RFP AH-207551 Employee Assistance Program (EAP) **SOURCING #151934**
| Agency: | Dallas Public Schools |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Apr 11, 2024 |
| Due Date: | May 2, 2024 |
| Solicitation No: | RFP AH-207551 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP AH-207551 Employee Assistance Program (EAP) **SOURCING #151934**
Closing Date: 5/2/2024
Closing Time: 2:00 P.M.
Bid Package: RFP AH-207551 Employee Assistance Program (EAP) **SOURCING #151934**
Additional Files:
Addendum #1: Addendum #1 RFP AH-207551 Employee Assistance Program (EAP) **SOURCING #151934**
Addendum #2: Addendum #2 RFP AH-207551 Employee Assistance Program (EAP) **SOURCING #151934**
Addendum #3:
Addendum #4:
Item File #1:
Item File #2:
Attachment Preview
PURCHASING DEPARTMENT
9400 North Central Expressway, Suite 1510, Dallas, TX 75231
(972)925-4100
Request For Proposal 151934
RFP AH-207551 Employee Assistance Program (EAP)
Dallas ISD rev 1.0
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Request For Proposal 151934 RFP AH-207551 Employee Assistance Program (EAP)
Buyer HATCHARD, ANGELA
Email AHATCHARD@dallasisd.org
1 Header Information
1.1 General Information
First Advertisement Date/Issue Date
Second Advertisement Date
Pre-Proposal Meeting
Questions Deadline
Questions Response from the District
Solicitation Due
Anticipated Evaluation & Sel
Anticipated Approval/Award
24-MAR-2024 08:00:00
31-MAR-2024 08:00:00
01-APR-2024 10:00:00
03-APR-2024 14:00:00
08-APR-2024 17:00:00
02-MAY-2024 14:00:00
16-MAY-2024 14:00:00
22-AUG-2024 18:00:00
Pre-Proposal
A pre-proposal meeting will be held at 10:00 AM CST via TEAMS video conference on Monday,
April 1, 2024. Please submit (in writing) any questions regarding this RFP. Only written
questions will be considered. It is highly encouraged that all potential proposers participate and
attend the pre-proposal.
Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
Meeting ID: 297 151 537 998
Passcode: vgUqPX
1.2 Terms
Initial Term: 3
Renewal 1: 1
Renewal 2: 1
Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the
District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,
that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the
then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining
options to renew shall expire and terminate
1.3 Requirements
LENGTH OF CONTRACT
The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year
extensions based on the long-range needs of the District and mutual consent of both parties not to exceed
five (5) years total.
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or
services specified in this document.
1. Questions concerning this solicitation document should be addressed, in writing, to the Buyer's Email.
2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening
date/time.
3. Responses to questions other than administrative questions will be provided to all potential offerors by
means of an addendum to the solicitation.
All vendors are encouraged to participate even if vendors are the sole source providers.
This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200
and ESSER (Elementary and Secondary Emergency Relief) requirements to procure vendors who provide
Dallas ISD rev 2.0
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Request For Proposal 151934 RFP AH-207551 Employee Assistance Program (EAP)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
goods purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal,
and grant-funded programs.
PURPOSE OF REQUEST FOR PROPOSAL (RFP)
This Request for Proposal (RFP) will be for the Employee Assistance Program (EAP), a work-based
intervention program designed to assist employees with resolving personal problems that may adversely
affect their performance.
The District will select a vendor to administer and manage the EAP for the Dallas Independent School
District's (Dallas ISD) 23,000+ eligible employees and their dependents.
District Goal:
The primary goal of EAP is to ensure employees' mental health so that they can consistently contribute to
the work of the District. EAP should reduce absenteeism and ensure employees return to work with renewed
strength and optimal mental health.
• Increase employee productivity
• Reduce absenteeism and employee turnover
• Reduce work-related accidents
• Reduce grievances
• Reduce worker's compensation leaves and claims
SCOPE OF WORK AND SPECIFICATIONS OF THE PROPOSAL
The vendor will provide specific assistance to Dallas ISD employees and their eligible dependents who have
been referred to and self selected EAP or who request such services of their own volition. The Vendor and
Dallas ISD will adopt safeguards to ensure that EAP services are conducted in a manner that will preserve
the privacy of Dallas ISD's employees and their families. Communications between EAP personnel and
Dallas ISD employees shall remain confidential, except as specifically waived in writing by the individual
employee.
The EAP services needed include, but are not limited to the following:
• Substance Abuse
• Crisis or Emergency
• Grief Counseling
• Fitness for Duty
• Threat of Violence Potential
• Web-based/messaging counseling
• Short-term Counseling
• Legal services
• Telephone assessments and support
• Child and elder care referrals
• Manager and supervisor tools
• Health Coaching
• Onsite trauma support
EAP hoursbank consisting of a minimum of 300 hours to be utilized prior to the initiation of hourly rates.
Number of Counseling Sessions: During each contract year, the vendor shall provide up to 12 counseling
sessions per person per problem for Dallas ISD's employees and their eligible spouses and dependents.
Referrals: The vendor will provide appropriate referrals to employees/dependents for services not covered
under EAP or not provided by the Vendor. Such services include, but are not limited to, psychiatric/medical
Dallas ISD rev 2.0
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Request For Proposal 151934 RFP AH-207551 Employee Assistance Program (EAP)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
services, psychological testing, substance abuse treatment, long-term psychotherapy, treatment for serious
or chronic conditions, inpatient or residential treatment, legal, complex financial, or other non-psychological
counseling.
Referrals will be made to providers under the employee's/dependent's medical insurance or to appropriate
community resources. Where appropriate, follow-up procedures must be in place to monitor the referred
employee's adherence to the agreed course of treatment. The vendor will not be responsible for any charges
or fees the employee/dependent incur from such referrals.
Case Management: The vendor will provide case management. Case management may consist of
facilitating the transfer and periodic monitoring of an employee's condition, treatment, and progress.
Crisis Management and Intervention: Vendor shall provide a 24-hour crisis line for emergencies and a toll-
free telephone number accessible from the United States for access by Dallas ISD's employees and their
dependents. The vendor is available to provide crisis intervention at the worksite.
Attendance: The vendor must be available to attend health fairs and employee orientations upon request.
Professional development: The vendor can conduct contemporary professional development as needed.
Promotional Materials: The vendor shall periodically provide generic promotional materials.
Reports: The vendor shall provide monthly, quarterly, and annual utilization reports.
Counselor Availability: Counselors will be available during regular business hours for scheduled
counseling sessions. After advance scheduling, evening and Saturday appointments will be reasonably
available in most offices.
Mandatory Referrals: Dallas ISD's Benefits Department may refer employees to the Vendor. Employees
will be obligated to attend counseling sessions on paid district time.
Work/life Resources: The vendor shall provide consultation regarding work-life services.
PROPOSAL REQUIREMENTS
1. The company must have twenty-four (24) hour availability.
2. The company must have a dedicated account management team assigned to the District.
3. The company must provide regular utilization reports in a format agreed to by the District.
4. A minimum of five (5) years of experience is preferred in serving clients of similar size as Dallas
ISD or experience with school districts and/or governmental entities.
5. The company must be able to provide bilingual (Spanish) communications materials, web-
based programs, and customer service.
6. Access to a network of certified medical professionals in which Dallas ISD employees work and
reside.
7. The company must demonstrate a strong technology infrastructure, including web-based
programs and smartphone capability.
8. The company must have compatible technology to send and receive HRIS files.
9. The company must have industry-leading reporting capabilities.
10. The company must have the ability to track inbound and outbound referrals from other health
and absence programs.
11. The company and its providers must possess all permits, licenses, and professional credentials
necessary to provide EAP services.
12. The company must be able to provide diversity in counselors and services regarding gender,
age, ethnicity, and cultural awareness.
13. The company's commitment to customer services must conform with the District's Core 4
Dallas ISD rev 2.0
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Request For Proposal 151934 RFP AH-207551 Employee Assistance Program (EAP)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
Customer Service Principles.
• Focused--Student achievement is our primary focus. Whether staff members work directly with
students or support other staff members, every measure, initiative, and project should be
implemented and carried out with students as the focus.
• Fast--Today's world revolves around immediacy-quick and easy access, fast resolutions. The
success of delivering services and products to customers in a timely manner is a critical
component in providing excellent customer service.
• Flexible--Working toward a solution often requires being open to other ideas, bold in problem-
solving, and flexible in finding a way to provide a service or deliver a product.
• Friendly--A positive culture starts with every staff member, no matter the issues or challenges.
Interaction with customers and colleagues should always demonstrate respect and kindness-
regardless of the answer or solution.
PROPOSAL SPECIFIC QUESTIONS
Plan Design
1. Proposers should provide quotes for EAP benefits based as closely as possible on the District's current
plan offerings. Describe any differences between the benefits quoted and the District's current plans. The
requirements listed in this RFP is the current plan. Pricing shows current enrollments as well.
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2. Describe any discount programs or other program enhancements offered.
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Customer Service
1. What are your customer service hours of operation?
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2. Describe your quality control processes with respect to customer service.
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Dallas ISD rev 2.0
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