Download RFP Title: Employee Assistance Program (EAP) RFP Number: 16

RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
REQUEST FOR
PROPOSALS
SUPERIOR COURT OF CALIFORNIA,
COUNTY OF SAN BERNARDINO
REGARDING:
RFP 16-62 COURT EMPLOYEE ASSISTANCE PROGRAM (EAP)
BIDS DUE:
JULY 26, 2016 NO LATER THAN 3:00 P M PACIFIC TIME
Page 1 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
1.0
BACKGROUND INFORMATION
1.1
2.0
Wells Fargo Insurance Services is conducting a marketing survey on behalf of the
Superior Court of California, County of San Bernardino (The Court). You are
invited to submit a proposal for Employee Assistance Program (EAP) with a
January 1, 2017, effective date. The Court is requesting rate guarantee(s) for
three (3) years, one for the initial term and the option to renew the second and
third year. The option to renew for the second and third year is exercisable
at the sole discretion of the Court.
DESCRIPTION OF SERVICES AND DELIVERABLES
The Court seeks the services of a person or entity with expertise in employee assistance
programs plans. Bidder should provide a quotation based on the following:





2.1
Reference Wells Fargo Insurance Services cover letter dated July 6 , 2016
EAP Utilization (2014 , 2015 and 1st quarter 2016 )
EAP Questionnaire
Final Signed Service Agreement & Summary of Benefits (includes rates)
San Bernardino Court EAP Census (to be provided upon request)
Services
a.
The selected Employee Assistance Provider will be expected to
provide the following services to the covered Superior Court of
California, County of San Bernardino Employees, and their
dependents;
b.
Provide counseling services such as financial services and legal
services, either face to face and/or telephone, to employees and their
dependents, including domestic partners.
c.
Provide assistance to employees, whose job performance has been
affected by personal issues, to return to an acceptable job
performance level.
d.
Provide quarterly reports minimally containing utilization of
services, average wait times, time from call to initial service and
provided and customer satisfaction.
e.
Conduct critical incident debriefings for traumatic events, including
death of an employee, workplace accidents, natural disasters and
violence in the workplace as requested by the Court.
f.
Provide on-site or web-based training to supervisors and managers
on employment related issues.
Page 2 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
2.2
g.
As requested by the Court, conduct orientation sessions on site to
introduce the benefits of the programs to managers, supervisors, and
employees. The site would be determined by the Court and could be
any Court location where any of the employees that participate in the
program work.
h.
Prepare and provide a detailed list of optional services and outreach
available to employees that are considered outside the scope of the
core plan design.
Network
a.
2.3
2.4
The selected Employee Assistance Provider must have an extensive
national network of providers with varying specialties.
Training
a.
Provide customized training on a variety of subjects including, but
not limited to, financial, emotional and employee wellness topics.
b.
Provide on-site forums for employees on general topics of interest.
Implementation Services
Prior to implementation, provide a transition plan for services that are in
progress at the time of the change-over from the existing employee
assistance provider to the new service provider.
Page 3 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
3.0
TIMELINE FOR THIS RFP
The Court has developed the following list of key events related to this RFP. All dates
are subject to change at the discretion of the Court.
EVENT
DATE
RFP issued
July 6, 2016
3:00 PM Pacific Time
July 14, 2016
Deadline for questions
Questions and answers posted
July 15, 2016
Latest date and time proposal may be submitted
Evaluation of Proposals
3:00 PM Pacific Time
July 26, 2016
August 10, 2016
Reference Check Calls (To be conducted at the
sole discretion of the Court) (estimate only)
Anticipated interview dates (to be conducted at
the sole discretion of the Court)
August 11, 2016
August 15, 2016
Notice of Intent to Award (estimate only)
August 25, 2016
Negotiations and execution of contract
(estimate only)
October 3, 2016
Contract start date (estimate only)
January 1, 2017
Contract end date (estimate only)
December 31, 2017
Page 4 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
4.0
RFP ATTACHMENTS
The following attachments are included as part of this RFP:
ATTACHMENT
Attachment 1: Administrative
Rules Governing RFPs (Non-IT
Services)
Attachment 2: Court Standard
Terms and Conditions
Attachment 3: Proposer’s
Acceptance of Terms and
Conditions
Attachment 4: General
Certifications Form
Attachment 5: Darfur Contracting
Act Certification
Attachment 6: Iran Contracting
Certification
Attachment 7: Payee Data
Record Form
DESCRIPTION
These rules govern this solicitation.
If selected, the person or entity submitting a proposal (the
“Proposer”) must sign this Court Standard Form
agreement or a Court Standard Form agreement
containing these terms and conditions (the “Terms and
Conditions”).
On this form, the Proposer must indicate acceptance of the
Terms and Conditions or identify exceptions to the Terms
and Conditions.
The Proposer must complete the General Certifications
Form and submit the completed form with its proposal.
Proposer must complete the Darfur Contracting Act
Certification and submit the completed certification with
its proposal.
Proposer must complete the Iran Contracting Act
Certification and submit the completed certification with
its proposal.
This form contains information the Court requires in order
to process payments and must be submitted with the
proposal.
Attachment 8: Payment
Provisions
Payment Provisions
Attachment 9: Post-consumer
Content
Post-consumer Content - The State Agency Buy Recycled
Campaign (SABRC) is a state mandated program that
requires the reporting of all purchases made within 11
specified product categories. All businesses shall certify
in writing to the contracting officer or his or her
representative the minimum percentage, if not exact
percentage, of postconsumer recycled-content (PCRC)
material in the products, materials, goods, or supplies
offered or sold to the State regardless of whether the
product meets the minimum content requirements
specified in law.
Page 5 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
5.0
SUBMISSIONS OF PROPOSALS
5.1
Proposals should provide straightforward, concise information that satisfies
the requirements of the “Proposal Contents” section below. Expensive
bindings, color displays, and the like are not necessary or desired. Emphasis
should be placed on conformity to the RFP’s instructions and requirements,
and completeness and clarity of content.
5.2
The Proposer must submit its proposal in two parts, the technical proposal
and the cost proposal.
5.3
a.
The Proposer must submit one (1) original and two (2) copies of
the technical proposal. The original must be signed by an authorized
representative of the Proposer. The Proposer must write the RFP
title and number on the outside of the sealed envelope.
b.
The Proposer must submit one (1) original and two (2) copies of
the cost proposal. The original must be signed by an authorized
representative of the Proposer. The original cost proposal (and the
copies thereof) must be submitted to the Court in a single sealed
envelope, separate from the technical proposal. The Proposer must
write the RFP title and number on the outside of the sealed envelope.
c.
The Proposer must submit an electronic version of the entire
proposal on CD-ROM. The files contained on the CD-ROM
should be in PDF, Word, or Excel formats.
Proposals must be delivered by the date and time listed on the coversheet of
this RFP to:
USPS Registered/ Special Delivery (Fed-Ex, UPS or Hand Delivery)
Superior Court of California, County of San Bernardino
Financial Services – Attention: Purchasing
247 W. Third Street – 11th Floor
San Bernardino, CA 92415-0066
5.4
Late proposals will not be accepted.
5.5
Only written proposals will be accepted. Proposals must be sent by
registered or certified mail, courier service (e.g. FedEx), or delivered by
hand. Proposals may not be transmitted by fax.
Page 6 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
5.6
An additional hard copy and electronic copy of the proposal is required to be
sent to Wells Fargo Insurance Services by the proposal deadline on the cover
sheet as follows:
Wells Fargo Insurance Services
Attention: Mayra Noriega
21250 Hawthorne Blvd, Suite 600
Torrance, CA 90503
Tel: 310 543 9995
[email protected]
6.0
PROPOSAL CONTENTS
6.1
Technical Proposal. The following information must be included in the
technical proposal. A proposal lacking any of the following information may be deemed
non-responsive.
a.
Proposer’s name, address, telephone and fax numbers, and federal
tax identification number. Note that if Proposer is a sole proprietor
using his or her social security number, the social security number
will be required before finalizing a contract.
b.
Name, title, address, telephone number, and email address of the
individual who will act as Proposer’s designated representative for
purposes of this RFP.
c.
Names, addresses, and telephone numbers of a minimum of three (3)
clients for whom the Proposer has conducted similar services. The
Court may check references listed by Proposer.
d.
Acceptance of the Terms and Conditions.
i.
On Attachment 3, the Proposer must either indicate
acceptance of the Terms and Conditions or clearly identify
exceptions to the Terms and Conditions. An “exception”
includes any addition, deletion, or other modification.
ii.
If exceptions are identified, the Proposer must also submit a
red-lined version of the Terms and Conditions that clearly
tracks proposed changes, and a written explanation or
rationale for each exception and/or proposed change.
Page 7 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
g.
6.2
Certifications, Attachments, and other requirements.
i.
Proposer must complete the General Certifications Form
(Attachment 4) and submit the completed form with its
proposal
ii.
Proposer must complete the Darfur Contracting Act
Certification (Attachment 5) and submit the completed
certification with its proposal.
iii.
If (i) Proposer is a corporation, limited liability company, or
limited partnership, and (ii) the agreement resulting from this
RFP will be performed in California, proof that Proposer is in
good standing and qualified to conduct business in California.
iv.
Proposer must complete the Iran Contracting Act Certification
(Attachment 6) and submit the completed certification with its
proposal.
v.
Proposer must complete the Payee Data Record (Attachment 7)
and submit the completed form with its proposal.
iv.
Proposer must complete the Postconsumer-content Certification
and submit the completed form with its proposal. Pay special
attention to footnote no. 3 of the certification instructions.
Cost Proposal.
The following information must be included in the cost proposal.
a.
A detailed line item budget showing total cost of the proposed
services.
b.
A full explanation of all budget line items in a narrative entitled
“Budget Justification.”
c.
A “not to exceed” total for all work and expenses payable under the
contract, if awarded.
NOTE: It is unlawful for any person engaged in business within this state to sell or use
any article or product as a “loss leader” as defined in Section 17030 of the Business and
Professions Code.
7.0
OFFER PERIOD
A Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal
due date. In the event a final contract has not been awarded within this period, the Court
reserves the right to negotiate extensions to this period.
Page 8 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
8.0
EVALUATION OF PROPOSALS
At the time proposals are opened, each proposal will be checked for the presence or
absence of the required proposal contents. Wells Fargo Insurance Services, acting on
behalf of the Court will review proposals submitted and submit them to the Court’s
evaluation committee. The proposals will be evaluated on a 100 point scale using the
criteria set forth in the table below. Award, if made, may be based on the highest scored
proposal or the Court may enter into negotiations with the leading bidder or one or more
of the other bidders with highest preliminary scores in accordance with the Judicial
Branch Contracting Manual (JBCM) 2.1.G.1 to ensure that, “the Judicial Branch Entity
(JBE) is receiving the best value or most cost-effective goods, services, information
technology, or telecommunications”. These negotiations may be in form of a Best and
Final Offer (BAFO) or a methodology that establishes a competitive range based on
bidder’s rankings following bid evaluations.
The proposals will be evaluated on a 100 point scale, using the criteria set forth in the
table below, by an evaluation team that will make a recommendation for an award to the
highest scored proposal. The highest rated vendors according to these criteria will be
selected for possible interviews and reference checks and rated on a secondary 50 point
scale criteria. The evaluation team’s award recommendation may be subject to a further
review by Court management using the same criteria. An award recommendation, if any,
will be subject to the approval of the Court’s executive committee.
If a contract will be awarded, the Court will post the Notice of Intent to Award at
http://www.sb-court.org/GeneralInfo/RequestforProposal.aspx.
MAXIMUM NUMBER OF
POINTS
CRITERIA
Cost
30
Plan Benefits and Services (Matching current as
closely as possible)
30
Provider Network (Based on employee
accessibility)
25
Acceptance of the Terms and Conditions
10
Ability to Meet Timing Requirements to
Complete this Project
5
Page 9 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
Those highest rated vendors who are selected for possible interviews and reference
checks will be subject to the following additional evaluation criteria if necessary and an
award made:
MAXIMUM NUMBER OF
POINTS
CRITERIA
References:
- Similar plan offerings and similar size as
the Court.
- Tenure with Carrier
- Satisfaction with the Carrier’s ability to
provide comprehensive coverage and
service to both Human Resources and plan
members.
- Rate the implementation process from a
scale of 1 to 5.
Finalist Interviews:
- Clear and detailed responses to questions
presented by the Employee Benefit
Advisory Council (EBAC)
- Presentation of the Servicing Team and
explanation of the service model (for
employees/retirees and Human Resources)
- Detail resources available for open
enrollment meetings and communications
- Advantages/unique offerings included in
carrier proposal
9.0
15
35
INTERVIEWS
Wells Fargo Insurance Services on behalf of the Court may conduct interviews with
Proposers to clarify aspects set forth in their proposals or to assist in finalizing the
ranking of top-ranked proposals. The interviews may be conducted in person or by
phone. If conducted in person, interviews will likely be held at the Court’s offices. The
Court will not reimburse Proposers for any costs incurred in traveling to or from the
interview location. The Court will notify eligible Proposers regarding interview
arrangements.
Page 10 of 11
RFP Title: Employee Assistance Program (EAP)
RFP Number: 16-62
10.0
CONFIDENTIAL OR PROPRIETARY INFORMATION
One copy of each proposal will be retained by the Court for official files and will become
a public record. California judicial branch entities are subject to Rule 10.500 of the
California Rule of Court, which governs public access to judicial administrative records
(see http://www.courts.ca.gov/cms/rules/index.cfm?title=ten&linkid=rule10_500).
If information submitted in a proposal contains material noted or marked as confidential
and/or proprietary that, in the Court’s sole opinion, meets the disclosure exemption
requirements of Rule 10.500, then that information will not be disclosed upon a request
for access to such records. If the Court finds or reasonably believes that the material so
marked is not exempt from disclosure, the Court will disclose the information regardless
of the marking or notation seeking confidential treatment.
Notwithstanding the above, the California Public Contract Code requires the public
inspection of certain proposals. If required to do so by the Public Contract Code, a Court
may disclose all information contained in a proposal, including information marked as
confidential or proprietary.
11.0
DISABLED VETERAN BUSINESS ENTERPRISE PARTICIPATION GOALS
The Court’s DVBE participation goal is a minimum of 3% of the value of all Court
contracts in any given fiscal year (July 1 thru June 30). To implement the DVBE
program the Court may grant bidders that provide DVBE participation a DVBE
incentive. The Court DVBE incentive for procurements awarded to the lowest
responsible bidder may be initially 3%. The Court DVBE incentive for procurements
awarded to the highest scoring bidder/proposer may also initially be 3%. Any bidder
claiming the DVBE incentive for any procurement must submit the appropriate
certifications as part of a complete bid package. The Court will not apply the DVBE
incentive without the proper certifications on file.
12.0
PROTESTS
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch
Contract Manual (see http://www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a
Proposer to comply with the protest procedures set forth in that chapter will render a
protest inadequate and non-responsive, and will result in rejection of the protest. The
deadline for the Court to receive a solicitation specifications protest is the proposal due
date of 3:00 PM Pacific Time July 26, 2016. Protests should be sent to:
Superior Court of California
County of San Bernardino
Legal Research – Steve Pascover, Advisory Attorney
247 W. Third Street, 3rd Floor
San Bernardino, CA 92415-0214
Page 11 of 11