Insurance,_Employee_Assistance_Program_(EAP)_Services_(Addendum_#1_Revision).pdf

RFP- 25 - 003

INSURANCE, EMPLOYEE ASSISTANCE PROGRAM (EAP)

SERVICES

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: November 19, 2024

DEADLINE FOR QUESTIONS: December 9, 2024

RESPONSE DEADLINE: December 17, 2024, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stpete

City of St. Petersburg

Insurance, Employee Assistance Program (EAP) Services

I. Introduction

II. Solicitation Information

III. Evaluation Criteria

IV. Vendor Questionnaire

V. Scope of Work

VI. General Terms

VII. Special Terms: Service Contract Exceeding $200k

VIII. Insurance

Attachments:

A - Employee Assistance Program - Questionnaire

B - Employee Assistance Program - Appendix B Detailed Cost Summary - Cost of

Services Form

C - Compsych Statistical Data

D - City of St. Petersburg Utilization Report Telephonic and Online_04-01-2023 through 03-31-2024

E - Rev Base Agreement

F - Business Associate Agreement

#RFP- 25 - 003

Title: Insurance, Employee Assistance Program (EAP) Services

1. Introduction

1.1. Summary

The City of St. Petersburg, (City), is requesting proposals from qualified firms to provide Employee

Assistance Program (“EAP”) services for active employees and their eligible dependents and eligible Consolidated Omnibus Budget Reconciliation Act (“COBRA”) participants (collectively

“Participants”).

The City is seeking EAP services that provide strategies that will positively impact the well-being and success of its participants. Offeror’s EAP services shall include counseling for alcohol and drug abuse as well as other impairment factors such as emotional disturbance, family disruption, illnesses of family members, and financial or occupational stress. Offeror’s EAP services shall also include providing resources that assist Participants in balancing and enriching their personal lives in such areas as legal and financial management, physical health and well-being, and work-life balance. Offeror shall provide direct accessibility to the services of licensed mental health professionals and information 24/7 via telephone.

Offeror shall provide all labor, materials, supervision, travel, facilities and equipment for performance of all aspects of EAP services as specified in this Request for Proposal (“RFP”).

Offeror shall provide administrative services and documentation and shall administer EAP services in compliance with city specifications and all applicable laws as defined herein. No allowances shall be granted to Offeror to compensate for extra time or personnel required to adequately perform the services described. The various tasks and schedules for services, as outlined in this RFP are not to be interpreted as the only duties required of the Offeror and should not inhibit any enhancements deemed necessary by Offeror in its proposal to provide a robust program of EAP services.

The city reserves the right to add to or otherwise modify the scope of work at any time prior to the final execution of an Agreement.

1.2. Background

There are approximately 3400 City active employees eligible for EAP services. Last year, the City spent approximately $55,800 for EAP services. The City currently contracts with ComPsych

Corporation on a per employee, per month cost basis for EAP services. ComPsych provides 40 hours for critical incident, training and health fairs per plan year.

The following are city guidelines regarding the core of its EAP services:

A. Assist employees in achieving optimal job performance through resolution of personal and family issues and achieving a satisfactory work/life balance.

B. Recognize alcoholism, drug abuse, and emotional problems as treatable health problems.

C. The City does not condone employee drug activity which is contrary to the law.

D. Sick leave and/or vacation leave will be granted to employees for the purposes of treatment or rehabilitation as in any other illness or health program.

E. Use of EAP services will have no adverse affect upon employee job security.

Approximately 415 city employees are subject to Department of Transportation random drug testing to maintain their commercial driver’s license (“CDL”). The current contractor provides performance outcome measures via statistical and demographic data.

The City's policy regarding random testing of employees with CDLs is to terminate employment for anyone who tests positive for a felony drug (e.g., cocaine) and can result in immediate termination for someone who has a second non-felony drug (e.g., marijuana) test, or who has other current or prior violations of the City’s Code of Conduct. If the employee tests positive for a non-felony drug and is otherwise eligible to maintain employment, the employee will be referred to

EAP services. Any services not covered under the EAP or the health insurance plan would be at the employee's own expense.

The City contracts with Gallagher Benefit Services, Inc. (“Consultant”) to provide consulting services for employee benefits. Consultant does not accept compensation or remuneration from the

EAP provider.

1.3. Contact Information

Sakha Reed Senior Procurement Analyst One 4th Street North St. Petersburg, FL 33701 Email: sakha.reed@stpete.org Phone: (727) 551-3991

Department:

Human Resources

1.4. Timeline

*Timeline is subject to change

Solicitation Published November 19, 2024 mailto:sakha.reed@stpete.org tel:(727)551-3991

Pre-Proposal Meeting (Non-Mandatory) December 3, 2024, 11:00am

Join Zoom Meeting https://zoom.us/j/96975810166

Meeting ID: 969 7581 0166

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Deadline for Questions December 9, 2024, 3:00pm

Deadline for Question Response December 11, 2024, 3:00pm

Deadline for Submittals December 17, 2024, 3:00pm

Anticipated Recommendation of Award to

City Council

January 16, 2025 https://zoom.us/j/96975810166

2. Solicitation Information

2.1. Submission or Receipt of Proposal

Proposals will be received through the City’s online bidding system no later than 3:00 pm on Tuesday, December 17, 2024.

2.2. Standard for Award

The City will award to one vendor whose proposal is determined in writing to be the most advantageous to the City, taking into consideration the price and the evaluation criteria set forth in this solicitation. All awards are contingent on the Vendor meeting the minimum qualifications outlined in this solicitation.

The City reserves the right, at any time, to evaluate more vendors for inclusion on the list of approved vendors. All Vendors must meet the minimum qualifications outlined in this solicitation.

2.3. Selection Process

A. Short-Listing. Where there are multiple responsive proposals to the solicitation, a short-listing of two or more Vendors may be made. Negotiations as outlined in City Code Section 2-193 (g) will begin with the selected Vendors on the short-list. If there is only one responsive proposal, negotiations may proceed with a single Vendor.

B. Negotiations. The City may conduct discussions (negotiations) with short-listed Vendors to clarify and understand proposals and to provide responses to post-proposal opening and modifications to the solicitation specifications that are in the best interest of the City and that do not significantly change the scope or purpose of the project for which the solicitation was issued

(“negotiation subjects”). During the negotiation process, short-listed Vendors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals related to negotiation subjects for the purpose of preparing their best and final offer which may be requested and received by the City prior to the conclusion of the negotiation process. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, the City may set a time and date for the best and final offers from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of the best and final offers.

C. Award without Discussion. The City may award the Agreement on the basis of initial proposals received, without discussions. Therefore, each initial proposal should contain the Vendor’s best terms in relation to all relevant evaluation criteria.

2.4. Submittal Requirements

Part 1. Transmittal Letter

Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. It must be signed by a representative of the offeror who is authorized to sign such material and to commit the offeror to the obligations contained in the offer. The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would https://procurement.opengov.com/portal/stpete/projects/121246 be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

Part 2. Project Team

In this section the offeror must describe the composition, organization and management of the project team including (a) identifying all major sub-contractors and their responsibilities; (b) demonstrating the firm’s ability to work cooperatively with multiple clients and sub-contractors;

and (c) identifying key individuals who would be assigned to the project and their roles and responsibilities.

Organization Chart

Provide organization chart showing: (a) reporting relationships and responsibilities of the offeror and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

Other firms

Identify any other firms (such as sub-contractors) included on the project team and describe the scope of work for each firm’s services and responsibilities throughout the project. Describe the firms approach to the management of sub-contractors and sub-consultants.

Key Personnel

1. Identify all key personnel (and their firm affiliations) on the project team and describe their specific responsibilities throughout the project.

2. Describe the offeror’s approach to managing such key personnel.

3. Indicate the commitment of all key personnel in terms of an estimated percentage of time throughout the project.

4. Provide resumes for all key personnel in the RFP. Limit resumes to two pages per individual and include: (a) academic and professional qualifications (b) professional certifications and licenses (as applicable) (c) experience as it relates to the project and to the individual’s specified role on the project.

5. Provide a detailed resume of the offeror’s project manager, at least one substitute project manager, and other key individuals on the project team. The proposed project manager and the proposed substitute shall have a minimum of five (5 years) of applicable experience and shall remain with the projects throughout the term of the City’s standard agreement. The project manager shall not be replaced or substituted without the prior approval of the City. The City may request a personal interview with the short-listed firm’s proposed project managers. The key project manager or their approved substitutes shall be available for all meetings. Experience included on the resume must be limited to projects completed within the past ten (10) years.

Part 3. Experience

1. Provide the number of employees in Florida that offer your EAP Plan.

2. Provide the number of employees for your largest Florida client.

3. Provide the number of years your company has been administering EAP programs in Florida.

4. Provide a list of at least four current clients and one former client with 2,000+ employees. Florida public sector clients and local governmental agencies are preferred.

Reference Projects

1. The offeror shall submit descriptions of reference projects to demonstrate relevant experience.

Each project description shall contain at least the following information: (a) name of owner; (b) owner reference and contact information (c) role of offeror; (d) contract value (e) year started and year completed; (f) description of the project showing relevance to this project; and (g) names of firms and key personnel that participated in similar project (s) and are included in this offer, along with a clear description of the roles and responsibilities of each (h) provide a summary table to cross-reference the project team (firms and key personnel) with participation in the reference projects.

2. Describe any alleged, significant prior or ongoing contract failures, licensing or permit violations, claims on bonds, any civil or criminal litigation or investigation pending (including wage theft complaints filed) which involves the firm or in which the firm has been judged guilty or liable.

3. Licenses. Copy of firm's or individual’s current applicable Florida License.

4. References. A list of five (5) references for EAP plans provided for government clients within the last three years. Information provided shall include:

a) Client name

b) Number of employees

c) Service effective dates (starting and ending)

d) Staff assigned to client reference account that are designated as key staff for the City's account.

5. Technical Qualifications. The offeror should identify project experience similar to the ones envisioned for the services identified in this RFP. Experience included must be limited to projects completed within the past ten (10) years. At a minimum, the project description should include the following: (a) client name and description of the project/or services; (b) comparison of project budget and final costs to the client; (c) comparison of the original and actual project schedule; (d) the client's contact person and telephone number.

6. Previous and current work for City of St. Petersburg. List projects, dates and contract amounts.

Do not use attachments or references.

Part 4. Project Approach

The offeror should identify the process utilized on other significant projects as well as the process envisioned for the services identified in this RFP. If major sub consultants are to be utilized, their experience and credentials should be presented and the methods by which these firms will participate in the process should be stated. The proposer should also include within the project approach the process envisioned to interface with the City through the Project Manager.

Part 5. Proposal

1. In this section, Offeror must submit an overview of its proposed services related to the following:

(a) Substance abuse and addiction counseling and treatment

(b) Management of violations of the Department of Transportation Workplace Drug Alcohol

Testing Program including the return to duty process

(c) Consulting for emotional difficulties

(d) Consulting for relationship and family concerns

(e) Anxiety/stress consulting and management

(f) Consulting for parenting issues and child and adolescent difficulties for both participants and family members

(g) Personal financial issues and planning

(h) Medical/health concerns

(i) Habit control

(j) Critical incident counseling

(k) 24-hour crisis intervention

(l) Referral and follow-up

(m) Psychological testing and assessment

(n) Workplace conflicts

(o) Training for employees and supervisory staff on mental health related issues and workplace violence prevention

2. Include your proposed strategies for relationship management and services.

3. Provide a proposed schedule/time-line for implementation within 14 calendar days after execution of the Agreement with the estimated time to complete each task in the implementation process.

4. Designate which tasks during implementation are the responsibility of the city and which are those of the Offeror.

5. Provide details of your firm’s technology and reporting capabilities.

6. Provide information regarding the written clinical standards including assessment, referral and follow-up procedures to be utilized.

7. Include the locations of home and/or branch offices that will serve the city and/or Participants.

8. Describe the processes and procedures used to ensure inquires for services are responded to in a timely manner, including emergency situation inquires.

9. Provide disclosure of any potential conflicts of interest in administering the EAP due to any other clients, affiliations or partnerships.

10. Include a list of the physical locations of the offices that will serve the city’s account and the role of each location.

11. Performance guarantees are not a requirement, however the City desires the following:

(a) Customer Service

i. Average speed of answer to phone calls less than two minutes

ii. Face-to-face counseling visits arranged within 48 hours

iii. Participant complaints are resolved to the City’s satisfaction

iv. Number of employees available to service the City’s account

(b) Administration

i. Meet enrollment material and Agreement deadlines

ii. Provide informational material at Offeror’s cost

(c) Account Management

i. Phone calls returned and access to care issues resolved within 24 hours

ii. All written communication to be distributed to participants will be sent to the City a minimum of two business days in advance of participant distribution.

Part 6. Price Proposal

Each offeror shall submit a price proposal (See Appendix B: Detailed Cost Summary - Cost of

Services Form). Fee schedule may be a flat fee annual rate or a per member, per month rate. Only the prices quoted in the proposal may be applied to the Agreement. No other fees associated with

EAP services or modifications to the pricing may be applied. In this section, Offeror may propose any additions to the minimum service requirements, including recommendations for additional and/or value-added services and products Offeror feels would be advantageous to the City.

3. Evaluation Criteria

Proposals will be evaluated based solely on the following evaluation criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, Experience, & Capacity 0-10 Points 30 (28.3% of Total)

2. Plan Design/Difference 0-10 Points 30 (28.3% of Total)

3. Plan Administration, Services, Guarantee 0-10 Points 10 (9.4% of Total)

4. Cost or Price 0-10 Points 30 (28.3% of Total)

5. Is the vendor a City of St. Petersburg, Certified Small Business Enterprise?

Pass / Fail 2

(1.9% of Total)

6. Is the vendor a City of St. Petersburg, Certified Minority Owned Business

Enterprise?

Pass / Fail 2 (1.9% of Total)

7. Is the vendor a City of St. Petersburg, Women Owned Business Enterprise?

Pass / Fail 2

(1.9% of Total)

4. Vendor Questionnaire

4.1. General Information

4.1.1. Is the Vendor registered with the Florida Department of State, Division of

Corporations (Sunbiz) in accordance with Florida Statute §607.1501?* ☐ Yes

☐ No

*Response required

4.1.2. Is the Vendor a City of St. Petersburg certified SBE? * ☐ Yes

☐ No

*Response required

4.1.3. Is the Vendor a City of St. Petersburg certified MWBE? * ☐ Yes

☐ No

*Response required

4.1.4. Address for Headquarters location.*

*Response required

4.1.5. Address of office providing service, if different than above.

4.1.6. Contact Information for Contact Person.*

This person must be capable of committing the company to an agreement with the City.

• Name

• Title

• Phone

• Email

*Response required

4.1.7. Description of nature of company’s business.*

*Response required

4.1.8. Year the Company was Founded.*

*Response required

4.1.9. Number of years company has operated under the current name.* *Response required

4.1.10. Number of years company has been in the present business.* *Response required

4.1.11. Company’s bank of record.*

4.1.12. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

4.1.13. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

4.1.14. The vendor acknowledges that it has read, understands and will comply with

Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security E-Verify system. Should the City terminate the contract with the vendor for violation of §448.095, vendor may not be awarded a contract with the City for at least one year.* ☐ Please confirm

*Response required

4.1.15. The vendor acknowledges that its solicitation response is subject to Public

Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

4.1.16. Will vendor allow other agencies to piggyback the contract if awarded?* ☐ Yes

☐ No

*Response required

4.1.17. The vendor hereby makes all certifications required by Florida Statute

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

*Response required

4.1.18. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? *

☐ Yes

☐ No

*Response required

4.1.19. If YES, please provide the disclosure(s) in accordance with the requirements of

Florida Statute §286.101 (3)(a).

4.1.20. The vendor certifies that it takes no exceptions to the terms and conditions of the solicitation.* ☐ Yes

☐ No

*Response required

4.1.21. If exceptions are taken, specify in space below.

4.1.22. Has the vendor identified any trade secrets or confidential information in its solicitation response?* ☐ Yes

☐ No

*Response required

4.1.23. If yes to the above question, please upload your redacted proposal here.

4.1.24. Please upload your Appendix B, Detailed Cost Summary

4.1.25. Please confirm you have completed the questionnaire

☐ Yes

☐ No

4.1.26. Technical Proposal

4.2. Service Contracts Over $200,000

4.2.1. Does vendor employ more than 50 full time employees?*

☐ Yes

☐ No

*Response required

4.2.2. a. If YES, does the vendor agree to comply with the living wage requirements set forth in the St. Petersburg City Code? * ☐ Yes

☐ No

5. Scope of Work

5.1. Intent

The City of St. Petersburg is seeking responses from qualified firms to provide Employee Assistance

Program (“EAP”) services for active employees and their eligible dependents and eligible Consolidated

Omnibus Budget Reconciliation Act (“COBRA”) participants (collectively “Participants”).

5.2. Contract Term

The initial term of the agreement will be for three (3) years with one two-year renewal period by mutual agreement of the parties.

5.3. Goals

The city’s expectations are to achieve the following goals through its EAP services:

A. Increase job satisfaction.

B. Reduce absenteeism and tardiness.

C. Reduce substance abuse and addiction problems.

D. Reduce employee turnover and retraining expense.

E. Reduce employee grievances and litigation.

F. Reduce worker’s compensation claims and expense.

G. Reduce medical benefit expense.

H. Increase management effectiveness.

I. Increase employee’s satisfaction with the work-life balance.

J. Improve plan member overall well-being.

K. Provide crisis intervention services, if needed.

5.4. Minimum Qualifications

At a minimum, Vendor must meet the following qualifications:

A. Have a minimum of three years of experience in providing group EAP services in the state of

Florida.

B. Be a licensed provider per Florida Department of Insurance regulations.

C. Be free from legal and regulatory matters which might prevent the Offeror from fulfilling the obligations of the Agreement.

D. Be a financially stable and viable company.

E. Have at least five counseling offices no more than 10 miles outside the city limits of St.

Petersburg (within the city limits is preferred) with varying daytime, evening and weekend office hours to accommodate the confidentiality concerns and work schedules of Participants.

F. Have a minimum of two mental health professionals who are licensed psychologists or psychiatrists no more than 20 miles outside the city limits of St. Petersburg for the provision of services.

G. Have a mental health facility located within Pinellas, Hillsborough, Pasco, Polk and Manatee counties for the provision of services.

H. Have a multi-line, manned, local or toll-free telephone number for the provision of services 24/7.

I. Have a secure Internet website for Participants and the city to access services and information.

J. Have the capacity to provide access to licensed mental health professionals 24/7 via telephone.

K. Have the ability to obtain the minimum insurance requirements as stated in the RFP Base

Agreement.

5.5. Minimum Service Requirements

At a minimum Offeror shall provide the following services:

A. Substance abuse and addiction counseling and treatment.

B. Management of violations of the Department of Transportation Workplace Drug & Alcohol

Testing Program including the return to duty process.

C. Counseling for emotional difficulties.

D. Counseling for relationship and family concerns.

E. Anxiety/stress consulting and management.

F. Counseling for parenting issues for both employees and family members

G. Counseling for child and adolescent issues family members.

H. Guidance on personal financial issue and planning.

I. Guidance on medical/health concerns.

J. Guidance on habit control.

K. Critical incident counseling.

L. 24-hour crisis intervention.

M. Referral and follow-up.

N. Psychological assessment.

O. Counseling and resources to resolve workplace conflicts.

P. Training for employees and supervisory staff on mental health related issues and workplace violence prevention.

Q. Provide a six visit per issue EAP service model.

5.6. Minimum Operational Requirements

At a minimum Offeror shall meet the following operational requirements:

A. Participant files will remain the property of the Offeror and kept strictly confidential as required by law.

B. Provide work site intervention with a response time of eight (8) hours or less, when requested.

C. Counselors providing direct EAP services to Participants must be licensed mental health professionals.

D. Participants may contact Offeror directly for strictly confidential services.

E. Supervisory or mandated referrals may be made through the city’s program coordinator(s).

F. Obtain proper waivers from the employee to inform the city of their participation and cooperation when the referral is City-mandated.

G. Upon request, provide appropriate consultation with city management staff in handling a troubled employee.

H. Provide education material consistent with the Drug Free Workplace Act.

I. Furnish information materials for distribution to all existing and future employees detailing EAP services available and the contact information for obtaining services.

J. Maintain or contract for at least five counseling offices. Offices can be located within 10 miles of the city limits of St. Petersburg, however a minimum of three providers shall be located within the city limits.

K. Provide direct access to the services of licensed mental health professionals and EAP information

24/7 via a local or toll free, multi-lined, manned telephone number.

L. Provide an Internet accessed, secure website for purpose of obtaining account information and account management by the City and Participants.

M. Provide the services of multiple licensed mental health professionals to accommodate diverse preferences of Participants seeking services.

N. Provide a “gate keeper” to function as a referral and information resource to assist Participants in the selection or change of mental healthcare professional (counselor) and to assist management in navigating the referral and return to work processes.

O. Provide evening and/or weekend office hours for therapists to accommodate the confidentiality concerns and work schedules of Participants. Many of the city’s departments operate around the clock 24/7 and employees have varying work schedules. EAP services must be available at times convenient for all Participants.

P. Maintain a professional, trained and diverse staff with the highest quality education and professional development who is committed to the ethical provision of services, prevention, assessment and referral, short-term counseling, case management and communication accessibility services.

Q. Provide quarterly reporting to the City and the Consultant showing utilization of services.

5.7. Dedicated Account Manager

Offeror shall provide a dedicated account manager to serve as the primary contact and who is readily available to oversee administration of the Agreement on a day-to-day basis. Account manager’s responsibilities shall include, but are not limited to, implementation and overseeing all aspects of servicing and issue resolution. Offeror’s designated account manager shall be able to make decisions, or report directly to a person who can make decisions, concerning process changes required to service the city’s account. Offeror’s account manager shall maintain an up-to-date understanding and knowledge of the city's account and EAP services. Offeror’s account manager shall meet with the city and/or its Consultant at a minimum of one time per six-month period to discuss contractual relationship and issues. Offeror shall be responsible for notifying the city with any changes in contact information for the account manager. The city reserves the right to request replacement of Offeror’s account manager.

5.8. Case Managers and Counseling Staff

Offeror shall provide direct accessibility to services of licensed mental health professionals and information 24/7 via a local or toll-free, multi-lined, manned telephone system. Offeror’s telephone system shall provide accommodations for the hearing impaired. Case managers must be capable of answering benefit, and network questions. Offeror shall ensure that its case managers and counseling staff are appropriately trained in the specific technical aspects of the city's account.

Offeror shall train all case managers and counseling staff assigned to the city account in counseling skills and practices.

Offeror shall have a formal quality assurance program to monitor activities of its case managers and counseling staff on a daily basis. Offeror shall record and maintain information regarding complaints reported by Participants and/or Participant representatives and provide follow up information regarding issue resolution to the city on a semi-annual basis for all reported issues during the previous 6-month period.

5.9. Plan Information Materials

Offeror shall develop, design, print and mail service agreements, certificates or booklets, and any other appropriate materials describing the EAP services (“Informational Materials”), to the City for distribution to Participants as needed during the term of the Agreement at no additional charge.

Offeror shall provide Informational Materials for the City's annual benefits open enrollment during

February of each year as well as bi-weekly new hire orientation. Offeror shall provide Informational

Materials to the City within fourteen (14) calendar days of request.

Offeror’s Information Materials for distribution to Participants shall be in layman’s terms and must be approved by the City and meet all regulatory requirements. Offeror shall provide all Information

Materials in print and electronic formats.

5.10. Implementation

At the City’s request, Offeror shall provide on-site participation in the initial enrollment process and annual benefits open enrollment meetings conducted by the City. Offeror’s responsibilities during the meetings shall include but are not limited to, providing Informational Materials, providing general information to all Participants, and making presentations on available EAP services.

Offeror shall provide an implementation team, each member with a minimum of three years of experience in the industry, to work with the city to effectively implement EAP services on schedule.

5.11. City's Responsibilties

At a minimum, City shall provide and meet the following responsibilities:

1. City shall provide a point of contact (City Project Manager) to administer the Agreement.

2. City Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

3. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

6. General Terms

6.1. Vendor Registration

Vendor must register online with the City of St. Petersburg via their online sourcing system at https://procurement.opengov.com/signup and subscribe to City's Portal at https://procurement.opengov.com/portal/stpete for solicitation notifications. Prior to an award of an

Agreement resulting from this solicitation, Vendor shall be registered with the Florida Department of

State, Division of Corporations to do business within the State of Florida in accordance with Florida

Statute 607.1501.

6.2. Solicitation Review

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

6.3. Solicitation Response Preparation

Vendors are expected to examine this solicitation and all related documents. Failure to do so is at the

Vendor’s risk. Each vendor shall furnish the information required by this solicitation. Vendor(s) shall retain a copy of all documents for future reference. All solicitation responses must be submitted with the

Vendor’s legal name and by an officer or employee having the authority to bind the Vendor by his or her signature.

The City will not pay any costs associated with the preparation, submittal, presentation, or evaluation of any solicitation response.

6.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 3:00 pm on Monday, December 9, 2024. Questions will be answered via City's online sourcing system no later than 3:00 pm on Wednesday, December 11, 2024. More complex questions may require a written addendum to the solicitation. Explanations or instructions will not materially alter this solicitation unless they are in writing. Oral explanations or instructions given before the award of an Agreement will not be binding. If necessary, a written addendum to this solicitation will be issued and posted on the

City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/121246 for download by Vendors.

6.5. Amendments

Any amendments issued for this solicitation will be posted as an addendum on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/121246 and notifications will be released to vendors who are following the project by clicking "Follow". Vendors must submit their responses to the most current version of the solicitation as amended, if applicable.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/stpete

6.6. Submission of Solicitation Responses

Solicitation responses will be received through the City’s online sourcing system. E-mail or in-person submittals will not be considered unless approved before the solicitation submission deadline by the

Procurement and Supply Management Director. Late proposals and modifications will not be considered;

however, solicitation responses may be modified online at any time prior to the submission deadline.

Failure to follow the instructions in this solicitation is cause for rejection of the submittal.

6.7. Mistakes in the Solicitation

Solicitation responses may be modified or withdrawn in the online application portal prior to the time and date set for the solicitation opening. Correction or withdrawal of solicitation responses after the solicitation opening because of an inadvertent non-judgmental mistake in the solicitation requires careful consideration to protect the integrity of the competitive solicitation process and to assure fairness. If the mistake is attributable to an error in judgment, the solicitation response may not be corrected. Solicitation response corrections or withdrawals by reason of non-judgmental mistakes are permissible but only to the extent they are not contrary to the interest of the City or the fair treatment of other vendors.

6.8. Information Designated a Trade Secret and/or Confidential and/or Proprietary

All solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. DO NOT LIST YOUR ENTIRE SOLICITATION RESPONSE AS TRADE

SECRET AND/OR CONFIDENTIAL. The City will not consider solicitation responses if the entire response is labeled a Trade Secret and/or Confidential and/or Proprietary.

If Vendor believes that its solicitation response contains information that is a trade secret (as defined by

Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure, then such information must be submitted in a separate electronic file and comply with the following requirements. In addition to submitting the information in a separate or electronic file, Vendor must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Vendor as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Vendor is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Vendor agrees to defend and indemnify the City, its employees, agents, and elected and appointed officials (“Indemnified Parties”) against any and all claims, demands, and actions (whether or not a lawsuit is commenced) arising out of or in connection with Vendor's designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorney's fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand, or action arising out of or related to the Vendor's designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Vendor to claim that any information in its solicitation response is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Vendor acknowledges, understands, and agrees that all information in Vendor's solicitation response (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Vendor, if a public records request is made for such information, and the City shall not be liable to Vendor for such disclosure.

Vendor acknowledges and understands that Vendor's proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the evaluation committee members, City staff, and City consultants to allow Vendor's entire solicitation response, including the information submitted in a separate electronic file, to be evaluated and considered for award of the Agreement. The entire contents of the Vendor's solicitation response, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in

Chapter 286, Florida Statutes.

6.9. Bonds

Vendors will need to furnish all bonds as indicated in the solicitation, if applicable.

6.10. Cash Discounts

When the City is entitled to a cash discount, the period of computations will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the Agreement, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies.

6.11. Award

The solicitation will be awarded based on the requirements outlined in the scope, the criteria or factors identified in the solicitation, and the standard for award for the solicitation. The City reserves the right to accept or reject any or all parts of the solicitation response, waive informalities, and request re-solicitations on the services or products outlined in the scope. The City reserves the right to award the

Agreement on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City unless otherwise specified.

Pursuant to Florida Statute sec. 287.05701, the City will not request documentation of a Vendor’s social, political, or ideological interests, consider such interests, or give preference to a vendor based on such interests.

6.12. Acceptance Period

Unless otherwise specified in this solicitation, the solicitation response may be held by the City for a period of ninety (90) days after the submission deadline and will continue in full effect and not be subject to withdrawal during that period until an Agreement has been executed with a Vendor. If no Agreement has been executed within the ninety-day period, any solicitation response may be withdrawn or nullified by either the City or the Vendor, or be deemed to be confirmed and extended in time for as long as permitted by the Vendor submitting each solicitation response.

6.13. Right to Reject

Vendors must comply with all the terms of the solicitation, all applicable provisions of the City of St.

Petersburg City Code, and all applicable federal and state laws. The City may reject any solicitation response that does not comply with all material and substantive terms, conditions, and performance requirements of the solicitation.

The City may waive minor informalities that (i) do not affect responsiveness; (ii) are merely matter of form or format; (iii) do not change the relative standing or otherwise prejudice other vendors; (iv) do not change the meaning or scope of the solicitation; (v) are trivial, negligible or immaterial in nature; (v) do not effect a material change in the work; or (vi) do not constitute a substantial exclusion or modification of a requirement or provision in the solicitation.

6.14. Vendor Complaints

All complaints or grievances should be first submitted in writing to the Procurement & Supply

Management Director, by email at Stephanie.Swinson@stpete.org or by mail to P. O. Box 2842, St.

Petersburg, FL 33731 who will promptly investigate the validity of the complaint and present the findings in writing to the person who submitted the complaint.

6.15. Protest

(a) All protests related to a solicitation or award must be first submitted in writing to the POD no later than seven (7) days preceding the date of the City Council meeting approving the contract, or no later than seven (7) calendar days following the selection of the successful bidder if the contract does not require City Council approval.

(b) The POD will consider the protest if it is timely filed and contains the following:

(1) Sufficient information to identify the solicitation or award that is the subject of the protest;

(2) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive or legally flawed;

(3) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(4) The relief sought.

(c) If the protest meets the requirements of subsection (b) of this section, the POD will investigate the validity of the protest and present the findings in writing to the person or entity that submitted the protest. Otherwise, the POD will promptly notify the person or entity that submitted the protest that the protest is untimely or that the protest failed to meet the requirements of subsection (b) of this section and give the reasons for the failure.

(d) If the person or entity is dissatisfied with the POD’s response, the person or entity may then make an appeal to the City

Administrator, who will hear the appeal. The City may not establish appellate jurisdiction of the courts; however, if allowed by the

Florida Rules of Appellate Procedure or other rule or judicial decision, the decision from the City Administrator is the final decision of the City and may be subject to judicial review in the manner provided by law.

6.16. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not (i) submit a solicitation response on an Agreement to provide any goods or services to a public entity, (ii) submit a solicitation response on an Agreement with a public entity for the construction or repair of a public building or public work, (iii) submit a solicitation response for leases of real property to a public entity, (iv) be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an Agreement with any public entity, or (v) transact business with any public entity in mailto:stephanie.swinson@stpete.org excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

6.17. Nondiscrimination

Vendors for the City of St. Petersburg are required to comply with all applicable laws regarding discrimination in employment, including Pinellas County Code Section 70-53 (a)(1) (prohibiting discrimination in employment based on race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability) and all other applicable federal, state and local laws. Vendors are encouraged to provide workplaces free of discrimination in terms of conditions of employment, including benefits.

6.18. Prohibited Communication

Vendors and their employees, agents, contractors, and representatives are prohibited from lobbying City

Council, the Mayor, City staff, selection committee members, and City project consultants relative to this solicitation until the solicitation selection and award processes have been completed. Non-compliance with this provision may result in disqualification from consideration of the award. Notwithstanding the foregoing, this provision shall not prohibit the Vendor from (i) providing public comment in accordance with applicable laws and City policies at public meetings where public comment is permitted, (ii) communicating with the assigned Procurement Analyst, (iii) making a presentation during a selection committee meeting if requested by the selection committee, or (iv) submitting a dispute or complaint in accordance with the requirements set forth in this solicitation.

6.19. Environmentally Preferable Purchasing

It is the policy of the City of St. Petersburg to purchase recycled and environmentally preferable goods.

Environmentally preferable goods are defined as “products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.” This includes products that contain recycled content, reduced toxicity and pollution, conserve energy, conserve water, prevent waste, and promote sustainability and resiliency initiatives.

This policy does not require the City to specify environmentally preferable products or services when it can be demonstrated that they are not in the best interest of the City compared to products and services that are not as environmentally preferable. Best interests include but are not limited to, service life, life cycle cost, product effectiveness, or compatibility. This policy will be carried out consistent with the

City’s obligations and purpose, and with an overall intent to obtain competitive prices and to provide value to the taxpayer.

6.20. Health In All Policies

Pursuant to Executive Order EO-2018-04, it is the policy of the City to apply the consideration of health, health impacts, and the social determinants of health to the City’s decision-making, including policy development and implementation, budgeting, and the delivery of services and procurement of supplies and construction.