dependent Enrollees: 1291
[*] Community Care: 849
[*] Central Health: 442
12/12/2024
Q11 Question: [Question received during the pre-proposal conference]:
Who is the consultant? []
Answer: Frost [is our consultant].
12/12/2024
Q12 Question: [Question received during the pre-proposal conference]:
The EAP RFP page 21 states a face to face assessment - how is this different from face to face counseling? Do you mean in the moment support via calling the toll free number?
Answer: Yes, that is referring to in the moment support.
12/12/2024
Q13 Question: [Question received during the pre-proposal conference]:
Are you open to Life Coaching being an avenue for assistance with EAP?
Answer: We want to learn more about life coaching. I know generically what that means, but it might be different for your organization. It’s not part of the solicitation, so you can include that information, but it will not be a criterion that we use to make a decision.
12/12/2024
Q14 Question: [Question received during the pre-proposal conference]:
For Exhibit F - Certificate of Secretary, it asks for the Presidents signature. Do you want the President's signature OR would an individual within our company with signing authority suffice?
Answer: Any individual with signing authority will suffice.
12/12/2024
Q15 Question: [Question received during the pre-proposal conference]:
Please explain the requirements for a 'good faith effort' to leverage a HUB vendor?
Answer: We don't have any [HUB] requirements for this, but we do ask that if you can reach out to any
HUB vendors then that would be great.
12/12/2024
Q16 Question: [Question received during joint pre-proposal conference]:
Where are you looking for additional solutions?
Answer: For all these areas, we believe in a concierge approach for taking or working with our team members and making sure that their needs are met. That’s our job in the benefits and total rewards team - it's to make sure that we take care of our team members. We kind of call ourselves the care bears of the organization to take care of our team members so they can take care of our patients. If you’re confident in providing the services we are looking for and competitive, that’s what we are looking for.
[Note]: Multiple HR-related solicitations are currently posted. The pre-proposal conference was a joint conference for RFP 2510-002 – COBRA Benefits, RFP 2510-003 - EAP Benefits, add 2510-005
Benefits Support Line].
Q17 Question: [Question received during the pre-proposal conference]:
Is a preference going to be provided to a vendor that can respond to all RFPs, or will they be evaluated independently and awarded to the best vendor for each RFP?
[Multiple HR-related solicitations are currently posted. The pre-proposal conference was a joint conference for RFP 2510-002 – COBRA Benefits, RFP 2510-003 - EAP Benefits, add 2510-005
Benefits Support Line].
Answer: The latter. Independently and awarded to the best vendor for each one.
12/12/2024
Q18 Question: [Question received via email]:
Can utilization be provided for CISM and the Safe Ride program for the past 3 years?
Answer: See response to Question 3.
12/12/2024
Q19 Question: [Question received via email]:
When is the effective date of this contract?
Answer: 03/01/2025 [Response to Q.19]
12/12/2024
Q20 Question: [Question received via email]:
When will a decision be made on a vendor?
Answer: This decision will be made at the end of the RFP process. The anticipated date is February
2025.
12/12/2024
Q21 Question: [Question received via email]:
In the pre-proposal conference it was mentioned that employee count is now around 2,000 – can we provide pricing around this ee count?
Answer: Yes, this is correct . []
12/12/2024
Q22 Question: [Question received via email]:
Selection of finalists mentioned a possible interview/meeting with the evaluation committee and an hour long presentation– when will this be in 2025?
Answer: If these are needed, they will likely be in January.
12/12/2024
Q23 Question: [Question received via email]:
RFP is asking for 20 hours of onsite training – what has been the utilization of training and health fairs the past 3 years?
Answer: No health fairs have been conducted in the past three years, but they remain a potential option for future wellness initiatives. On-site trainings have also been limited. We have plans to incorporate both health fairs and on-site training as part of our newly launching employee well-being program.
Q24 Question: [Question received via email]:
The Account Management section mentions there are two groups currently for billing – can you explain what the two groups are?
Answer: The two groups are Central Health and Community Care. *** For clarification, only one contract will be awarded for this solicitation. ***
[] There will be two billing groups. []The two groups are Central Health and Community Care. There will be one enterprise master contract with two groups. (Both groups have completely separate finance departments).
[a] Community Care is a non-profit/501c3 with its own board.
[b]Central Health/Sendero is a quasi-governmental agency with its own board.
*********We currently have one vendor invoice, however we would like the invoice broken out by both entities/company codes for reconciliation purposes.****
12/12/2024
Q25 Question: [Question received via email]:
For the EAP rates section, there are 3 different places to put PEPM rates. The very top (see below) and then towards the bottom it asks for 6 and 9 session counseling cost. Should we provide 3 session
PEPM in the section below?
Answer: Please provide quotes for the current plans and any additional quotes for the requested sessions.
Questions & Answers - 1
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