September 14, 2015 ADDENDUM #1. RFP Employee Assistance Program

Transcription

1 September 14, 2015 ADDENDUM #1 RFP Employee Assistance Program Addendum #1 is being issued to respond to the following questions submitted prior to the 9/11/2015 deadline: Question 1. How many years has Personal Assistance Services provided EAP services to the County? 2. Are you currently pleased with the EAP services you are receiving? 3. Are there specific areas of enhancement you are seeking at this time? 4. What is the current pepm rate? Based on how many employees? 5. What was the total dollar spend for the EAP in 2013 and then in 2014? 6. Is the County currently receiving Work- Life Services, i.e. child care and elder care consultation and referral? Should Work-Life Services be included in the quote to be submitted? 7. Is the County currently receiving Legal Consultation Services, i.e. 30-minute consultation with an attorney; beyond the consultation, attorney services offered at a 25% discount? Should Legal Consultation Services be included in the quote to be submitted? 8. Is the County currently receiving Financial Consultation Services, i.e. telephone-based financial advisory services provided by qualified financial planners? Should Financial Consultation Services be included in the quote to be submitted? More than 20 years Yes No Response $1.67 PEPM based on 3,581 employees in the entire consortium. St. Charles County Government currently has 1026 employees. Each entity in the consortium paid their own billing, but for St. Charles County Government the annual total for each year was approximately $20,000 Yes, PAS provides Life Management Services which is similar. It can be included in the proposal to be submitted, but it is not required. Yes, this is currently provided. Again, this can be included in the proposal to be submitted, but it is not required. Yes, this is currently provided. Again, this can be included in the proposal to be submitted, but it is not required. Page 1 of 6

2 9. Why are you requesting this RFP at this time? 10. Can you provide recent utilization reports or provide utilization statistics? a. Specifically, can you provide total number of initial inquiry/assessment calls to the EAP in 2013 and then in 2014? b. Can you provide the total number of in-person EAP sessions provided in 2013 and then in 2014? c. Can you provide the total number of telephonic EAP sessions delivered in 2013 and then in 2014? d. Can you provide the total number of EAP cases in 2013 and then in 2014? e. Can you provide the average number of sessions provided per case in 2013 and then in 2014? 11. Do you prefer electronic communication materials, i.e. brochures, posters, or hard copy materials, or a combination of both? 12. Can you provide the number of training hours provided in 2013 and then in 2014? How many of those hours were provided in-person? How many were provided via web? a. How many hours are included annually in the current contract? 13. Can you provide the number of orientation hours provided in 2013 and then in 2014? How many of those were provided in-person? How many were provided via web? a. How many hours are included annually in the current contract? 14. How many Critical Incident events were provided in 2013 and then in 2014? Contract with current provider, PAS, expires at the end of The County s policies require solicitation of bids/proposals for any purchase over $5, The total number of initial inquiry/assessment calls and the total number of in-person sessions are not specifically included in the utilization reports. Telephonic services are offered, but the reports show that all of the consultations were in person in 2013 and only about 2% were telephonic consultations in The average number of sessions per case for 2013 and 2014 are not included in the reports. We prefer a combination of both As part of the contract, the consortium was allotted 52 joint on-site hours for personal development seminars. Any additional hours were paid by the entity requesting the additional training. In 2013, a total of 62 hours were used and in hours were used for personal development seminars. All were in person and no web sessions. As part of the contract, the consortium was allotted 5 joint on-site hours for employee orientation sessions. In 2013, a total of 4 hours were used and in 2014 no hours were used for employee orientation sessions. All were in person and no web sessions. St. Charles County Government had no critical incident events in 2013 or Page 2 of 6

3 15. How many hours of Critical Incident support were provided in 2013 and then in 2014? 16. Please provide utilization data on the number of SAP cases over the last few years. 17. How many Benefit Fairs/Health Fairs are provided yearly? Are these included in the 52 hours of supervisory and other training programs? 18. How many copies of our proposal are required? Page 2 of the RFP states one original and one signed copy. Page 4 of the RFP states 13 signed copies of the proposal; one is to be an original. 19. Is the cost per employee per month to be based on the total # of employees in the consortium (3,581 employees)? 20. On page 2 of the RFP it indicates that one original and one copy is to be submitted for this proposal. Then on page 4 of the RFP under Terms and Conditions, it requests that vendors submit 13 signed copies, one being marked as the original. Could you please confirm how many hard copy proposals are required to be sent? 21. Could you advise what the current rate per employee per month for the current EAP is? 22. Could you please provide the past two year s utilization rate history? St. Charles County Government did not have any hours for this. St. Charles County Government had 5 cases in 2014 and 2 cases in 2015 so far. We had no cases in 2013 or Under the current contract 10 health fair hours are provide annually for the entire consortium. These are in addition to the 52 hours of personal development seminars. The County will require one signed original and twelve signed copies of each proposal for distribution to members of the consortium. Yes The County will require one signed original and twelve signed copies of each proposal for distribution to members of the consortium. $1.67 per employee per month Annualized utilization for 2013 was 9.26%. Annualized utilization for 2014 was 7.43% 23. Please provide your current rate. $1.67 per employee per month 24. Would you like work/life services included in the quote? Does your This is currently included. You can include it current contract include work/life in the proposal, but it is not required. services? Page 3 of 6

4 25. Please provide the most recent utilization report, as well as a 2014 annual utilization report. If this is not available please provide utilization percentages (split out by EAP utilization and work/life utilization, if applicable) for 2014, indicating what services are included in this utilization figure (phone triage, counseling sessions, seminars provided, web hits, etc.). 26. On page 7, a bank of 52 hours for supervisory and other training programs is requested. Does this 52 hour bank refer exclusively to topical trainings, or does it include orientation sessions educating employees and supervisors about the EAP benefits and how to use the EAP? If it includes both, please provide a count of how many of these hours were used for orientations last year, vs. topical seminars/trainings. 27. Please indicate how many EAP orientation programs were used last year, and at what locations. Were they provided on-site or via phone or webinar? 28. We do not standardly offer an EAP with an unlimited number of sessions. Would an 8 session model suffice? 29. What is the total number of EAP counseling sessions provided in 2014? For those who receive EAP counseling sessions, what is the average number of sessions used per employee per issue? 30. Page 8, #2: We do not currently have a supervisory manual, but we offer ample training to supervisors on how to utilize the EAP program. Will this suffice? 31. Page 8 #10: Is there a specific number of CIRs you would like included in the quote, or can these be offered fee for service? Utilization percentages for 2014 show 72.37% EAP consultation, 22.37% Life Management Service, and 5.26% Information and Referral. 98% of the EAP consultation cases were office based, while 2% telephonic based in The current contract provides for 52 joint onsite hours for supervisory and personal development seminars. In addition, the current contract provides for 5 joint on-site hours for employee orientation and 10 joint onsite hours for health fairs. 4 hours were used for EAP orientation programs in 2013 and no hours were used in All hours were on-site. We prefer an unlimited number of sessions. We do not have the total number of counseling sessions for We have unlimited sessions so our report does not show the number of counseling sessions. The training will suffice, but many of our supervisors utilize the manuals currently offered. We are not looking for a specific number, but if there is to be a cost for the service, please provide that information. Page 4 of 6

5 32. Page 9 #11: How many employee benefit fairs is the EAP provider expected to attend? How many were held last year? How many health fairs is the EAP provider expected to attend? How many were held last year? Where are these benefit fairs and health fairs held? 33. How long has Personal Assistance Services been your EAP provider? 34. Why is St. Charles County out to bid? 35. Who is the incumbent carrier? How long have they been providing services to St. Charles County? Some members of the consortium have benefit fairs, while others do not. Our current provider allotted a total of 10 joint on-site hours for benefit fairs to be shared with the entire consortium. The hours have been used by at least 3 different members of our consortium in the past. Any additional hours requested beyond the 10 allotted must be paid for by the entity requesting the service. Benefit fairs have been held in O Fallon, Wentzville, and St. Charles County in the past. More than 20 years Contract with current provider, PAS, expires at the end of The County s policies require solicitation of bids/proposals for any purchase over $5, Personal Assistance Services (PAS). than 20 years. 36. What is the current program rate? $1.67 per employee per month 37. The RFP states on page 8 that there are "no fixed limits on the number of sessions per episode or per We prefer an unlimited number of sessions. employee", would St. Charles County be open to a fixed session model per issue? 38. What has utilization looked like for the last year? Please provide a copy of the most recent EAP utilization report including case utilization. 39. How many training hours were used last year? 40. How many Critical Incident hours were used last year? 41. Does the city currently have a wellness program? More Annualized utilization for 2013 was 9.26%. Annualized utilization for 2014 was 7.43%. As part of the contract, the consortium was allotted 52 joint on-site hours for personal development seminars. Any additional hours were paid by the entity requesting the additional training. In 2013, a total of 62 hours were used and in hours were used for personal development seminars. All were in person and no web sessions. St. Charles County Government had no critical incident events in 2013 or We do not have an official wellness program. We periodically offer training programs on wellness topics and include wellness articles in the County employee newsletter which is published monthly. Page 5 of 6

6 Bidders shall sign this Addendum as acknowledgment and return it with the bid. Addendum #1 RFP Dated We, the undersigned, acknowledge the receipt of the above addendum(s) as dated. By: Title: Company: Date: Page 6 of 6