Fayette County Public Schools Sealed Solicitation

Title: Employee Assistance Program (EAP)

Deadline: 8/16/2022 2:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: Awarded

Solicitation Number: 57-22

Description:

Fayette County Public Schools is soliciting proposals for the following types of fringe benefit insurance coverages as provided by the Board for employees: Employee Assistance Program (EAP).

Documents:

Documents as of 8/1/2022
RFP 57-22 Employee Assistance Program.pdf
Addition 1

Posted: 8/4/2022

Type of Addition: 2021 Utilization Report

Overview: A copy of the 2021 utilization report that was mentioned in previous questions and answers

Documents:

Addition 2

Posted: 8/29/2022

Type of Addition: In Review

Addition 3

Posted: 10/28/2022

Type of Addition: Award Information

Overview: Contract awarded to Lifeworks

Documents:

Question 1

Posted: 8/2/2022

Question: Who is the current EAP provider and how long have they been providing services to the District?

Response: Humana - 6 months

Question 2

Posted: 8/2/2022

Question: Please confirm that pricing should be based on 6,000 employees.

Response: 6,500

Question 3

Posted: 8/2/2022

Question: What is the current number of counseling sessions allowed per member per issue per year i.e. the counseling visit model?

Response: 4

Question 4

Posted: 8/2/2022

Question: Please provide the current rate and a rate history throughout the contract term for the EAP.

Response: Unable to answer

Question 5

Posted: 8/2/2022

Question: 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 critical incident support events (# events/# hours) • Webinar training

Response: Unable to answer, please provide with your response all services you provide and their cost

Question 6

Posted: 8/2/2022

Question: 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

Response: 8 hours

Question 7

Posted: 8/2/2022

Question: Please provide copies of 2020, 2021, and YTD 2022 EAP utilization reports.

Response: The only utilization report available is from 2021 and it will be provided as an attachment to download

Question 8

Posted: 8/2/2022

Question: If utilization reports are not available, please provide the following for each of the last 2 years: • Number of employees on which the report is based • Total number of clinical cases • Total number of work-life cases • Total number of clinical sessions

Response: 2021 report is only report available

Question 9

Posted: 8/2/2022

Question: Please provide insight into the condition of the workforce. Are there specific issues facing your workforce (i.e. stress, morale, etc.) and HR? Have there been any major events in the last year (i.e. reductions in force, critical incidents, etc.)?

Response: COVID and school issues but nothing outside of that

Question 10

Posted: 8/2/2022

Question: Is your EAP Helpline currently answered by customer service representatives or by clinical personnel?

Response: Clinical personnel

Question 11

Posted: 8/2/2022

Question: Are legal, financial and daily living work-life services currently a part of your EAP program?

Response: Yes

Question 12

Posted: 8/2/2022

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

Response: Unable to answer due to short time vendor has been with district

Question 13

Posted: 8/2/2022

Question: Who is the District's health plan vendor?

Response: Anthem

Question 14

Posted: 8/2/2022

Question: How has the District been impacted by COVID-19?

Response: Same challenges as all school districts

Question 15

Posted: 8/2/2022

Question: If submitting an electronic response, will you accept electronic signatures on the forms?

Response: Yes

Question 16

Posted: 8/5/2022

Question: Why is FCPS currently out to bid?

Response: Current vendor has opted out of contract

Question 17

Posted: 8/5/2022

Question: Is FCPS satisfied with the current utilization of the program?

Response: Unable to answer

Question 18

Posted: 8/5/2022

Question: How many counseling sessions should we include in our proposal? Would FCPS be open to seeing the pricing for multiple session models?

Response: Currently it is 4 counseling sessions, you are welcome to provide pricing for other models as well

Question 19

Posted: 8/5/2022

Question: Will FCPS accept contact information and a description of services for the three client references, in place of letters of reference? The RFP describes the reference requirements in two different ways.

Response: Please include letters of reference.

Question 20

Posted: 8/5/2022

Question: Pg. 16, TECHNICAL PROPOSAL: Please clarify the labels (e.g., A-1 through to C-4) included in the Response column of the table on this page. Please indicate how proponents are to label their submission or explain the purpose of these labels.

Response: The labels are used to assist the evaluation committee locate items in the proposal.

Question 21

Posted: 8/5/2022

Question: Pg. 16, TECHNICAL PROPOSAL: In the table, proponents are asked for at least three letters of reference; however, on pg. 17, proponents are also asked to include at least three references of work. Are these the same three references or is Fayette County PS looking for 6 unique references in total?

Response: We are wanting 3 references total.

Question 22

Posted: 8/5/2022

Question: Pg. 18, FORMAT OF PROPOSAL: Part IV states that the Technical proposal shall include all information related to the program being proposed including all items listed on page 15, 16 and 17 of the solicitation. Please clarify if proponents are to respond to each requirement on pg. 15 individually as part of the Technical proposal.

Response: You do not have to respond individually to items on page 15. Those are expectations that the awarded vendor will be expected to provide.

Question 23

Posted: 8/8/2022

Question: Please clarify if you are looking for the sample agreement about disclosure of information between the vendor and yourselves as an organization, or, are you looking for the statement of understanding that the employee signs when they start the counseling sessions that addresses how their personal information is protected and what are the limits to that protection?

Response: Yes, we would like to see the sample disclosure between the employee and the provider.

Question 24

Posted: 8/8/2022

Question: What session model(s) do you want priced out in this RFP response? Would you like for us to include a bank of hours? And, how do you allocate those hours?

Response: The bank of hours for training, attending vendor fairs, etc. and the cost would be helpful.

Posted: 8/4/2022

Type of Addition: 2021 Utilization Report

Overview: A copy of the 2021 utilization report that was mentioned in previous questions and answers

Documents:

Posted: 8/29/2022

Type of Addition: In Review

Posted: 10/28/2022

Type of Addition: Award Information

Overview: Contract awarded to Lifeworks

Documents:

Posted: 8/2/2022

Question: Who is the current EAP provider and how long have they been providing services to the District?

Response: Humana - 6 months

Posted: 8/2/2022

Question: Please confirm that pricing should be based on 6,000 employees.

Response: 6,500

Posted: 8/2/2022

Question: What is the current number of counseling sessions allowed per member per issue per year i.e. the counseling visit model?

Response: 4

Posted: 8/2/2022

Question: Please provide the current rate and a rate history throughout the contract term for the EAP.

Response: Unable to answer

Posted: 8/2/2022

Question: 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 critical incident support events (# events/# hours) • Webinar training

Response: Unable to answer, please provide with your response all services you provide and their cost

Posted: 8/2/2022

Question: 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

Response: 8 hours

Posted: 8/2/2022

Question: Please provide copies of 2020, 2021, and YTD 2022 EAP utilization reports.

Response: The only utilization report available is from 2021 and it will be provided as an attachment to download

Posted: 8/2/2022

Question: If utilization reports are not available, please provide the following for each of the last 2 years: • Number of employees on which the report is based • Total number of clinical cases • Total number of work-life cases • Total number of clinical sessions

Response: 2021 report is only report available

Posted: 8/2/2022

Question: Please provide insight into the condition of the workforce. Are there specific issues facing your workforce (i.e. stress, morale, etc.) and HR? Have there been any major events in the last year (i.e. reductions in force, critical incidents, etc.)?

Response: COVID and school issues but nothing outside of that

Posted: 8/2/2022

Question: Is your EAP Helpline currently answered by customer service representatives or by clinical personnel?

Response: Clinical personnel

Posted: 8/2/2022

Question: Are legal, financial and daily living work-life services currently a part of your EAP program?

Response: Yes

Posted: 8/2/2022

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

Response: Unable to answer due to short time vendor has been with district

Posted: 8/2/2022

Question: Who is the District's health plan vendor?

Response: Anthem

Posted: 8/2/2022

Question: How has the District been impacted by COVID-19?

Response: Same challenges as all school districts

Posted: 8/2/2022

Question: If submitting an electronic response, will you accept electronic signatures on the forms?

Response: Yes

Posted: 8/5/2022

Question: Why is FCPS currently out to bid?

Response: Current vendor has opted out of contract

Posted: 8/5/2022

Question: Is FCPS satisfied with the current utilization of the program?

Response: Unable to answer

Posted: 8/5/2022

Question: How many counseling sessions should we include in our proposal? Would FCPS be open to seeing the pricing for multiple session models?

Response: Currently it is 4 counseling sessions, you are welcome to provide pricing for other models as well

Posted: 8/5/2022

Question: Will FCPS accept contact information and a description of services for the three client references, in place of letters of reference? The RFP describes the reference requirements in two different ways.

Response: Please include letters of reference.

Posted: 8/5/2022

Question: Pg. 16, TECHNICAL PROPOSAL: Please clarify the labels (e.g., A-1 through to C-4) included in the Response column of the table on this page. Please indicate how proponents are to label their submission or explain the purpose of these labels.

Response: The labels are used to assist the evaluation committee locate items in the proposal.

Posted: 8/5/2022

Question: Pg. 16, TECHNICAL PROPOSAL: In the table, proponents are asked for at least three letters of reference; however, on pg. 17, proponents are also asked to include at least three references of work. Are these the same three references or is Fayette County PS looking for 6 unique references in total?

Response: We are wanting 3 references total.

Posted: 8/5/2022

Question: Pg. 18, FORMAT OF PROPOSAL: Part IV states that the Technical proposal shall include all information related to the program being proposed including all items listed on page 15, 16 and 17 of the solicitation. Please clarify if proponents are to respond to each requirement on pg. 15 individually as part of the Technical proposal.

Response: You do not have to respond individually to items on page 15. Those are expectations that the awarded vendor will be expected to provide.

Posted: 8/8/2022

Question: Please clarify if you are looking for the sample agreement about disclosure of information between the vendor and yourselves as an organization, or, are you looking for the statement of understanding that the employee signs when they start the counseling sessions that addresses how their personal information is protected and what are the limits to that protection?

Response: Yes, we would like to see the sample disclosure between the employee and the provider.

Posted: 8/8/2022

Question: What session model(s) do you want priced out in this RFP response? Would you like for us to include a bank of hours? And, how do you allocate those hours?

Response: The bank of hours for training, attending vendor fairs, etc. and the cost would be helpful.