RFP 25_16 Addendum 1.pdf

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Number: RFP 25-16 Employee Assistance Program Services (Annual Contract)

Addendum # 1

Addendum Posting Date: 10/17/2024

RFP Closing Date: 10/24/2024 at 2:00 pm

The information contained in this document shall become an official part of the original document and shall be acknowledged as noted on the Proposal Certification

Form (Solicitation Form 2) of solicitation document in the space provided. Failure to acknowledge receipt of an addendum may result in a status of non-responsive. Firms are encouraged to review the contents of this document and to respond accordingly.

Addendum 1 is being issued to respond to the following questions submitted:

Question: Response:

1. We are reviewing the SCCPSS EAP RFP, and were hoping you could expand on what is meant by:

"Offeror will conduct assessments for all supervisory referrals including evaluations to determine fitness for work and will provide to the District fitness to work reports." - #6d, page 19

Most EAP supervisory referrals are routine, but "Fitness For Duty" (FFD) evaluations are much more involved, as they can require forensic psychologists and are costly to complete.

Evaluations for fitness for duty is based on each initial evaluation on an individual bases for each employee session.

Fitness for Duty Forensic Psychological evaluation should be referred to a professional psychologist outside of the EAP Services Provider

Routine Supervisory referrals are for assessment to assist with determining the need or requirement for a Fitness for Duty Evaluation. By an outside Psychologist.

2. Will you accept electronic signatures on all proposal forms?

Yes.

3. Who is the current EAP provider and how long have they been providing services to the organization?

Lifestyle Management Resources Under contract since January 2018

4. Please confirm that pricing should be based on 5,600 employees.

Approximately 5,600

5. What is the current number of counseling sessions allowed per member per issue per year?

The counseling sessions are based on the current incident and each incident allows up to (8) eight sessions

6. Please provide the current rate and a rate history throughout the contract term for the

EAP.

2018 through 2024 $0.45 per employee/per month

7. How many hours of the following services are included within the current EAP contract per year?

• Onsite training/orientation/educational seminars

• Onsite health fair/event participation

Onsite

• Training

• Health fair

• Critical Incident

• Webinars

• Educational Seminars

They are scheduled on an as needed

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Question: Response:

• Onsite critical incident support events (# events/# hours)

• Webinar training basis.

8. How many total hours of the following services were utilized in each of the last two

(2) years?

• Onsite training/orientation/educational seminars

• Onsite health fair/event participation

• Onsite critical incident support events (# events/# hours)

• Webinar training

• Onsite training/orientation/educational seminars 8 hours

• Onsite health fair/event participation 0 hours requested

• Onsite critical incident support events (# events/# hours) 0 hours requested

• Webinar training 0 hours requested

9. Please provide copies of 2023 EAP utilization reports.

District utilization rates are provided in Attachment D.

10. On a scale of 1-5 with 5 being the highest, how would you rate your current vendor?

District does not provide this information.

11. What are the three components that are most important to you in an EAP?

Quick response to Employee needs Confidentiality and Trending’s

12. The RFP states, “the Offeror will maintain and provide to the Board, a copy of a government-issued photo I.D. (driver’s license, passport, government identification card, etc.) for individuals that provide services under a resulting contract and proof that a criminal background check has been completed.” Please confirm that this requirement is after award of contract and not to be submitted with the proposal.

Correct.

13. Why is SCCPSS out to bid? The current contract has no further renewal options.

14. Who is the incumbent vendor? See answer to Question 3

15. What is the current EAP program model?

For example: Does the current program allow for legal, financial, childcare, eldercare and personal convenience assistance?

How are these services being administered?

Through a website or can their employees call and speak to lawyers, financial professionals for example?

Are the childcare, eldercare services self-service or does the program provide research and referrals?

The EPA Counseling Service Team providers give counseling for:

Financial, Parenting, Elder Care, Blending Families, Marital Problems, Balancing Home and Work, Job Burnout, Time Management, Substance Abuse, Alcoholism, Co-Dependency, Coping with Traumatic Events, Stress Management, Financial Instability, Smoking Cessation, Insomnia, Back to School Issues, Lifestyle Adjustment due to injuries, and more.

Referrals are given when appropriate.

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Question: Response:

No legal advise given through EAP Services.

16. What is the annual contract value for the current program?

See answer to Question 6.

17. Are there any areas of improvement with the current services?

Satisfactory Services Provided

18. How many Critical incident hours has SCCPSS had the last two years?

Last two years there have not been any requirements for Critical Incident Hours

19. Are fitness for duty evaluations included in the current EAP contract?

Evaluations are included

20. Would SCCPSS accept a case rate for these services?

No

21. How many orientations and/or employment fairs did SCCPSS have in the last two years?

None

22. How many training hours did SCCPSS utilize in the last two years?

8 Hours

23. Would SCCPSS accept a bank of hours that SCCPSS can use for trainings, orientations, benefit fair attendance and onsite CISM debriefings?

Hours are requested as needed

24. Does SCCPSS currently have a team of dedicated clinicians?

If so, what is the role of these clinicians?

Do they provide intake and referrals or are they preferred providers for counseling sessions for SCCPSS?

No

25. We cannot guarantee Crisis response service providers to be onsite within 90 minutes, however we can make best efforts to be there as soon as possible. Will that be acceptable?

Crisis Response Services is required as soon as possible depending on the severity of the crisis.

***ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED***

End of Addendum #1 to RFP 25-16

Employee Assistance Program Services (Annual Contract)

SCCPSS Purchasing Department (Posted 10/17/2024)