Questionnaire No. 6 - Employee Assistance Program.pdf

City of Miami Questionnaire for RFP No. 2130386

Questionnaire 6 Employee Assistance Program (“EAP”)

Completion of this questionnaire is not mandatory, but it is strongly encouraged as failure to do so could negatively impact the overall evaluation score of the Proposal. Responses will strengthen your technical evaluation and may contribute to your overall proposal score. Please answer in the order presented. Incomplete responses may affect scoring.

I. Financial Stability and Experience

1. Provide the Proposer’s current rating with A.M. Best, Moody’s, Fitch, and/or Standard &

Poor’s.

2. Include the full business name of the Proposer, contact details, Federal Employer

Identification Number (“FEIN”) history, and company overview.

3. Identify the primary office servicing the City and list the services offered at this location.

4. Please list other companies with whom you have a financial interest (i.e., insurance companies, Preferred Provider Organizations (“PPOs”, Health

Maintenance Organizations (“HMOs”), Managed General Underwriters “MGUs”), Brokerages, etc.).

5. Describe any past or pending litigation, claims, or bankruptcies in the last seven (7) years.

6. Provide contact information for three (3) public-sector clients similar in size and scope to the City of Miami. Include contract duration and a description of services delivered.

II. Program Design & Services

1. Provide a summary of the Employee Assistance Program) (“EAP”) plan design(s) proposed, including covered services and delivery methods (e.g., in-person, telephonic, virtual).

2. Specify the number of face-to-face counseling sessions provided per participant per issue/year.

3. Are telephonic or virtual counseling sessions unlimited?

4. Do you offer onsite support for grievances, emergencies, or crisis counseling? Please elaborate.

5. Are there additional or alternative plan options available to the City? If so, provide details.

6. Is there any coordination with mental health benefits if the counselor feels the member needs more care?

III. Access & Coverage

1. Is the program available 24/7/365?

2. Is there a toll-free helpline for immediate access?

3. Is the program accessible online (e.g., self-scheduling, educational resources, intake forms)?

4. Can all household family members of eligible employees access the EAP?

5. Do you utilize a provider network? If yes, include a provider directory or sample list relevant to the Miami-Dade area.

IV. Pricing & Cost Structure

1. Provide a detailed fee schedule for the proposed EAP plan(s).

2. List all additional costs not included in the base fee (e.g., onsite services, travel, ancillary services, setup fees).

3. Describe your billing process and whether fees are charged per employee, per session, or otherwise.

4. Can you guarantee pricing for a minimum contract period? If yes, specify the term and conditions.

V. Reporting & Data Access

1. List standard reports provided to clients (e.g., utilization, outcomes, trends), including frequency of distribution.

2. Are custom reports available upon request? If so, at what cost (if any)?

3. Are reports accessible online?

4. Will reports and data be accessible to the City’s designated consultant or Business

Associate upon execution of a proper agreement (e.g., Business Associate Agreement

(“BAA”)?

VI. Compliance & Data Privacy

1. Confirm your compliance with all applicable federal and state privacy laws, including

HIPAA.

2. Provide a sample Business Associate Agreement (BAA).

3. Describe how you safeguard employee confidentiality, including any third-party data-sharing practices.

VII. Implementation & Support

1. Describe your implementation process, including expected timeline, project management resources, and staff training.

2. Provide a sample implementation schedule.

3. Describe how ongoing support will be provided to the City (e.g., dedicated account manager, service team access).

4. Provide an example of marketing, education, or promotional materials you supply to increase employee engagement.