EXHIBIT 3A- EVALUATION CRITERIA.pdf

EMPLOYEE ASSISTANCE PROGRAM (EAP)

EXHIBIT 3A - EVALUATION CRITERIA

Phase I - Minimum Qualifications Requirements (Pass/Fail Criteria): Metro shall perform an initial responsiveness review to determine compliance with the minimum qualification requirements as defined herein and notify all disqualified Proposers. Proposers that are deficient in meeting the minimum qualifications requirements at the time of proposal submittal shall be deemed non-responsive to this RFP and no further consideration shall be granted.

Phase II - Weighted Evaluation: Proposals that meet the Phase I Minimum

Qualifications Requirements shall be evaluated based on the Phase II evaluation criteria listed below.

PHASE I- MINIMUM QUALIFICATIONS REQUIREMENTS:

Proposers must meet and demonstrate the Minimum Qualifications Requirements at the time of proposal submittal:

1. Prime Contractor must have a minimum of five (5) years of experience in providing

Employee Assistance Programs (EAP).

2. Prime Contractor and/or subcontractor must have a minimum of five (5) years of experience providing EAP services to law enforcement officers.

3. Prime Contractor and/or subcontractor must have a minimum of five (5) years of experience in providing Substance Abuse Professional Services as required by the DOT/FTA regulations (49 CFR Parts 40 and 655).

4. Prime Contractor and/or subcontractor must have a live person via toll-free number 24 hours a day and seven days a week (24/7). Toll-free TDD access must also be provided.

5. Prime Contractor currently serves California residents and meets all relevant requirements of the California Department of Managed Care and the Knox-Keene Regulations.

6. Proposer must have a network of actively licensed mental health practitioners (LMFT, LCSW, Ph.D. or Ed.) who are licensed by the State of California and can provide 24 hours a day and seven days a week (24/7) services and face-to-face EAP evaluations.

7. Prime Contractor must have an interactive website with a full range of articles and tools related to EAP topics.

PHASE II- WEIGHTED EVALUATION:

Proposers that meet all Minimum Qualifications Requirements listed in Phase I will be evaluated according to the following criteria and associated weights. Unless specified below, sub-criteria shall be equally weighted.

1. Experience and Qualification of the Prime/Team 15%

a. Depth of the Proposers’ resources and range of expertise related to the services described in Exhibit A- Scope of Services (SOS).

b. Depth of Proposers’ experience of providing over 100 in person and virtual trainings focusing on EAP workplace and distinguishes EAP as a modality distinct from other behavioral health services. Provide examples of a pamphlet/brochure that demonstrate the list of trainings that will be offered to all Metro employees.

c. Depth of past experience providing EAP services with large, diverse public agencies, particularly transit agencies similar to Metro and unionized companies.

2. Program Management and Administration 15%

a. Depth of Prime Contractor computer software and database utilized for managing cases and reporting services.

b. Adequacy and effectiveness of the proposers’ utilization reports that contain data elements as described in the SOS.

c. Adequacy and effectiveness of the proposers’ promotional material and website elements described in the SOS.

d. Depth of the proposers’ resources utilized to monitor and assure quality of its clinical and customer services.

3. Service Delivery Plan – Intake, Assessment & Referral 15%

a. Sufficiency and Effectiveness of proposers’ service delivery plan for intake, assessment, and referral services that meet the requirements outlined in the

SOS.

b. Proposal demonstrates that face-to-face EAP evaluation meets all elements as described in SOS.

c. Depth of Proposers’ network of counselors conveniently located in the geographic areas where Metro employees live and work.

4. Service Delivery Plan – Substance Abuse Professional (SAP) 15%

Services

a. Sufficiency and Effectiveness of Prime Contractor’s Service Delivery Plan for

Substance Abuse Professional (SAP), particularly the following:

i. Availability of qualified SAP that will provide thorough initial clinical assessment, appropriate referral for rehabilitation, monitoring of compliance, and follow-up evaluation.

ii. Capability to provide same SAP model service for violations of Metro policy;

these violations are in addition to DOT regulations, such as alcohol results between .02 and .039 BAC and DUI convictions.

iii. Proposed approach/process for SAP to complete reports required by DOT within 24 hours of evaluations and fax immediately to the Designated Employer Representative.

iv. Prime Contractor has plan for providing one to five years of follow-up monitoring to employees who have been returned to work after a DOT or Metro drug and alcohol violation.

v. Capacity of Prime Contractor to provide initial SAP evaluations prior to the disciplinary decision under Metro Drug and Alcohol Policy violations.

Note: Employees who are terminated would be allowed to complete the SAP process, but firm could require them to assume any further costs.

5. Service Delivery Plan –Crisis Intervention and Traumatic Incident 10%

Counseling Program

a. Depth of experience and effectiveness of Proposers’ in Critical Incident Stress Debriefing and Grief Counseling for groups and qualification of personnel providing crisis counseling and group critical incident stress debriefings.

b. Degree of Proposers’ 24/7 availability to respond to traumatic incidents and the capacity to send a trained professional to the worksite within two hours of notification of request.

c. Feasibility and sufficiency of Prime Contractor’s service delivery plan to ensure qualification of pool of key responders and assure these individuals are trained on Metro expectations and safety requirements.

d. Feasibility and sufficiency of Proposers ’process/ approach in providing an individual face-to-face assessment and debriefing session for employees, which can be scheduled at a counselor’s office within 24 to 72 hours after a traumatic incident.

6. Service Delivery Plan – Work/Life Services 5%

a. Depth of the Proposers’ network of screened and licensed attorneys and financial consultants in Southern California for referrals for a minimum of 30 minutes complimentary initial consultation.

b. Depth of knowledge, resources and organization(s) capacity to provide dependent care and elder care consultation, resources and assist in assessing appropriate referrals based on the caller’s criteria.

7. Service Delivery Plan –Management Support and Consultation 5%

Services

a. Demonstrate protocol and tools for tracking manager’s concerns regarding an employee’s performance or behavior and reporting compliance on these management referrals.

b. Depth of experience of Proposers’ in providing trainers and training materials for in-person seminars on EAP-related topics.

c. Depth of Proposers’ experience in providing consultation to workplace threat management teams and supporting the risk assessment process.

d. Degree of the Proposers’ expertise, resources, training, coaching and mediation to provide conflict resolution.

8. Price Proposal 20%

The score for each proposal will be determined by using the formula below:

Proposer Price Score = Lowest Price Proposal x 20 (Total Points Available) Proposer's Price Proposal