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2/1/2017
Q) Please elaborate on the communication materials that will be mailed to employees' homes: how many times per year will this be required? Is the vendor expected to mail the materials to the County for the County to mail, or is the vendor expected to mail the materials directly to employees' homes?
A) While we cannot specify the exact content, we expect the vendor to mail materials directly to employee’s home regarding services offered by the EAP vendor in order to maintain awareness and utilization.
1/31/17
Q)Should the redacted copy be submitted in hard copy or electronically? A)Hard copy is preferred for the redacted copy
Q)How many copies and in what format should the separate pricing/cost proposal be submitted? A) Submit pricing in electronic file and hard copy
Q)Who is the current EAP provider and is the County pleased with their services? A) Please review the Addendum as this question has been previously answered.
Q)What is the current pricing for the program? A)Please review the Addendum as this question has been previously answered.
Q)Please provide the most recent yearly utilization report. A)Please review the Addendum as this question has been previously answered.
Q)Is the County currently receiving a 5 or 10 visit counseling model? A)Current model is a 10 visit counseling model
Q)Who currently answers the helpline? Is it a master's-level clinician or a customer service representative? A) A clinician answers all calls
Q)How important is it to the County that services are provided by CEAPs? Why is the County specifically requesting this? Does your current provider have CEAPs performing all of these services? A)Please review Addendum as this question has been previously answered.
Q)How many hours of onsite training and how many hours of onsite management consultations have been provided each of the last 3 years? A)Please review the Addendum as this question has been previously answered.
Q)Regarding the requirement that trainings be taped by the vendor and provided in scom format: can you please explain this requirement? We have not heard of this format before. Additionally, we have a vast library of digitally uploaded training videos available on our website. Would that work for this requirement? A)Perhaps, however the County is requesting the specific training provided be taped so that employees unable to attend can still view the training material
Q)Please explain further if Gatekeeper services are required. Is the County currently receiving gatekeeper services from the incumbent provider? What is the cost being paid for these services? A) Please review the Addendum as this question has been previously answered.
Q)Is the County's health insurance self-insured? A)Yes
Q)How are the individual evaluation factors weighted? A) Each evaluation is scored using a scale of 100 points and each evaluation criteria is given a point value of 20.
1/26/2017
Q) Are the 15 hours for Critical Incident Response and the 15 hours of onsite Management consultation also two separate items being requested or are they referencing the same pool of hours?
A) They are separate pool of hours.
1/23/2017
Q) Are onsite Critical Incident Response services included in the 40 hours of training requested or are they separate? If separate, is there a limit on the amount of these services in the current EAP contract?
A) They are separate. We currently have 15 hours of Critical Incident Response.
Q) Can you please provide more information about the EAPs role as a gatekeeper. Is the EAP written into the mental health benefit whereby anyone wanting mental health benefits must first access the EAP? Are those who access mental health benefits through the EAP reimbursed at a higher percentage for benefit-covered mental health services than those who access mental health benefits without first accessing the EAP? Or finally, is the gatekeeper role more a traditional EAP role in which the EAP ensures a smooth transition into the mental health benefit for those cases being referred beyond the EAP for mental health services?
A) the gatekeeper role is more a traditional EAP role in which the EAP ensures a smooth transition into the mental health benefit for those cases being referred beyond the EAP for mental health services
Q) We understand the pricing proposal needs to be delivered in its own separate sealed envelope. Can that separate sealed envelope be in the same package as the rest of the proposal?
A) Yes, same envelope.
Q) And do you want the pricing proposal the same 3 ways – 1 hard copy original, 1 electronic and 1 redacted?
A) Yes, correct
1/23/2017
Q) I notice in your RFP it asks for Certified Employee Assistance Professional “Firms” to apply. How many people in a firm have to be CEAP certified in order to qualify as a certified firm? OR, if our organization contains any CEAP employees, does that qualify us?
A) Credentials can be found at: http://www.eapassn.org/credentials/ceap. Please just indicate in your response how many people in your organization are CEAP certified.
1/17/2017
Q) The addendum includes some utilization figures, but full utilization reports typically provide much more detailed information and typically allow us to offer a more competitive rate. Please provide utilization reports for 2015 and 2016.
A) Please see attached usage report.
Q) How many EAP cases were there in 2016? 2015?
A) Please see attached usage report, click above link
Q) How many EAP cases were referred to a provider/counseling sessions in 2016? 2015?
A) Please see attached usage report, click above link
Q) How many EAP face-to-face counseling sessions were completed in 2016? 2015?
A) Please see attached usage report, click above link
Q) What was the average number of visits per EAP face-to-face case in 2016? 2015?
A) Please see attached usage report, click above link
Q) The addendum provided the number of calls handled in 2015 and 2016 Q1-Q3. What is the breakdown of these calls- how many were for EAP services, and how many were for work/life services?
A) Please see attached usage report, click above link
Q) How many work/life cases were there in 2016? 2015?
A) Please see attached usage report, click above
Q) How many training/topical seminar hours were used in 2016? 2015?
A) On average, our current vendor has done 24 trainings annually (12 Wellness; 12 Social-Emotional). One of our goals is to make these webinars available via not just via webinar but via recording
Q) How many critical incident response/CIR/CISD hours were used in 2016? 2015?
A) Please see attached usage report, click above link
Q) How many CIR hours per year would you like included in the quote? We can embed a certain number into the PEPM rate. CIRs are always available on a fee-for-service basis as well. How many on-site orientation hours were used in 2016? 2015?
A) Please see attached usage report, click above link
Q) To confirm, responses are due on 2/9, correct?
A) Yes, correct
Q) On page 12, #13 you reference recorded training videos. Are you looking for recorded orientation sessions or supervisory trainings/seminars?
A) On average, our current vendor has done 24 trainings annually (12 Wellness; 12 Social-Emotional). One of our goals is to make these webinars available via not just via webinar but via recording
Q) Can you provide the number of face to face sessions that occurred by year over the past 5 years (or as far back as you can provide)
A) See attached report, click above link
Q) Can you provide the number of CIRS occurrences (versus hours) by year over the past 5 years (or as far back as you can provide)
A) See attached report, click above link
1/10/2017
Q) The 5/10 EAP visit allowance per person. Is that per year or per issue
A) The 5/10 EAP visit allowance per person is per year.
Q) Is the 61,000 annual spend covering a 5 session model or 10 session model?
A) A 10 session model
1/9/2017
Q) Does Lake County have an existing EAP? If so who is the vendor?
A) See page 10 of the RFP. The existing Vendor is ComPsych Corporation.
Q) What is their annual spend with their EAP vendor?
A) Lake County spends approximately $61,000 annually for EAP services
Q) Why are they getting an additional bid.
A) The current contract is expired
Q) It pertinent, why are they dissatisfied with in their current vendor?
A) The current contract is expired.
Q) What is their current Utilization Rate?
A) Lake County uses their current vendor in a variety of manners. They provide monthly social-emotional Webinars for our employees. In Q1-Q3 of 2016, 734 employees participated in training; in 2015 2,2,54 participated in training. In terms of access to services, in Q1-Q3 of 2016, our vendor took 188 telephone calls; 719 utilized online access for a total of 907 interactions. In 2015, our vendor took 262 telephone calls; 1031 utilized online access for a total of 1293 interactions. In Critical Incident debriefing and Health Fair participants with the numbers above, total utilization is 1,642 for Q1-Q3 for 2016 and 3,560 for 2015.
Q) How many different locations are there to their 2700 population?
A) Lake County employees work at locations throughout the County however the two primary locations are 18 N County Street, Waukegan, IL and 3010 Grand Ave, Waukegan, IL
Q) Will the answers to my questions be emailed directly to me? Could you please provide the date when responses will be emailed?
A) See page 3 of the RFP item #6 under General Terms and Conditions
Q) Is the intended implementation date 4/1/17 or 5/1/17?
A) Target contract execution date is listed on the RFP page 10. Any Implementation will occur after this date.
1/5/2017
No questions at this time.