EXHIBIT 3B- SUBMITTAL REQUIREMENTS.pdf

RFP NO. PS141248

EMPLOYEE ASSISTANCE PROGRAM

EXHIBIT 3B – SUBMITTAL REQUIREMENTS

1.1 GENERAL FORMAT

A. Proposers shall comply with the following:

1. Prepare the Proposal on an 8.5” x 11” page size with 1” left, top, bottom, and right margins. Typing shall be single spaces with a minimum font size of ten. Use of 11” x 17” for large tables, charts, or diagrams is permissible, but should be limited.

Elaborate format is not necessary.

Do not provide promotional, marketing or advertising information.

2. When requested by the RFP, contain concise written materials (and drawings if applicable) that enable the reviewer to clearly understand the Proposer's capabilities.

3. The number of pages for the Proposal shall not exceed 50 pages (excluding certifications and resumes). If the number of pages is exceeded, LACMTA reserves the right not to evaluate those additional pages;

4. When requested by the RFP, specifically describe the Proposer's role and relationship to its proposed subcontractors and suppliers, and describe the work allocation and organizational controls interfaces with said proposed subcontractors and suppliers; and

5. Contractor Pre-Qualification Application documents shall not be included with the proposal document. Contractor Pre-Qualification Application documents shall be delivered directly to the Pre-Qualification Office no later than the Proposal due date and time.

B. Proposals shall be submitted in multiple volumes as specified below:

Volume I - Technical Proposal;

Volume II – Certification Forms;

Volume III - Price Proposal; and Volume IV – DEOD Forms and Required Documents.

C. Proposals shall be submitted electronically via email.

1. Electronical proposals via email shall be sent to bids@metro.net. This email address is exclusively reserved for the submission of proposals. Any other communications must be submitted directly to the Contract Administrator, Buyer, DEOD, Ethics, Risk Management, and or Pre-Qualification Office accordingly.

Submittals must adhere to the following requirements:

mailto:bids@metro.net

a) Electronic proposals via email shall comply with the above document format structure 1 through 5 and the multiple volume structure.

b) Electronic proposals shall be searchable Adobe PDF

c) Email subject line must contain the Vendor Name, LACMTA Contract

Administrator First and Last name, and the RFP Number. If more than one email is required for proposal submittal, indicate in the subject line, submittal 1 of 5, 2 of 5, etc.

d) Proposals shall be submitted no later than the proposal due date and time.

e) Individual email submittals should be no larger than 20MB.

f) It is recommended that proposers send their email(s) allowing for sufficient time to ensure that the proposer can meet the proposal due date. Additionally, it is recommended that proposer's email(s) are sent with a Delivery and Read receipt for their records. Lastly, proposers should send a verification email to the named Contract Administrator of the RFP after the email submission(s) of proposal to bids@metro.net.

The verification email should indicate that a proposal has been submitted by Vendor Name for RFP# on X number of emails.

1.2 PROPOSAL CONTENT

The Proposal shall have the following components and shall be presented in the format exactly as shown here:

VOLUME I – Technical Proposal

When preparing the below Subsections C through J, Proposers should consider the EVALUATION CRITERIA provided in Exhibit 3A for a further understanding of the Proposal content.

A. PROPOSAL LETTER (see Exhibit 6) - This letter shall be completed and executed by the Proposer's Authorized Representative. Other letters shall not replace or be included in addition to the Proposal Letter.

B. EXECUTIVE SUMMARY -Summarize in general terms the following:

1. Proposer's knowledge, skill and experience in successfully performing past contracts of a similar nature and complexity;

2. Experience and capabilities of the proposer's planned team, including identification of members of the team and the knowledge, skill and experience of the proposer's key personnel;

mailto:bids@metro.net

3. Proposer's ability to manage performance of the Services in light of the proposer's other contracts; and

4. Proposer's understanding of the Services to be performed, LACMTA's requirements and objectives, and the Proposer's planned approach to providing the Services in a manner satisfactory to LACMTA.

C. MINIMUM QUALIFICATION REQUIREMENTS (Pass/Fail Criteria)

Proposers must meet 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).

a. List no more than five (5) relevant contracts demonstrating that proposer has a minimum of five (5) years’ experience providing Employees Assistance Program (EAP). Provide relevant details for each reference contract.

b. Complete and submit Exhibits 7 – List of Current Contracts – Backlog and Exhibit 8 – List of Completed Contracts. Include only contracts relevant to this solicitation demonstrating Proposer’s ability to provide 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.

a. List no more than five (5) relevant contracts demonstrating that proposer has a minimum of five (5) years’ experience providing Employees Assistance Program (EAP) to law enforcement officers.

Provide relevant details for each reference contract.

b. Complete and submit Exhibits 7 – List of Current Contracts – Backlog and Exhibit 8 – List of Completed Contracts. Include only contracts relevant to this solicitation demonstrating Proposer’s ability to provide Employee Assistance Programs (EAP) to law enforcement officers.

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

a. Describe your firm's experience in providing SAP services, as required by the DOT/FTA regulations (49 CFR Parts 40 and 655) including the types of companies for whom services are provided.

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.

a. Describe firm's telephonic resources and services offered to clients.

b. Attest that firm will provide access to a live person via toll-free number

24/7. Include current toll-free TDD number.

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

a. List no more than five (5) relevant contracts in California that serves California residents and meets all relevant requirements of the California Department of Managed Care and the Knox-Keene Regulations Provide relevant details for each reference project.

b. Provide copy of Knox-Keene license or exemption.

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.

a. Describe firm's telephonic resources and services offered to clients.

b. Attest that firm will provide access to a live person via toll-free number 24/7. Include current toll-free TDD number.

c. Provide valid State of California license for proposed mental health practitioners (MFT, LCSW, Ph.D. or EDD).

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

a. List Proposers’ website and provide temporary access to website for purposes of evaluating its proposal.

D. EXPERIENCE AND QUALIFICATION OF THE PRIME/TEAM

1. Describe the Proposer’s resources and range of expertise to provide the services described in Exhibit A- Scope of Services. The submittal should list projects/programs evidencing five years of experience in the SoS.

a) Proposer must submit completed reference information form as follows:

List of Current Contracts – Backlog (Exhibit 7);

Pro Form 055, 055, List of Completed Contracts Last Five

(5) Years (Exhibit 8)

RFP NO. PS141248 5 Exhibit 3B – Submittal Requirements

2. Provide a summary of team composition and identify subcontractors.

Describe specific role of each firm on the team and present each firm's relevant qualifications in performing that role.

3. Organizational capacity in accomplishing all tasks specified in the scope of services (SOS). If company also provides behavioral health treatment or case management, please describe how EAP services are differentiated from mental health services in order to assure workplace orientation and work performance focus. Describe other products/services provided and how these support or complement EAP, if any.

4. Demonstrate the overall capabilities and structure of the proposed team

(Prime contractor and/or Subcontractor) experience in 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.

5. Describe Proposer’s past experience providing EAP services with large, diverse public agencies, particularly transit agencies similar to Metro and unionized companies.

E. PROGRAM MANAGEMENT AND ADMINISTRATION

1. Identify Project Manager (primary contact) and other key personnel (account management staff) and their role on the Project.

2. Provide resume of the Project Manager and other key personnel showing the education, credentials and experience/ expertise in performing their proposed role on the Project. Key personnel may include owner, lead duty supervisor, field supervisors etc. who will be the central contacts on day-to-day operational matters.

3. Discuss the Prime Contractor’s computer software and database utilized for managing cases and reporting services.

4. Demonstrate and discuss the adequacy and effectiveness of the proposers’ utilization reports that contain data elements as described in the SOS.

5. Describe and demonstrate the adequacy and effectiveness of the proposers’ promotional material and website elements describes in the SOS.

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

RFP NO. PS141248 6 Exhibit 3B – Submittal Requirements

F. SERVICE DELIVERY PLAN- INTAKE, ASSESSMENT & REFERRAL

1. Discuss and demonstrate sufficiency and Effectiveness of proposers’ service delivery plan for intake, assessment, and referral services that meet the requirements outlined in the SOS.

2. Demonstrate proposed approach in providing face-to-face EAP evaluation meet all elements as described in SOS.

3. Describe proposers’ network of counselors conveniently located in the geographic areas where Metro employees live and work.

G. SERVICE DELIVERY PLAN- SUBSTANCE ABUSE PROFESSIONAL (SAP)

SERVICES

1. Describe Prime Contractor/Team’s knowledge and experience in providing

SAP services (in accordance with Department of Transportation/Federal

Transportation Administration Drug and Alcohol Program Regulations -

49CFR Parts 40 and 655), including the types of companies for whom services are provided.

2. Discuss the sufficiency and effectiveness of the Prime Contractor’s Service

Delivery Plan for Substance Abuse Professional (SAP) Services, particularly the following:

i. Identify Proposer’s currently provider of SAP evaluations. Disclose if these are employed staff members, affiliate providers, or a subcontracted SAP network organization etc. Describe the geographical accessibility of these providers in relation to Exhibit A, Scope of Services.

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

iii. Demonstrate 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.

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

v. Describe Prime Contractors’ 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.

RFP NO. PS141248 7 Exhibit 3B – Submittal Requirements

vi. Discuss 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.

H. SERVICE DELIVERY PLAN- CRISIS INTERVENTION AND TRAUMATIC

INCIDENT COUNSELING PROGRAM

1. Discuss depth of experience and effectiveness of Proposers’ in providing

Critical Incident Stress Debriefing and Grief Counseling for groups and qualification of personnel providing crisis counseling and group critical incident stress debriefings. Provide list of subcontractors, if any.

2. Discuss 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.

3. Describe 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

4. Demonstrate and discuss 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.

I. SERVICE DELIVERY PLAN- WORK/LIFE SERVICES

1. Identify proposed resources that will provide skilled professionals legal and financial consultation services, including dedicated advisor (if any), case managers and those that will providing routine telephonic consultations to supervisors and managers). Discuss their qualifications and experience.

2. Demonstrate and discuss 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.

3. Describe 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.

4. Describe Prime contractor/team’s organization(s) capacity, experience and process in providing dependent care and elder care consultation, resources

RFP NO. PS141248 8 Exhibit 3B – Submittal Requirements and assistance in assessing appropriate referrals based on the caller’s criteria.

J. SERVICE DELIVERY PLAN- MANAGEMENT SUPPORT AND

CONSULTATION SERVICES

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

2. Discuss and demonstrate experience of Proposers’ providing trainers and training materials for in-person seminars on EAP-related topics.

3. Discuss Proposers’ experience in providing consultation to workplace threat management teams and supporting the risk assessment process.

4. Describe Proposers’ expertise and methodology in providing resources, training, coaching and mediation to conflict resolution.

VOLUME II – CERTIFICATION FORMS

See Section 1.4

VOLUME III - PRICE PROPOSAL

The Price Proposal shall identify the Firm Fixed Unit Rate offer for the performance of the Services identified herein, along with a proposed complete Schedule of Quantities and Prices Exhibit 2. Proposals shall be in accordance with the format prescribed by LACMTA and as attached hereto.

The Proposer's Price Proposal must include a price covering the entire Scope of Services, including information for the Proposer and members of its team (e.g., joint venturers or partners, subcontractors, etc.). The Proposer's price shall include all applicable direct labor, all applicable labor surcharges such as taxes, insurance and fringe benefits, as well as indirect costs, overhead, general and administrative expense, other direct costs, and profit.

The Price Proposal submitted shall describe the number of hours proposed by labor category, and fully burdened rates for all proposed personnel, including subcontractors. This information is required to support the Proposer's execution plan.

RFP NO. PS141248 9 Exhibit 3B – Submittal Requirements

VOLUME IV – DEOD FORMS AND REQUIRED DOCUMENTS*

All Diversity and Economic Opportunity Department (DEOD) Forms required for the Proposal shall be included in this volume.

*VOLUMES III AND IV SHALL BE SUBMITTED TOGETHER, SEPARATE FROM VOLUMES I

AND II.

1.3 PROPOSAL FORMS

This solicitation requires the following completed documents in the Proposal:

Price Form(s) titled Schedule of Quantities and Prices - Please see Exhibit 2. (PRICE

FORM(S) SHALL BE INCLUDED AS PART OF VOLUME III).

Bidders List Form - Please see Exhibit 5.

Proposal Letter - Please see Exhibit 6.

List of Current Contracts - Backlog - Please see Exhibit 7.

List of Completed Contracts - Last Five Years - Please see Exhibit 8.

1.4 CERTIFICATION FORMS

This solicitation requires the following completed certifications in the Proposal:

Ethics Declaration (Proposer must submit its completed Ethics Declaration, as well as a completed Ethics Declaration from each of Proposer's prospective subcontractors, in the Proposal) - Please see Exhibit 9.

General Certifications - Please see Exhibit 10.

Certificate of Compliance with 49 C.F.R. Part 655, Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations - Please see Exhibit 11.

Certification of Compliance with Federal Lobbying Requirements (49 C.F.R. Part 20) - Please see Exhibit 12.

Certification of Prospective Contractor and Lower Tier Participant Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Please see Exhibit 13.

RFP NO. PS141248 10 Exhibit 3B – Submittal Requirements

1.5 DBE FORMS

This solicitation requires the following completed DEOD forms, Exhibit 1, as instructed in the Instructions to Bidders/Proposers Section:

DBE Good Faith Efforts Forms:

Form A - Sample Advertisement

Form B - Newspaper Advertisement Log

Form C - Selected Work Categories Form

Form D - Sample Letter of Solicitation

Form E - Solicitation Follow-Up Log

Form F - List of All Firms/Solicitation Responses Received

Form G - Written Solicitation Submittal Form

Form H - Bidder/Proposer Notarized Certification of Good Faith Efforts

DBE Commitment Forms:

Form 1 - Proposed List of Subcontractors and Suppliers

Form 2 - DBE Affidavit

Form 3 - Business Data Sheet (DBE)

Form 4 - DBE Affirmation

Form 5 – Bidders List Form

Form 6 – DBE Regular Dealer Distribution Affirmation Form

END OF SUBMITTAL REQUIREMENTS