ESBD_File_345453_Addendum 3 Q & A - TMD23-FIN-0030094 EAP.pdf

ADDENDUM OF SOLICITATION

1. SOLICITATIONNO.

TMD23-FIN-0030094

2. ADDENDUM NO.

3. EFFECTIVE DATE

January 23, 2024

4. ISSUED BY

Texas Military Department 2200 W.

35th Street Austin, Texas 78703

5. NAME AND ADDRESS OF OFFEROR

6. The above numbered solicitation is an addendum as set forth in Item 4. The hour and date specified for receipt of Bids is extended,X is not extended.

Bidders should acknowledge receipt of this addendum prior to the hour and date specified in the solicitation or, by one of the following methods:

(a) By completing Items 5 and 8, and returning 1 copy of the addendum; (b) By acknowledging receipt of this addendum on each copy of the bid submitted; or (c) By separate letter or e-mail which includes a reference to the solicitation and addendum numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE

PLACE DESIGNATED FOR THE RECEIPT OF BIDS PRIOR TO THE HOUR AND DATE SPECIFIED

MAY RESULT IN REJECTION OF YOUR BID. If by virtue of this addendum, you desire to change a bid already submitted, such change may be made by e-mail or letter, provided each e-mail or letter makes reference to the solicitation and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM

TMD is issuing this Addendum #3 for the following reason:

Questions and Answers

Except as provided herein, all terms and conditions of the solicitation, as heretofore changed, remain unchanged and in full force and effect.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b.OFFEROR

(Signature of Person Authorized to Sign) Date Signed

TEXAS MILITARY DEPARTMENT

Request For Proposals # TMD23-FIN-0030094

Employee Assistance Program

The Timetable has been incorporated to this IFB in whole or in part

Solicitation Posted to ESBD

1/11/2024 4:00pm CT Last day to submit written questions for clarification to TMD

1/23/2024 Estimated date for TMD to post Question and Answer (Q&A) document to ESBD

1/30/2024 2:00pm CT Deadline for TMD to receive responses

I. The following Questions and Answers are incorporated into the IFB in whole or in part.

Question 1: Will you accept electronic signatures on all proposal forms?

Answer 1. Yes

Question 2: Please confirm that pricing should be based on 1,170 employees.

Answer 2: Yes, 670 permanent full-time employees and 500 State Active-Duty temporary employees full-time. Note: The temporary employee number will potentially increase, decrease, or be removed completely at any time based on mission requirements.

Question 3. The RFP states that proposals are due on 1/19/2024.

Answer 3. We did two (2) Addendums to push the dates out because of the holidays. The new date is

1/30/2024.

Question 4. Who is the current EAP vendor? How long has TMD been with this vendor?

Answer 4. The current Vendor is Deer Oaks, they have been TMDs vendor since 1 September 2018.

Question 5. Can you kindly confirm TMD’s total employee count?

Answer 5. Yes, 670 permanent full-time employees and 500 State Active-Duty temporary employees full-time. Note: The temporary employee number will potentially increase, decrease, or be removed

Question 6. What is the anticipated date for going live with the program?

Answer 6. Going live date: 4/1/2024.

Question 7. Please confirm the current EAP benefits included through the incumbent EAP program (i.e. # of counseling sessions, legal, financial, work-life support included?) – if possible to provide a current EAP benefits flyer or a copy of their current EAP contract, please send.

Answer 7. This request is subject to The Public Information Act (TPIA).

Ques�on 8. For example, does the current program include legal, financial, childcare, eldercare and work-life services?

Answer 8. Current program guides above referenced services via counseling, referral, and consulta�on services

Question 9. Are well-being and/or health coaching services included (i.e. tobacco cessation/weight mgmt./etc.)?

Answer 9. Yes

Question 10. Does the current benefit include a digital CCBT platform and/or mobile app?

Answer 10. Online platform and app available

Question 11. Please provide most recent utilization reporting for the incumbent EAP program (preferably the last 2 years of utilization reporting, as possible).

Answer 11. This request is subject to The Public Information Act (TPIA).

Question 12. Does TMD utilize the incumbent EAP program to support and facilitate Fitness for Duty (FFD) evaluations and/or Dept of Transportation (DOT) substance abuse cases? If so, how is this billed? Is support included within the per employee per month rate or billed on a case rate?

Please confirm current pricing and rates, if applicable.

Answer 12. No, however TMD does use the current EAP for manager referral substance abuse counseling when appropriate.

Question 13. If applicable, please provide the number of DOT and Fitness for Duty cases TMD has had year to date and the number of cases they used in 2023.

Answer 13. N/A

Question 14. Within the EAP marketplace many vendors include a bank of annual service hours that employers can use, per contract year, towards orientations (employee and management), trainings, on-site visibility events (health fairs) and/or on-site critical incident (CISM) support.

Question A. Does TMD’s incumbent EAP program offer a specific # of hours for trainings, orientations, critical incidents (CISMs), etc.?

Answer A. Yes, they offer 7 hours.

Question B. Are any of these services offered on an unlimited basis? no We see the ask for unlimited group counseling services for bereavement or crisis in the workplace.

Can you please provide utilization for these services for the past two years?

Answer B. We have requested services approximately 4 times in the past two years.

Question C. Does TMD pay for any of these services on a fee-for-service basis (i.e. hourly rate)?

Answer C. No

Question D. Kindly confirm all applicable details and clarify TMD’s expectations around the amount of training, orientations and critical incident (CISM) support they would like included.

Answer D. Training services shall be provided at the request of TMD’s HR Department and be available through in-person seminars/workshops and online webinars. A minimum of seven (7) training hours must be included per contract term. A complete description of all training services shall be provided by the Respondent.

Question 15. The RFP references including a SafeRide program, kindly confirm – does the incumbent provide this? How is it structured?

Answer 15. Current vendor reimburses members for their cab, Lyft and Uber fares in the event that they are incapacitated due to impairment by a substance or extreme emotional condition. This service is available once per year per participant, with a maximum reimbursement of $45.00 (excludes tips).

Question 16. Are there certain allowances? Is TMD billed directly or is it included in the PEPM?

Answer 16. There is no additional cost to TMD.

Question 17. What does utilization look like for this program? How many claims in the last 2 years?

Answer 17: Zero

Question 18. Who is TMD’s medical carrier?

Answer 18. ERS

Question 19. Under B.1.1 Pricing Instructions – we are encouraged to submit pricing for optional features, products, or services in the “Optional Features, Products, or Services” pricing portion on the Mandatory Pricing Schedule, however, there is no line for this.

Answer 19. The Mandatory Pricing Schedule form that includes this? We will not be editable and if you decide to add extra options. Please submit an attachment.

Question 20. What is the current EAP pricing/rate (PEPM)?

Answers 20. $1.49 per person

Question 21. Where is TMD’s satisfaction level with their incumbent provider on a scale of 1 to 10 (10 being excellent)?

Answer 21. Ten (10)

Question 22. Lastly, what is the driving force behind this RFP request? Have there been any immediate service concerns with the current EAP provider? If so, please do provide applicable details.

Answer 22. Providing an Employee Assistance Program (EAP) is a commendable initiative for companies to support their employees. It is an effective way to manage stressors associated with both personal and professional life. EAP services enable employees to request assistance confidentially without any intervention from the management or employer. Moreover, these services can be tailored to meet individual schedules and, in some cases, accessed online. Our agency has not experienced any issues with the current EAP provider.

Question 23. Who is your current EAP provider?

Answer 23. Deer Oaks LLC

Question 24. How long have you been with them?

Answer 24. Since 2018 and renewed in 2022

Question 25. What is driving the need for this review?

Answer 25. Renewal of contract

Question 26. On a scale of 1 to 5, how satisfied are you with your current EAP?

Answer 26. Five (5)

Question 27. On the opportunity, I noticed a few different employee counts. Can you please confirm the total number of employees you’d like us to provide a proposal for?

Answer 27. 670 permanent full-time employees and 500 State Active-Duty temporary employees full-time.

Note: The temporary employee number will potentially increase, decrease, or be removed

Question 28. Would you like us to just present the 6-session model, or other options as well?

Answer 28. Other options as well.

Question 29. What would the effective date be?

Answer 29. 1 April 2024

Question 30. Can you please confirm if you’re looking for the selected provider to offer unlimited critical incident response services?

Answer 30. Yes

Question 31. Would we be contracting on your paper or ours?

Answer 31. Texas Military Department paper

Question 32. Will a vendor be DQ’d if they do not offer a SafeRide program?

Answer 32. Yes

Mandatory Pricing Schedule.

Exhibit G.2 Mandatory Pricing Schedule:

Question 33. Could you please define what the Quantity; Unit of Measure; Unit Price (per employee per month) columns refer to?

Answer 33. Number of employees * number of months * dollar amount session = Total dollar amount for the year.

Question 34. Does the Quantity of 1170.5 each equate to unique employees per month or unique sessions per month?

Answer 34. Unique employees per month

Question 35. Group sessions are mentioned as determined by HR, but these are not included on the

Mandatory Pricing Schedule. Are these billable or are they absorbed?

Answer 35. Absorbed/included in provided services.

Question 36. What documentation is required to be provided as confidential information at the end of the contract?

Answer 36. Refer to the Texas Military Department Standard Terms and Conditions (Exhibit G.1)

Question 37. What is the definition of a 24-hour hotline? What are the goals of the hotline?

Answer 37. In-the-moment telephonic support and crisis intervention services that are available 24/7 along with intake and clinical assessments.

Question 38. Each representative must hold a bachelor’s degree, or above, in Social Sciences. Can it be degreed or equal experience?

Answer 38. Degree applies to counselors.

According to the Terms & Conditions:

Question 39. 32. Texas Bidder Affirmation – Is this information required for Endeavors & each of our partners?

Answer 39. Comply with the information on Texas Bidder Affirmation for each Endeavors on the TMD

Standard Terms and Conditions.

Question 40. 42. Subcontractors - Respondent may not subcontract any or all of the work and/or obligations due under the Contract without prior written approval of TMD. - We have to submit our partners for approval? What is the approval process?

Answer 40. Please follow the instructions from clause 42. Subcontractors in the TMD Standard Terms and

Conditions.

According to the RFP:

Question 41. SECTION 7: INSURANCE Pg. 11 of 32– this lists personal & professional liability insurance.

What constitutes personal insurance? Health? Vehicular?

Answer 41. Personal liability coverage is a type of insurance that provides protection for individuals in case they are held responsible for causing harm to another person or their property. It covers the cost of legal fees, medical bills, and other expenses that may arise from a lawsuit.

Question 42. E.4 SIGNATURES Pg. 24 of 32 - F. Joint venture responses will be signed by all members or by a member of the joint venture if there is attached to the response a copy of the joint venture agreement evidencing that the response is signed by the member with authority to bind the joint venture.

Would a MOU between Endeavors & other partners suffice? If not, what type of agreement is recommended?

Question 42. There is no mutual agreement. Please follow the requirements for E.4 Signatures.

This will be at the discretion of the Texas Military Department.

Question 43. E.9 - DISCUSSION & CORRESPONDENCE Pg. 27 of 32 - F. Respondent is reminded that

1/19/2023 at 2:00 P.M. Central Time is the last day to submit written questions for clarification by TMD. (1/19/23 is also listed on the Solicitation Page) 1/19/2023 is the RFP submission date. Shouldn’t this read 1/19/2024?

The RFP was released on 12/14/2023 The schedule states the last day to submit written questions is 1.3.23.

Which is the correct date to submit questions and to submit the response?

Answer 43. This was a typo because it was written and posted in 2023.

The RFP had two addendums besides this one. New dates are listed below:

Solicitation Posted to ESBD 1/11/2024 4:00pm CT Last day to submit written questions for clarification to TMD

1/23/2024 Estimated date for TMD to post Question and Answer (Q&A) document to ESBD

1/30/2024 2:00pm CT Deadline for TMD to receive responses

Question 44. E.11 AGENCY POSTING OF CONTRACTS Pg. 29 of 32 - After award, information, documentation, and other material in connection with this solicitation or the Contract may be subject to public disclosure under the Public Information Act.

We must include licenses, personal insurance information. Will this be made public?

Answer 44. No, only the documents relating to this RFP.

Question 45. Is there a list of “other material” that may be subject to public disclosure?

Answer 45. No, this is subject to the Public Information Act.

Question 46. The RFP indicates there are no minimums for this contract. Can we have an advance payment for an estimated amount of services in quarter one of the contract?

Answer 46. A state agency may not pay for goods or services before their delivery to the agency, unless the advance payment is necessary and serves a proper public purpose.