UNIVERSITY OF MASSACHUSETTS
President’s Office
REQUEST FOR PROPOSAL UP16-DF-0801 Employee Assistance Program
Answers to Bidder Questions
Question 1
Please let us know the number of employees covered
UMass Answer to Question 1
Please see the pricing Matrix for the number of employees covered.
Question 2
Can you provide an employee count per your 6 distinct locations (Amherst, Boston, Dartmouth, Lowell, Presidents Offices and Worcester)?
UMass Answer to Question 2
The University is not willing to provide this information during the current bid process. However, we will be happy to provide an employee count per participating location at the end of the bid. Rates provided should be based on the numbers provided in the matrix.
Question 3
Do you all currently have a consolidated EAP program/vendor across your locations?
UMass Answer to Question 3
Currently, Boston, Dartmouth and the President’s Office are the only locations with the same vendor, however rates are charged separately.
Question 4
If so, do all campuses participate? If not, please provide the current population/campuses that are covered under the program?
UMass Answer to Question 4
See response to question 3.
Question 5
Who is your current EAP vendor (or vendors, if more than one)?
UMass Answer to Question 5
Boston, Dartmouth and the President’s Office have a contract with Ceridian. The Lowell campus has a contract with E4HEalth. Amherst currently handles EAP services in-house.
Question 6
How long have you been with this vendor or vendors?
UMass Answer to Question 6
The University has had multiyear relationships with its current two vendors.
Question 7
Regarding the number of counseling session you would like to provide for your employee population, can you please confirm how many sessions are included within the incumbent program? Is it a 3-session model? Would UMass like to receive pricing on additional session models (i.e. a 6-session and/or 8 session)? Please provide guidance on session models you all would like us to propose/price. It may be helpful to your evaluation to ensure an “apples to apples” comparison of the vendors.
UMass Answer to Question 7
The University currently has a 3 session model. We would like to see if there is a possibility to have more sessions available for our employees. We would like to have quotes on prices for the 6-session, 8-session and higher, if possible.
Question 8
Does the current program allow for legal, financial, childcare, eldercare and personal convenience assistance? How are these services being administered? Through a website or can your employees call and speak to lawyers, financial professionals for example? Are the childcare, eldercare services self-service or does the program provide full service, research and referrals?
UMass Answer to Question 8
Yes the current providers do offer legal, financial, childcare and personal convenience assistance and resources telephonically and on their website. Telephonic legal services consist of an initial 30 minute consultation in person or telephonically and a discount on further services. Financial consultations are available telephonically on a range of financial topics.
Question 9
Assuming you all currently have a program, regarding program promotion and employee orientation, how many hours did UMass use across its locations last year for orientations and trainings? Please provide any necessary clarification around any specific requirements, annual events, etc that UMass would appreciate the EAP being in attendance for and duration of these types of events.
UMass Answer to Question 9
Since this information isn’t necessarily tracked on a per campus level, it is hard to say how many hours were used at each location. However, the campuses would like an EAP provider to be at least available at different times throughout the year, such as new employee trainings/orientations. Each campus would potentially utilize anywhere from 3-5 sessions a year.
Question 10
Specific to training, how many trainings do you all conduct on an annual basis? Can you highlight the types of topics you all have covered in the past so we have a sense of your expectations when it comes to training and perhaps management/administration training events? How long have your trainings lasted in the past? 1 hr? All day events? Please confirm.
UMass Answer to Question 10
Trainings are conducted based on available sessions/credits remaining and per individual agreements with campuses. Campuses have conducted sessions on Elder Care, Stress Reduction, Dealing with Difficult People, Work Life Balance, Take Daughters and Sons to Work Day, Team Building, Customer Service, How to Refer and Employee to the EAP, Boosting Your Personal Productivity, Overcoming Burnout, The Basics of Planning & Prioritizing, Problem Solving. Usually the sessions are 60 to 90 minutes long depending on the topic.
Question 11
Please confirmand detail any DOT substance abuse case management support UMass may require from the selected EAP vendor. Does UMass access the incumbent EAP for support with DOT cases? How is UMass billed for these cases by the incumbent provider? Would UMass prefer the cost for DOT support be included in the quoted EAP rate or billed on a case by case basis?
UMass Answer to Question 11
Please provide a quote with DOT support built into the EAP rate and billed outside, on a case by case basis.
Question 12
If applicable, how many DOT cases/evaluations did UMass have in 2013 and 2014?
UMass Answer to Question 12
Dartmouth has only referred two cases to DOT. The others have no referrals.
Question 13
Does UMass have specific Fitness for Duty requirements/policies and does UMass work directly with your current EAP provider for these situations? Please provide insight on the service you may require from the EAP. Please also highlight how this is currently priced thru the existing program and what UMass’ preference may be. What is the cost and how many cases does UMass average per year? Would you all prefer the cost for Fitness for Duty evaluations be included in the quoted EAP rate or billed on a case by case basis?
UMass Answer to Question 13
The University does not currently have requirements/policy. These programs are not currently part of any EAP program. Services should be quoted both ways; with the EAP rate and on a case by case basis.
Question 14
Regarding the “Additional Services”, under the Scope of Services, on pg 9, can you please provide insight on whether or not UMass has any of these items currently included under their EAP program today? What are your goals specific to these services and how would you like the EAP to interface in the future?
“Please indicate if you can provide these services and what if any additional costs there are associated with these items.
· Referrals for Department of Transportation (DOT) Substance Abuse Professionals (SAP) processes for eligible employees only.
· Employee Drug and/or Medical testing for required jobs.
· Fitness for Duty Evaluations.
· Care management. Assist in finding a bed or an intensive outpatient program and monitor treatment progress.
· Please indicate if you can provide smoking cessation services and what if any additional costs there are associated with these services. If these services are available as a workshop, please indicate.”
UMass Answer to Question 14
The University does not currently have these services as part of an EAP program.
Question 15
What is the current rate (price) for the EAP program?
UMass Answer to Question 15
The University does not feel this information is relevant to the current bid process.
Question 16
Is UMass satisfied with the current program utilization?
UMass Answer to Question 16
Like most entities, the University feels that utilization could increase.
Question 17
Please provide a copy of UMass’ 2014 EAP utilization report.
UMass Answer to Question 17
Please see attached utilization reports for Boston, Dartmouth, Lowell and the President’s Office. Amherst, does not have utilization data available. Please note for utilization data, that Boston, Dartmouth and the President’s Office are one contract and Lowell is a second contract.
Question 18
Why is UMass out to bid?
UMass Answer to Question 18
University procurement rules require a competitive bid every few years for vendor services.
Question 19
Where is UMass’ satisfaction level with the incumbent provider?
UMass Answer to Question 19
In general, the University is satisfied with its current vendors, service levels and services provided, however procurement rules require us to competitively bid vendor services every few years.
Question 20
Has UMass had any service issues? If so, please explain.
UMass Answer to Question 20
Please see the answer to question 19
Question 21
Can you let us know who your current carrier is?
UMass Answer to Question 21
Please see the answer to question 5
Question 22
How long has this organization been your EAP provider?
UMass Answer to Question 22
Please see the answer to question 6
Question 23
Can you share any rate history for your EAP provider?
UMass Answer to Question 23
Please see the answer to question 15
Question 24
Are you experiencing dissatisfaction with your current provider?
UMass Answer to Question 24
Please see the answer to question 19.
Question 25
Can you confirm that you are requesting a 3-session in-person counseling model - per issue - per year?
UMass Answer to Question 25
Yes we can confirm that we are looking for 3 session’s in-person counseling model – per issue – per year.
Question 26
How many employees will the plan cover?
UMass Answer to Question 26
Please see the answer to question 1.
Question 27
Who is the current vendor? How long has the relationship been in place?
UMass Answer to Question 27
Please see answers to question 5 and 6.
Question 28
What is the current fee? Projected budget?
UMass Answer to Question 28
Please see the answer to question 5. Payment for EAP services are built into campus operation budgets.
Question 29
What is the reason for soliciting bids at this time?
UMass Answer to Question 29
Please see the answer to question 18.
Question 30
Are there any concerns with the current program? Service? Coverage? Plan design?
UMass Answer to Question 30
Please see the answer to question 19.
Question 31
On page 8, under 6.1 Scope of Services, can you provide detail on what UMass maybe looking for around the following services? Please describe services that you all may be receiving today through your current EAP program.
a. Soft Skills Online Training programs
b. Serious Illness Resource Program.
c. End of Life Resource Program.
UMass Answer to Question 31
We currently do not have these services with a current vendor. Vendors should indicate what type of services that they can offer in the above areas.
Question 32
Lastly, regarding #23, on page 8, under 6.1 Scope of Services, “Referrals for Health and Wellness Telephonic & Online Coaching,” is telephonic health coaching included as a part of your current EAP offering? If not, would UMass like this included within the EAP offering and proposed rates? Please confirm.
UMass Answer to Question 32
The University would like these services to be included with the proposed rates.
Question 33
Please confirm that the Worcester campus is not included in this bid.
UMass Answer to Question 33
The Worcester campus is not included in this bid.
Question 34
The scope of services asks for 24 onsite training seminars/classes per campus.
Does the president’s office need to be considered a “campus” and have 24 seminars as well? Are you asking for 24 seminars annually or over the course of the 3 year term?
UMass Answer to Question 34
Yes, the President’s Office should be considered a “campus” and should have 24 seminars assigned to them as well. The University is requesting 24 seminars annually.
Question 35
Can you please expand on the following items in the scope of services and provide details around what it is you are looking for:
Soft skill online training programs.
Serious illness program.
End of Life resource program.
Referrals for Mediation Consultations Work/Life Resources and Referrals.
UMass Answer to Question 35
Please see answer to question 31.
Question 36
The scope of services includes ‘Referrals for health and wellness telephonic online coaching’: are you asking if we would refer to other benefits you have in place or if we can provide health coaching in house?
UMass Answer to Question 36
If you could provide health coaching in house. However, if you are able to understand the University’s health benefits, having that knowledge would also be beneficial to employees.
Question 37
Will you require any onsite EAP providers for in person sessions at any of the campuses?
UMass Answer to Question 37
Yes, from time to time, the University may require in person sessions at any of the campuses.
Question 38
Regarding terminated references: do you require two (per the grid) or three, per your instructions on page 10?
UMass Answer to Question 38
Please provide two per the grid.
Question 39
Does the University have a centralized EAP in place currently?
UMass Answer to Question 39
No
Question 40
Who are the current EAP providers for each campus and how long have they been providing services for the University?
UMass Answer to Question 40
Please see the answer to questions 5 and 6.
Question 41
Please provide the current rate(s) and a rate history throughout the contract term.
UMass Answer to Question 41
Please see the answer to question 15.
Question 42
Please provide copies of 2015 YTD, 2014 and 2013 EAP utilization reports for the consortium and each campus.
UMass Answer to Question 42
Please see the answer to question 17.
Question 43
How many hours of the following services were utilized in each of the last three (3) years? Please specify on-site, telephonic or online.
· Supervisory/management orientations
· Employee orientations
· Vendor fair participation
· On-site management consultations
· Training seminars
UMass Answer to Question 43
Please see the answer to question 17.
Question 44
Please provide detail regarding the level of services provided for End of Life Resource Program, Serious Illness Resource Program, and New Parent Transition Services.