**IMPORTANT NOTICE**

  • The format of this RFP has been simplified.
  • Only one signature is required.

Please read EXHIBIT A-Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900977

for

Employee Assistance Program

For complete information regarding this project, seeRFP posted ator contact the County representative listed below. Thank you for your interest!
Contact Person:Ann Marie Romero, Contracts Specialist II
Phone Number: (510) 208-9742
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

November 6, 2012

at

Alameda County, GSA–Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900977

SPECIFICATIONS, TERMS & CONDITIONS

for

Employee Assistance Program

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK

  1. Intent 4
  2. Scope 4
  3. Background...... 4
  4. Vendor Qualifications...... 4
  5. Specific Requirements...... 5
  6. Deliverables/Reports...... 9

I.CALENDAR OF EVENTS

  1. Networking/Bidders Conferences...... 10

III.COUNTY PROCEDURES, TERMS ANDCONDITIONS

  1. Evaluation Criteria/Selection Committee...... 11
  2. Contract Evaluation and Assessment...... 16
  3. Notice of Intent toAward...... 16
  4. Term / Termination / Renewal...... 17
  5. Quantities...... 17
  6. Pricing 17
  7. Award 18
  8. Method of Ordering...... 20
  9. Invoicing...... 20
  10. Account Manager/Support Staff...... 21

IV.INSTRUCTIONS TO BIDDERS

  1. County Contacts...... 21
  2. Submittal of Bids...... 22
  3. Response Format...... 25

ATTACHMENTS

Exhibit A –Bid Response Packet

Exhibit B – Insurance Requirements

Exhibit C – Vendor List

Specifications, Terms & Conditions

for Employee Assistance Program

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms and conditions to describe an Employee Assistance Program (EAP) required by the Alameda County Administrator’s Office Risk Management Unit (RMU) foruse by County employees and their dependents.

The County intends to award a three (3) year contract (with option to renew) to the bidder selected as the most responsible bidder whose response conforms to the RFP and meets the County’s requirements.

B.SCOPE

County employees face many of the emotional problems prevalent in society today. In some cases, these problems affect the employee’s health, effectiveness on the job, and work attendance. Specific problems facing County employees include but are not limited to, financial, drug and alcohol, health, death in family, illness of an elder relative or child, and the pressures and stresses of balancing work and family responsibilities.

In recognizing the problems employees face, Alameda County has established an Employee Assistance Program. The function of the EAP is to see to the emotional, mental and psychological health of County workers and their families by providing access to outside counseling and referrals to appropriate community and professional resources for help in resolving problems.

C.BACKGROUND

EAP services are available to all full and part time County employees and their families, as well as to contracted agencies, their employees and families. The services include, but are not limited to, psychotherapists, social workers, family counselors, other medical and/or health practitioners, credit and financial counseling, 24-hour crisis telephone response, and substance abuse expertise/counseling. The total number of eligible employees (including contracted agencies) is approximately 9,295.

D.VENDOR QUALIFICATIONS

Vendor minimum qualification criteria include, but are not limited, to the following:

  1. Five (5) years of experience in providing satisfactory EAP services for accounts similar in size and scope to the County;
  1. Possession of all permits, licenses and professional credentials necessary to provide EAP;
  1. Compliance with the Knox-Keene Act or a letter of exemption from the State of California; and
  1. Offices located in the County of Alameda.

E.SPECIFIC REQUIREMENTS

1.Confidential Assessment and Counseling Services

  1. Contractor shall provide:

(1)For non-safety employees and their dependents:

(a)Up to three (3) counseling sessions per family per incident per calendar year.

(b)Up to two (2) additional counseling sessions per family, per incident, per calendar year upon Informal Manager Referral for a total of five (5) sessions.

(c)Up to five (5) additional counseling sessions per family, per incident, per calendar year upon Formal Manager Referral for a total of ten (10) sessions.

(2)For safety employees and their dependents:

(a)Up to ten (10) sessions of assessment and referral/short-term counseling per family (employee and his or her dependents) per incident per calendar year for Alameda County Public Safety Officers; and

(b)Up to four hundred (400) special purpose counseling sessions to be allocated over the three (3) year life of the contract as Informal or Formal Manager Referral visits, visits for laid off employees, or other visits subject to Risk Management authorization.

  1. RMU may review and appeal any decision by Contractor to deny coverage of an incident, in accordance with privacy and confidentiality laws.
  2. Licensed professional EAP counselors, experienced in providing EAP services, shall deliver confidential, in-person short-term, solution focused assessment and counseling sessions for employees and their families members who are experiencing life problems of any kind. These sessions shall be conducted in safe, private, and confidential offices.
  3. Licensed, professional EAP counselors shall be available in sufficient numbers and in appropriate locations to deliver both urgent and non-urgent services in a timely manner. Urgent requests for service shall be met within 24 hours and non-urgent request within three business days.
  4. The EAP will provide counseling for problems related, but not limited to: stress, family, work, grief, smoking cessation, alcohol & drug abuse, marriage & divorce, depression, parent-child relationships, child/spouse abuse, aging, eldercare, eating disorders, financial and credit problems, gambling, conflict resolution, serious illness/death of a family member, and mental health issues.

2.Referral

  1. The EAP shall assist with referrals for long-term or specialized care based on assessed employee need and preferences, recommended treatment, and financial resources.
  2. Referrals shall be made if more extensive counseling is needed, and the number of personal counseling sessions is exhausted.
  3. Contractor shall, as needed, refer employees to outside professionals including but not limited to: psychiatrists/psychologists, psychotherapists, social workers, family counselors, other medical and/or health practitioners, credit and financial counselors.
  4. Referrals shall be conveniently located (within five (5) miles of home or work in urban and suburban areas and within twenty-five (25) miles in rural areas) throughout Alameda County.
  5. Contractor shall monitor and review the progress of referrals and the provider’s adherence to quality assurance standards.

3.24-Hour Crisis Telephone Response

  1. Professional EAP counselors shall provide live, immediate crisis telephone counseling 24 hours per day, seven (7) days a week. A toll-free number shall be provided.

4.Critical Incident Stress Debriefing (CISD)

  1. Vendor shall provide an unlimited number of CISD sessions consisting of not more than six (6) hours per incident. Onsite assistance shall be provided in a timely fashion for emergencies, including critical incident stress debriefing (CISD), defusing and other crisis response needs for County management and employees, including Public Safety Personnel and County Departments.
  1. Acutely traumatic events that occur in the line of duty to Public Safety Personnel and require critical incident debriefing shall include but not be limited to:

(1)An officer being placed in mortal jeopardy at the hands of a suspect, inmate or private citizen;

(2)An officer being present when a co-worker is killed or seriously injured in the line of duty;

(3)An officer shooting a suspect in the line of duty;

(4)An officer responding to a fire, accident or crime scene that involved bodily dismemberment or mutilation; and

(5)An incident that, in the opinion of the command staff, has been sufficiently traumatic to constitute an acutely critical traumatic event.

5.Brown Bag Seminars

  1. Contractor shall provide a minimum of thirty 60-minute educational seminars per contract year in subject areas including, but not limited to: fitness, nutrition, stress management, and wellness. This service may be exchanged on a two (2) for one (1) basis for organizational development training hours. If the County needs two (2) hours for organizational development training, the County maytrade four (4) educational seminar hours.

6.Legal, Financial, and Work/Life Services

  1. Contractor shall provide legal and financial services and referrals including, but not limited to: budgeting, tax planning, retirement planning, debt consolidation, financial planning, family law, consumer issues, traffic violations, personal injury, and wills and estates.
  1. Contractor shall provide a comprehensive array of employee and family support services, education resources and referrals for a wide range of personal and family needs.

7.Substance Abuse Expertise

  1. Given their disproportionately significant impact on the workplace, EAP providers shall have specific knowledge, training and experience in the assessment and treatment of chemical dependency and other addictions.
  1. When requested, contractor shall assist the organization in the development and implementation of policies, procedures, programs and services that advocate and support a drug-free workplace.

8.Guaranteed Confidential Recordkeeping

  1. Contractor shall provide guaranteed complete privacy and protection for EAP client records. EAP records and all related private health information shall be maintained in accordance with all State and Federal laws and Employee Assistance Professionals Association (EAPA) guidelines. The EAP shall provide ongoing training for its provider network on confidentiality practices.

9.EAP Orientation for all Employees

  1. Contractor shall provide onsite EAP orientations for all managers and employees. In addition, internet website resources and DVD programs shall be provided for delivery of ongoing orientation information.

10.EAP Communication/Awareness Materials

  1. The EAP shall provide a variety of printed materials (e.g. posters, brochures, and wallet cards), online services, newsletters and meetings with employee work groups to maximize awareness in the workplace and promote easy access to EAP services and support.
  1. Contractor shall participate in County Wellness events which include, but are not limited to, Employee Health Expos, as requested.

11.Management Communication and Consultation

  1. Contractor shall provide individual consultation to County managers and supervisors as needed regarding the management and referral to the program of employees with job performance or behavioral/medical problems.
  1. The EAP shall provide on and offsite assistance, as needed, with management referrals for employees involved in workplace conflicts, return-to-work conferences and other identified needs of the workplace.
  1. Contractor shall provide comprehensive organizational development training, as requested, for managers and supervisors regarding use of effective management skills in the workplace. Training may be delivered in a variety of formats, and cover topics such as effective supervisory skills, performance-based identification of troubled employees, the EAP management referral process, and consultation with the EAP.

12.Transition Planning and Reporting

  1. Contractor shall provide a transition plan for services that are in progress at the time of change-over from the existing employee assistance provider to a new service provider, if applicable.

F.DELIVERABLES/REPORTS

The vendor will be required to provide Annual and Periodic Utilization Reports to RMUas follows:

1.On a monthly and annual basis, contractor shall provide comprehensive, user-friendly EAP utilization and activity reports showing number of requests for service and type of service provided, by County department;

2.On a quarterly basis, contractor shall provide customer satisfaction data; and

3.Annual and monthly utilization, statistical, and customer satisfaction reporting, by County department.

II.CALENDAR OF EVENTS

EVENT / DATE/LOCATION
Request Issued / September 27, 2012
Written Questions Due / by 5:00 pm on October 16, 2012
Networking/Bidders Conference #1 / October 15, 2012 @ 11:00 a.m. / at:General Services Agency
1401 Lakeside Drive
Room 1107, 11th Floor
Oakland, CA 94612
Networking/Bidders Conference #2 / October 16, 2012 @ 10:00 a.m. / at:Castro Valley Library Chabot Room
3600 Norbridge Avenue
Castro Valley, CA 94546
Addendum Issued / October 23, 2012
Response Due / November 6, 2012 by 2:00 p.m.
Evaluation Period / November 6-14, 2012
Vendor Interviews / November 15, 2012
Board Letter Issued / December 4, 2012
Board Award Date / December 18, 2012
Contract Start Date / January 1, 2013

Note:Award and start dates are approximate.

G.NETWORKING/BIDDERS CONFERENCES

Networking/bidders conferences will be held to:

1.Provide an opportunity for small, local, and emerging businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.

2.Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

3.Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFP. use as required, modify or delete

4.Provide the County with an opportunity to receive feedback regarding the project and RFP.

All questions will be addressed, and the list of attendees will be included, in an RFP Addendum following the networking/bidders conferences.

Potential bidders are strongly encouraged to attend networking/bidders conferences in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

H.EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in employee assistance programs. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the GSA–Purchasing Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points, including the possible ffity(50) points (maximum ten percent (10%) of final score) for local and small, local andemerging, or local preference points.

The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation and interview.

If the two-stage approach is used, the three (3) bidders receiving the highest preliminary scores and with at least foruty (40) points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.

The zero to five-point scale range is defined as follows:

0 / Not Acceptable / Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.
1 / Poor / Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.
2 / Fair / Has a reasonable probability of success, however, some objectives may not be met.
3 / Average / Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.
4 / Above Average/Good / Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.
5 / Excellent/Exceptional / Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows: