MUST BE SIGNED TO BE VALID

Transcription

1 REQUEST FOR PROPOSAL 589 AMENDMENT TITLE: EMPLOYEE ASSISTANCE PROGRAM DATE: APRIL 4, 26 BUYER: SARAH J. STEINNERD PURCHASING MANAGER PHONE: (573) PROPOSAL MUST BE RECEIVED NO LATER THAN: DELIVERY INSTRUCTIONS For USPS/FedEx/UPS, etc. Proposals must be mailed to: Purchasing Department Southeast Missouri State University One University Plaza, Mail Stop 328 Cape Girardeau, MO 637 OR delivered by offeror to: Purchasing Department Academic Hall Room 2F Normal Avenue Cape Girardeau, MO 637 DATE: APRIL 25, 26 TIME: 3:3 P.M. MUST BE SIGNED TO BE VALID The offeror hereby agrees to furnish items and/or services, at the firm, fixed prices quoted, pursuant to all requirements and specifications contained herein, upon either the receipt of an authorized purchase order from the Purchasing Department or when this document is countersigned by the Purchasing Department as a binding contract, and further agrees that the language of this document shall govern in the event of a conflict with his or her proposal. AUTHORIZED SIGNATURE PRINTED NAME/TITLE COMPANY NAME MAILING ADDRESS CURRENT DATE TELEPHONE NUMBER/EXT. CITY STATE ZIP CODE CONTACT PERSON CONTACT PERSON ADDRESS FACSIMILE NUMBER DELIVERY DATE: DAYS ARO, FOB DESTINATION PROMPT PAYMENT TERMS: % DAYS NET DAYS NOTICE OF AWARD (SOUTHEAST MISSOURI STATE UNIVERSITY USE ONLY) AUTHORIZED SIGNATURE FOR SOUTHEAST MISSOURI STATE UNIVERSITY DATE

2 SOUTHEAST MISSOURI STATE UNIVERSITY EMPLOYEE ASSISTANCE PROGRAM REQUEST FOR PROPOSAL 589 AMENDMENT # The offeror is hereby notified that Request for Proposal 589 is clarified as follows. Question: Who is the University's current EAP vendor? Answer: As indicated on page 4 of the RFP, the current contractor is Personal Assistance Services. Question: How long has Southeast been using Personal Assistance Services? Why are they looking to go out to bid? Question: How long have you all been with this vendor? Question: Why is the University out to bid? Answer: Southeast awarded a contract to PAS in 2. As is customary, most contracts are for five (5) years (initial year and four one-year renewals). Therefore, a new solicitation was issued. Question: Is there any specific issue that their current vendor is not providing them that they would like to see? Answer: No issues. Question: Is there any dissatisfaction with their current vendor? Answer: None. Question: Where is the University's satisfaction level with the incumbent provider? Answer: Satisfied. Question: Has the University had any service issues? If so, please explain. Answer: No issues. Question: What is the main issue with employees at the University using the EAP (ie: anxiety, stress, depression, etc.)? Answer: Typically emotional health. Question: Would you like us to include additional services that complement the EAP and overall wellbeing of the employees (ie: Wellness, Care Coordination, etc.)? Answer: Not at this time. Question: What is the intended date for finalist decisions? Answer: Not applicable. Question: Will finalists present onsite? Answer: No. Question: When is the estimated date of when their final decision will be made? Answer: June, 26. 2

3 Question: How many training hours do they use annually? How many training hours are included in their current contract? Answer: Southeast has not used any training hours to date. The training hours are included in the hours on-site each plan year. Question: How many orientation and training hours did the University use last year for orientations and trainings? Answer: Zero used last year. Question: How many hours of training/orientation in each of the last two years were provided for Administrators/managers on identifying and approaching troubled employees? Answer: None. Question: How many hours of training/orientation in each of the last two years were provided for Campus meetings/orientations for all employees? Answer: None. Question: Do you need CISD (Critical Incident Stress Debriefing) services? Answer: Yes. Question: How many critical incident hours do they use annually? How many critical incident hours are included in their current contract? Answer: No critical incident hours in the last two (2) years. The current contract allows for hours on-site each plan year. Question: If CISD is used, how many CISD incidents were there in each of the last two years and, how many hours of CISD services were provided in each of the last two years? Question: Regarding Critical Incident services, how many critical incidents has the University had over the last several years (24, 25 and to date in 26)? Answer: Zero cases in the last two (2) years. Question: Does the incumbent EAP program provide unlimited onsite support for these types of events or are there a specific number of hours that are included on an annual basis? Answer: The current contract allows for hours on-site each plan year. Question: Do you need Mandatory Referral Services? Answer: Yes. Question: If applicable, how many cases of mandatory referrals were there in each of the last two years? Answer: Two (2) employer referrals in 25. One () employer referral in 24. Question: How many individual counseling cases did you have each of the last two years? Answer: 6 cases. Question: How many counseling sessions were provided each of the last two years? Answer: Information not available. Question: Regarding the University's current EAP program, do individuals receive 6-sessions of short-term counseling annually or is it 6-sessions per issue annually? Please confirm. 3

4 Answer: The University currently receives six (6) sessions per service event. RFP 589 has been amended as indicated below. Question: Regarding program promotion and employee orientation, how many annual hours are included in your current EAP contract? Answer: The current contract allows for hours on-site each plan year. Question: Please provide any necessary clarification around any specific requirements, annual events, etc., that the University would appreciate the EAP being in attendance for and duration of these types of events. Answer: Annual employee health fair which is typically two (2) days in October of each year. However, attendance at the health fair is not required. Question: Does the University require annual attendance at enrollment/health fairs? Question: Do you need onsite presence for health fairs? Answer: Not required but strongly desired. Question: Is that currently included with the incumbent EAP program or charged on a fee for service basis? Answer: Currently, the health fair participation counts toward the on-site hours. Question: How many annual hours are your health fairs? Answer: 2 hours over two (2) days. Currently, the contractor does not attend the health fair. Question: Please provide direction on the support the University would want included with the program. Answer: Southeast prefers to match the current plan offering with additional support for the annual employee health fairs. Question: Does the University access the incumbent EAP for support with Department of Transportation (DOT) substance use cases? Answer: No. Question: How is the University billed for these cases (DOT) by the incumbent provider? Answer: Not applicable. Question: Would the University prefer the cost for DOT support be included in the quoted EAP rate or billed on a case by case basis? Answer: Not applicable. Question: If applicable, how many DOT and/or SAP cases/evaluations did the University have in 25 and to date in 26? Answer: Zero cases. Question: Does the University have specific Fitness for Duty requirements/policies and does the University work directly with your current EAP provider for these situations? Please provide insight on the services required from the EAP. Please also highlight how this is currently priced thru the existing program and what the University's preference may be. What is the cost and how many cases does the University average per year? Would the University prefer the cost for Fitness for Duty evaluations be included in the quoted EAP rate or billed on a case by case basis? 4

5 Answer: The University prefers to work with the EAP provider to obtain permission and enough information to schedule a fitness for duty assessment. Southeast has not had fitness for duty assessments previously performed by the EAP. If you elect to provide a quote for such, please keep the per employee per month fee separate. Question: Is the University satisfied with the current program utilization? Answer: Yes. Question: Please provide a copy of the University's 25 EAP utilization report and any current communication pieces outlining the services provided thru the current program. Question: What is their utilization rate? Answer: Attached is the Quarterly Service Report for 4 th Quarter, 25. The offeror is hereby notified that Request for Proposal 589 is amended as follows.. Paragraph 2.2, page 2, is hereby replaced with the following paragraph. 2.2 The University is requesting quotes that resemble the University s current employee assistance program offerings. It would include -6 counseling sessions per service event for both the employee and dependents involving family problems and relationship issues, job conflicts and concerns, grief and loss issues, stress related emotional issues, depression and anxiety, alcohol, drug concerns and dependency, and codependency. Additionally, the program should include lifestyle management services such as telephonic life coaching, financial consultation, identity theft counseling, legal consultation, will consultation, educational planning, child care consultation, parenting consultation, elder care management, weight and nutrition counseling, tobacco cessation and retirement consultation. 2. Paragraph 2., page 4, is hereby replaced with the following paragraph. 2. Include a total of six (6) counseling sessions per service event for both the employee and dependents involving family problems and relationship issues, job conflicts and concerns, grief and loss issues, stress related emotional issues, depression and anxiety, alcohol, drug concerns and dependency, and codependency. Additionally, the program should include lifestyle management services such as telephonic life coaching, financial consultation, identity theft counseling, legal consultation, will consultation, educational planning, child care consultation, parenting consultation, elder care management, weight and nutrition counseling, tobacco cessation and retirement consultation. 3. RFP closing date and time remains the same. 4. All other terms and conditions of Request for Proposal 589 remain the same. To acknowledge receipt of this amendment, the offeror MUST complete, sign, and return with the proposal response. 5

6 SOUTHEAST MISSOURI STATE UNIVERSITY EMPLOYEE ASSISTANCE PROGRAM REQUEST FOR PROPOSAL 589 QUARTERLY SERVICE REPORT FOR 4 th QUARTER, PAGES

7 Southeast Missouri State University Employee Assistance Program Quarterly Service Report 4th Quarter, 25 43

8 Southeast Missouri State University 4th Quarter, 25 Overview This section reflects the number of new EAP cases YTD for the calendar year. The rate of utilization is annualized for comparative purposes. Number of Eligible Subscribers at time of reporting: 56 Service Summary Q 25 Q2 25 Q3 25 Q4 25 Total past Industry Sector New Cases Continuing Cases Supervisor Referrals On-Site Hours Not applic Management Consultations Annualized Utilization 3.79% 3.87% 6.57% 4.5% 4.6% 7.6% 7.74% Services Accessed Q 25 Q2 25 Q3 25 Q4 25 Total past Industry Sector EAP Consultation Life Management Service Information & Referral 9.9% 73.68% 83.33% 84.62% 26.32% 8.33%.54% 9.9% 8.33% 3.85% 58.95% 36.2% 4.82% 68.43% 28.39% 3.% Page

9 Southeast Missouri State University, 4th Quarter, 25 Page 2 PAS Mission We believe all people need to feel the sense of purpose, hope and dignity that is enriched through relating and connecting with others. With a passion to impact the world, we love what we do compassionately inspiring people to thrive at home and at work. We serve people personally soul-to-soul. With servant hearts and proven results, we help people improve the quality of their lives.

10 Southeast Missouri State University, 4th Quarter, 25 Page 3 Summary of Cases Referral Type & Source Self referral Self Parent/Guardian 4th Quarter 83.33% Past 2 Months % 9.98% Industry Sector 94.5% Peer referral Co-worker Family Informal Employer Referral Human Resources Occupational Health/Risk Mgmt Supervisor Insurance/Other benefit 8.33% % 3.38% 2.96% 2.88%.6% Formal Employer Referral Human Resources Occupational Health/Risk Mgmt Supervisor Insurance/Other benefit.92%.3%.6% Mandatory Employer Referral DFW DOT Employer-Specific Policy Last Chance Agreement 8.33%.92%.37%.5%

11 Southeast Missouri State University, 4th Quarter, 25 Page 4 Client Information Gender of Client 4th Quarter Past 2 Months Female 58.33% 73.8% Male 4.67% 26.92% 64.% 35.89% Industry Sector 82.48% 7.52% Client s Highest Level of Education 4th Quarter Past 2 Months Preschool Grade school Some high school 2.4% HS/GED 9.9% 2.4% Technical school 9.9% 2.4% Some college 36.36% 2.4% College graduate 9.9% 2.4% Post-graduate 36.36% 53.6% Client s Relationship to Subscriber 4th Quarter Past 2 Months Self 83.33% 86.54% Spouse Other dependent 8.33% 8.33% 5.77% 7.69%.5%.4% 2.97% 6.58% 5.38% 3.4% 27.86% 6.6% 84.35%.6% 5.49% Industry Sector.26% 2.3% 6.8%.39% 6.5% 26.22% 47.23% Industry Sector 89.% 6.6% 4.94% Client s State of Residence 4th Quarter Past 2 Months IL 6.67% 3.85% MO 83.33% 96.5%

12 Southeast Missouri State University, 4th Quarter, 25 Page 5 Occupation 4th Quarter Past 2 Months Officer/Manager Professional Technician Sales Clerical Skilled/Craft Unskilled/Labor Service Other/Unspecified Employment Status Subscriber Information 9.62% 75.% 59.62%.92% 7.69% 3.85% 25.% 3.46% 3.85% 7.2% 33.2% 8.78%.94% 8.4%.6% 6.7% 7.22% 5.54% Industry Sector 2.43% 6.75% 2.36% 7.3%.49%.8% 9.59% 3.92% Employed active Volunteer Retired Terminated Deceased Suspended Worker s Compensation LT/ST Disability Leave of Absence 97.64%.4%.82%.47%.4%.5%.5%.%.48% 95.99% 3.3%.6%.45% Seniority Years

13 Southeast Missouri State University, 4th Quarter, 25 Page 6 Case Information EAP Consultations Delivery Mode 4th Quarter Past 2 Months Total EAP Consultation Cases 44 Office-based consultations Telephonic consultations Industry Sector 97.99% 98.66%.9%.34% Presenting Concerns 4th Quarter Past 2 Months Marital/Family Emotional Health Substance Use Client Substance Use Another Addictions Other than drugs/alc Domestic Violence Anger Management Parenting Other Relationship Information/Education Physical Health Academic/School Grief and Loss Financial Legal Job/Career Planning Life Balance Phase of Life Retirement 25.% 5 2.5% 2.5% 2.5% 2.5% 25.% 2.5% 2.5% 36.59% 65.85% 7.32% 4.88% 4.88% 4.88% 2.2% 4.63% 4.88% 7.32% 2.44% 4.63% 7.7% 9.76% 4.88% 45.3% 68.23% 7.27% 3.89%.7%.53% 4.7% 5.7%.27%.66% 5.94%.23% 4.5% 5.63%.58% 2.32% 6.26% 5.5%.24% Industry Sector 49.57% 72.37% 3.88% 4.54%.85%.32% 2.46% 8.92%.6%.6% 7.47%.95% 5.7% 4.82%.4% 5.33% 6.34% 5.58%.57%

14 Southeast Missouri State University, 4th Quarter, 25 Page 7 Case Information Life Management Services Past 2 Months Total Life Management Consultations 6 Legal Consultation 66.67% Financial Consultation 6.67% Education Planning Dependent Care Resource/Referral Elder Care Management Identity Theft Safe Ride Home Tobacco Cessation PASSAGES Consultation 6.67% 4.5% 3.48%.9% 2.45% 4.88%.3%.2% 26.97%.76% Industry Sector 53.95% 6.67%.22%.% 7.2%.44%.22% 2.39% Total PASSAGES Consultation Retirement Consultation Parenting Consultation Living Well with Chronic Condition Career Coaching Caregiver Planning Weight & Nutrition Consultation Getting Organized.94% 2.3% 22.65%.65% 25.89%.68% 4.4% 7.69% 23.8% 2.9% 28.57% 7.69%

15 Southeast Missouri State University, 4th Quarter, 25 Page 8 Case Closings Compliance with Action Plan Followed Recommendations Partially Followed Recommendations Accepted Referral Outside PAS Declined Referral Outside PAS Does Not Apply 4th Quarter 87.5% 2.5% Past 2 Months 62.22% 3.% 6.67% 2.22% 67.82% 26.9% 5.26%.5% 4.46% Industry Sector 72.6% 2.9% 4.74%.2% 5.7% Outcome Resolved 37.5% 3.% Improved 56.25% 6 No Change 6.25% 8.89% 47.55% 47.52% 4.23% 48.2% 47.56% 3.89% Case Disposition Cases resolved within EAP 86.67% 9.3% Initial PAS service only 88.89% Additional PAS services Educational and/or community resources 87.84% 3.62% 7.3% 9.7% 89.47% 5.58% 9.9% Referrals into medical plan.% Outpatient - therapy.% Outpatient - MD Facility-based care 8.9% 6.88% 2.%.96% 8.2% 5.37% 2.9%.3%

16 Southeast Missouri State University, 4th Quarter, 25 Page 9 Outcome Measures Client Satisfaction EAP Consultation cases Life Management cases Information & Referral # Rating Wellness Status Initial Closing Change Number of valid surveys Improvement in Mental Health Improvement in Physical Health % 4% 3% 5%

17 Southeast Missouri State University, 4th Quarter, 25 Page Employer Referrals Cases Q 25 Q2 25 Q3 25 Q4 25 Total past Cases opened 2 Cases closed 2 2 Substance Abuse Cases Referral Type 4th Quarter Past 2 Months Informal Employer Referral Human Resources Occupational Health/Risk Mgmt Supervisor Formal Employer Referral Human Resources Occupational Health/Risk Mgmt Supervisor 5 Mandatory Employer Referral DFW DOT Employer-Specific Policy Last Chance Agreement 5

18 Southeast Missouri State University, 4th Quarter, 25 Page Employee Performance Ratings 4th Quarter Past 2 Months = very good 6 = very poor Absenteeism Tardiness Quality of Work Quantity of Work Attention to Detail/Focus Working Relationships Compliance with Safety Protocols Compliance with Company Policy Overall Performance Rating Employment Status at Case Opening 4th Quarter Past 2 Months Employed active Terminated Suspended Worker s Compensation LT/ST Disability Leave of Absence

19 Southeast Missouri State University, 4th Quarter, 25 Page 2 Compliance with Action Plan Outcome Case Disposition Employer Referrals Case Closings 4th Quarter Past 2 Months Followed Recommendations Partially Followed Recommendations Accepted Referral Outside PAS Declined Referral Outside PAS Does Not Apply Resolved Improved No Change Averted claims to medical plan PAS counseling only Other PAS services Educational and/or community resources Referrals into medical plan Outpatient - therapy Outpatient - MD Facility-based care

20 Southeast Missouri State University, 4th Quarter, 25 Page 3 Organizational Services Hours of On-Site Services Q 25 Q2 25 Q3 25 Q4 25 Total past Employee Orientations Supervisor Trainings Critical Incident Stress Mgmt Special Interest Topics Other Organizational Services Services Provided this Report Period (beginning //25 and ending 2/3/25) Mar 26, 25 Account Services Review Meeting.5

21 Southeast Missouri State University, 4th Quarter, 25 Page 4 Publications (4th Quarter, 25) January 25 PAS-It-On Vol Issue Psychological First Aid - First Things First After a Critical Incident February 25 Identity Theft Resources February 25 PASWord Express Vol 8 Issue May 25 PAS-It-On Vol Issue 2 Managing Employee Conflict July 25 PASWord Express Vol 8 Issue 3 August 25 PAS-It-On Vol Issue 3 Maximizing Employee Engagement October 25 PASWord Express Vol 8 Issue 4 November 25 Happy Holidays from youreap Simple Acts of Kindness Materials (4th Quarter, 25) Total pieces provided:3 Date Qty Items May, 25 4 Employee Brochures May, 25 2 Wallet Cards Aug 8, 25 5 Employee Brochures

22 Southeast Missouri State University, 4th Quarter, 25 Page 5 Explanation of Reporting Categories Overview Reflects the number of new EAP cases, performance referrals, onsite hours and management consultations for the quarter and last. Quarterly rate of utilization is annualized for comparative purposes. Referral Type & Source During the initial contact with the EAP, individuals are asked how they became aware of our services. This section indicates the person or source that prompted their call. Client Information Provides demographics on the clients using the EAP services, including gender, highest level of education, client s relationship to the subscriber and client s state of residence. Subscriber Information Provides statistics on the covered employee. Note that the employee may not be the participant using the service, since dependents and spouses are also eligible to use EAP services. Case Information (EAP Consultations) PAS strives to make EAP services as convenient to access and use as possible for its participants. Participants may request office-based and/or telephonic consultation services. This section indicates the preferred delivery modes for participants seeking EAP consultation services. Presenting Concerns Lists common presenting concerns reported by participants using EAP consultation services. Note that the total will be more than % since most participants present with more than one concern impacting their overall wellbeing. Case Information (Life Management Services) Summarizes data for Life Management services that were accessed during the report period. Participants may access a variety of services including PASSAGES consultations, which are highly focused services provided by a specialist in specific areas of life management.

23 Southeast Missouri State University, 4th Quarter, 25 Page 6 Explanation of Reporting Categories Compliance with Action Plan Indicates whether clients followed recommendations and/or accepted referrals outside PAS, if appropriate. Referrals may be for educational services, community resources, medical or specialized care, and other professional services. Outcome Indicates whether the presenting concerns for which clients initiated services were resolved or improved. Case Disposition Describes the type of service to which the EAP participant was referred, if any. The EAP system prevents unnecessary use of the medical benefit and manages use that is necessary. The statistics will total more than % since there is generally overlap between referrals to non-insurance/community service referrals and insurancerelated referrals. Client Satisfaction Indicates the overall satisfaction ratings of participants who returned Satisfaction Surveys over the past. A more detailed Satisfaction Report is included with the 4th quarter Utilization Report each year. Satisfaction is reported on a scale of -5, with 5 being the highest score (most satisfied). Wellness Status Reflects the results of the SF2 Health Survey administered to EAP consultation participants at the time of assessment, and again after 8 weeks. The survey was developed and normed by Medical Outcomes Trust and is widely used in the health care community to measure treatment outcome. The survey measures mental health and physical health and is reported as T-scores ranging from to. Higher scores represent better health. The survey is not offered to participants accessing Life Management services only.