REQUEST FOR QUOTATION RFQ# 07-Q-JW-111 Employee Assistance Program COMPANY NAME: ADDRESS: PHONE NO.: FAX NO.: SIGNATURE:

Transcription

1 REQUEST FOR QUOTATION RFQ# 07-Q-JW-111 Employee Assistance Program COMPANY NAME: ADDRESS: PHONE NO.: FAX NO.: SIGNATURE: TITLE: DATE:

2 September 11, 2007 RE: Price Quote (PQ) Dear Quoters: This is an invitation for you to submit a quotation to provide Employee Assistance Program to the Washington Convention Center Authority (WCCA). Your quotation shall be in accordance with the attached Statement of Work. This Request for Quotation (RFQ) is designated for certified Local, Small, Disadvantage Business Enterprises (LSDBEs) Offerors only under the provisions of The Small, Local, and Disadvantaged Business Enterprise Development and Assistance Act of 2005 (the Act), Title II, Subtitle N, of the Fiscal Year 2006 Budget Support Act of 2005, D.C. Law 16-33, effective October 20, A vendor must be certified as local, small, disadvantage business enterprise in order to be eligible to submit a bid in response to this solicitation. The quote shall be submitted to the Office of Contracts and Procurement at WCCA no later than 12 PM EST, Tuesday, September 25, The quote shall include an original and three (3) copies. The quote must be signed by an official authorized to bind the company. The quote must state that the terms of the quote are valid for a period of thirty (30) days from date of quote. Submit quotes to Washington Convention Center, Attn: Jawayne Jenkins, Office of Contracts and Procurement Services, 801 Mount Vernon PL., NW, Washington, DC Hours of operation for this office are 8:30 am to 5:30 pm, Monday thru Friday (excluding holidays). Should you have any questions, please contact me at (202) or jjenkins@dcconvention.com. Sincerely, Jawayne Jenkins Senior Contract Specialist Contracts and Procurement Services 2

3 Quote Form Base Year (Date of Award thru September 30, 2008) $ 1 st Year Option Renewal (October 1, 2008 thru September 30, 2009) $ 2 nd Year Option Renewal (October 1, 2009 thru September 30, 2010) $ 3 rd Year Option Renewal (October 1, 2009 thru September 30, 2010) $ 4 th Year Option Renewal (October 1, 2009 thru September 30, 2010) $ All prices shall exclude District of Columbia sales tax and all other taxes. The WCCA is exempt from state local taxes. If Federal Excise Tax applies, show amount of same which has already been deducted to determine your net price. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by the WCCA. Signed by: Date: Title: Company: 3

4 REQUEST FOR QUOTATION # 07-Q-JW-111 Employee Assistance Program A. Statement of Work The Washington Convention Center Authority (the Authority) is soliciting quotations from qualified organizations to administer the Authority s Employee Assistance Program (EAP). The EAP services provided by the Authority is to be a comprehensive program that helps employees and their eligible family members resolve personal problems that may adversely impact their work performance, conduct, health and well-being. The Authority EAP program addresses problems in the quickest, least restrictive, and most convenient manner while minimizing cost and protecting employee confidentiality. A.1 Contractor Qualifications To be eligible to participate, the Contractor shall be licensed, certified counselors, have Masters or Doctorate degrees and extensive postgraduate experience and regulated by the State and, where applicable, local authorities (i.e. the provider must meet all requirements of its particular jurisdiction) where the service is provided. The Contractor shall administer the program on behalf of the Authority from the date of the award through the time the award expires. A.2 Services Required The program should offer Authority employees and their eligible family members EAP services that: a) assures complete confidentially for all participants; b) monitors the activity of staff involved; c) offers confidential face-to-face initial assessments, short-term counseling, referral and follow-up services for (1) family relationship issues (2) workplace concerns (3) alcohol and drug problems (4) personal and emotional difficulties and (5) health and behavioral issues; d) provides short-term counseling on a six-session basis. Counseling may be provided through more or less than six sessions depending on the nature of the problem, it s severity and development of a mutually agreed upon plan for resolution; 4

5 e) provides appropriate services or referrals for group therapy, intensive outpatient treatment, day treatment, aftercare follow-up, and program monitoring and evaluation; f) responds to requests from eligible/covered employees and/or family members for services within 24 hours. Appointments for assessment of the participant s problem will be completed within two (2) days of initial referral to the service; g) are available twenty-four (24) hours, either through counselors or a 24 hour HOT-LINE in the event of an emergency with emergency coverage extended on weekends and holidays; h) provides weekly on site services at the Washington Convention Center; i) provides a minimum of two (2) news articles for employee newsletter; j) assist managers and supervisors with employees who have performance, conduct, or attendance problems onsite. A.3 Training In responding to this RFQ, each entity must submit a technical proposal that demonstrates its ability to provide the Authority s staff training and material pertaining to issues such as, stress management, conflict resolution, time management, violence in the workplace, long-term/chronic illness, traumatic experiences, grief and loss, improving relationships, alcohol and drug awareness, anxiety and depression, etc. a) The contractor shall conduct initial orientation on the EAP twice a year to all Authority employees. b) Conduct training programs for managers, supervisors and union officials twice a year in order to assure awareness of the program. c) Conduct a minimum of three (3) educational training sessions or seminars to employees during the year. The seminars are open to all employees; therefore each session must be given twice to accommodate multiple shifts for Authority employees. A.4 Services Access to information via EAP web-site e.g. allowing employees to download educational materials, access interactive self-assessment and self-help programs and enter chat rooms for discussion with counselors. Provide various posters promoting the EAP services on a quarterly basis to assure awareness of the program. 5

6 Provide the Authority with appropriate publicity material and related brochures for distribution to Authority employees, e.g. five hundred (500) wallet sizes laminated EAP employee identification cards reflecting Contractor s name, address, telephone number and HOTLINE telephone number. A flexible range of work/life options should be available to help employees and their families balance personal and workplace responsibilities. The program should offer confidential information, referrals to qualified resources, educational materials and handbooks, and consultation services in work/life programs, such as: Elder Care, and Related Services Career Counseling Parenting Issues (Adoption) Family, Couple, or Marriage Issues Financial/Debt Management Smoking Cessation Domestic Abuse Government Agency Services Assistance On-Site Crisis Intervention The Contractor shall work with the Authority s benefit providers on an ongoing basis to develop a cooperative relationship in which the goals of quality and cost containment are established. The Contractor shall monitor benefit utilization to minimize abuse, thus helping to maximize efficiency and effectiveness of services being provided. A.5 Mandatory Referrals Employees who engage in actions prohibited by the Authority s Policies and Procedures may become mandatory referrals to the EAP for treatment for alcohol or drugs or for an attorney, financial consultant, clinical therapist, community agency, etc. With each referral, the EAP provider will: Evaluate the employee to determine the extent of the perceived problem. Refer the employee to the program that best meets the needs of the employee in a most cost-effective manner. Whenever possible the EAP counselor will refer the employee to a program that is covered by the employee s insurance. Additionally, if applicable by Public Law and, or, HIPPA Regulations provide the Authority s EAP Coordinator with the following: o The prescribed treatment plan for each employee referred., i.e. inpatient program, group counseling, etc. o The date the employee begins treatment. o The date the employee completes all treatment requirements, 6

7 including aftercare. o Whether or not the employee is complying with the prescribed treatment program. o The date the employee begins aftercare. o The date the employee should be sent for a return-to-duty test. o The date the EAP coordinates the fitness-for-duty-letter. o The frequency schedule for follow-up testing. A referral for the employee for a fitness-for-duty letter after receiving the results of the employee s return-to-duty test. The Authority s Employee Assistance Program Coordinator will notify the EAP of the results. Notification of whether or not to the Authority s EAP Coordinator in the event the employee did not appear for an on-the clock scheduled appointment. The Contractor shall ensure that successful completion of treatment, including aftercare, is certified in writing to the Authority s EAP Coordinator. The Authority s EAP Coordinator shall coordinate with the Contractor as needed, to ensure that supervisors are aware of the employee's compliance with the mandatory referral. A.6 Reporting Procedures The Contractor shall handle all administrative tasks associated with the EAP program appropriately and efficiently. The Contractor shall maintain confidentiality of all the information contained in the EAP program applications. The Contractor shall provide quarterly reports to the Authority regarding the utilization of the program. Reports shall include, but not be limited to, the number of hours worked, number of employees assisted, dates of services, type of treatment rendered, and analysis trends and recommendation of any actions WCCA may need to take. B. Performance Standards The Contractor shall be evaluated semi annually or more often, as needed. The purpose of these evaluations is to measure efficiency and effectiveness of the program and to determine that it is operating within established policies. The Contractor shall be required to meet the following standards: 1. Responses to requests from eligible/covered employees for services will be within 24 hours. 2. Delivery of medical, behavioral, or environmental health services performed in a courteous and professional manner 100% of the time. 7

8 3. Requests from the receiver s management officials for occupational and environmental health consultation are met promptly by well qualified, well informed and fully empowered supplier representatives 100% of the time. 4. Provision of patient care at on-site facilities will receive the highest quality medical care by well-qualified health practitioners 100% of the time. 5. Consultation and program development meets the requirements for timeliness and resources100%. 6. Emergency counseling services are provided to patients immediately 100% of the time. 7. Critical incident stress debriefings are responded to immediately. Briefings take place as soon as counselors can be physically present on the site. 8. Work life services, e.g. adoption, return to work, etc., are provided to customers on a one-on-one basis at the convenience of the customer or according to the pre arranged class schedule. C. Evaluation Criteria Quotations submitted in response to this RFQ shall be evaluated based on the following: 1. Demonstrated experience in administering Employee Assistance Programs. Maximum Points Provide current business License, Counselors Certifications, Masters and/or Doctorate degrees. Maximum Points Provide proof of being compliant with District of Columbia applicable laws and requirements for providing EAP services. Maximum points Submit a technical plan that demonstrates ability to perform the services and provide the training outline in the SOW. Maximum points Provide the names & addresses of three (3) references that can validate ability to successfully perform the work in a timely manner. Maximum points Price of services. - Maximum points 25. The Contract will be awarded to the Firm whose quotation is most advantageous to the Authority based on the evaluation criteria listed above. The Authority may award the contract on the basis of the initial Quotation without discussions. 8

9 Therefore, the initial quotation should provide sufficient information to recommend a contract award without discussions. C.1 Term of Contract The Base Term of this contract shall be from date of award to September 30, 2008 C.2 Option to Extend the Term of Contract a. The WCCA may extend the term of this contract for a period of four (4) one-year option periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the WCCA will give the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the WCCA to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract. b. The prices for the option period(s) shall be as specified in Quote Form for Option years one through four. D. TERMS AND CONDITIONS D.1 Insurance Requirement D.1.1 Commercial General Liability Insurance-The Contractor shall secure and maintain during the Contract period Commercial General Liability insurance with limits of not less than one (1) million dollars ($1,000,000.00) per occurrence and in the aggregate. The Commercial General Liability coverage must be extended to include owners, employees and contractors protective liability. The coverage should also include all premises and product operations, personal and advertising injury and contractual liability. D.1.2 Worker s Compensation Insurance-The Contractor shall secure and maintain during the Contract period all Worker s Compensation insurance required by the District of Columbia Government law for all employees, and its employees involved in the Contract, without exclusion of any class of employee. D.1.3 Upon execution of this Contract, the Contractor shall provide Certificates of Insurance to WCCA for review and approval. All insurance policies and 9

10 Certificates described herein shall state that WCCA, its Board of Directors, employees and officers, are named as additional insureds. D.1.4 Notice- The Contractor shall immediately report in writing to the WCCA s Manger of Contracts and Procurement any incident which might reasonably be expected to result in any claim under any of the coverage s mentioned herein. Contractor agrees to cooperate with WCCA in promptly releasing information as to the disposition of any claims, including a resume of claims experience relating to WCCA D.2 Applicability of Standard Contract Provisions WCCA Standard Contract Provisions (SCP) dated May 2006, is incorporated by reference from this solicitation and any resulting contract. A copy of WCCA s SCP may be downloaded from WCCA s website at D.3 Local, Disadvantaged Businesses, Businesses Operating In an Enterprise Zone, Or Resident Business Ownership Quoters submitting evidence that they are certified as small, local, disadvantaged, operating in an enterprise zone or having resident business ownership shall receive: (a) (b) (c) A three (3%) percent reduction in the bid price or the addition of three points on a 100-point scale for a small business enterprise (SBE) certified by the District of Columbia Small and Local Business Opportunity Commission (SLBOC) or the D.C. Department of Small and Local Business Development (DSLBD), as applicable, A five (5%) percent reduction in the bid price or the addition of three points on a 100-point scale for a resident-owned business (ROB) certified by the SLBOC or the DSLBD, as applicable, A ten (10%) percent reduction in the bid price or the addition of ten points on a 100-point scale for a longtime resident business (LRB) certified by the SLBOC or the DSLBD, as applicable, (d) A two (2%) percent reduction in the bid price or the addition of two points on a 100-point scale for a local business enterprise (LBE) certified by the SLBOC or the DSLBD, as applicable, (e) A two (2%) percent reduction in the bid price or the addition of two points on a 100-point scale for a local business enterprise with its principal office located in an enterprise zone and certified by the SLBOC or the DSLBD, as applicable, and 10

11 (f) A two (2%) percent reduction in the bid price or the addition of two points on a 100-point scale for a disadvantaged business enterprise (DBE) certified by the SLBOC or the DSLBD, as applicable. (g) Offerors may qualify for more than one of these categories, so that the maximum number of points available under this section is 12 points. E. INSTRUCTIONS E.1 Hand Delivery, Mailing or Faxing of Quotations Please deliver, mail or fax or for any request for clarifications or questions regarding this inquiry to: Jawayne Jenkins Senior Contract Specialist Contracts and Procurement Services Washington Convention Center Authority 801 Mount Vernon Place, NW Washington, DC Phone: Fax: jjenkins@dcconvention.com E.2 Submission Date and Time Quotations must be submitted no later than 12:00 p.m. EST, Tuesday, September 25,