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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