MUST BE SIGNED TO BE VALID

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REQUEST FOR PROPOSAL 5809

AMENDMENT 1

TITLE: EMPLOYEE ASSISTANCE PROGRAM

DATE: APRIL 14, 2016

BUYER: SARAH J. STEINNERD

PURCHASING MANAGER

EMAIL: [email protected]

PHONE: (573) 651-2588

PROPOSAL MUST BE RECEIVED NO LATER THAN:

DATE: APRIL 25, 2016

TIME: 3:30 P.M.

DELIVERY INSTRUCTIONS

For USPS/FedEx/UPS, etc. Proposals must be mailed to: Purchasing Department

Southeast Missouri State University One University Plaza, Mail Stop 3280 Cape Girardeau, MO 63701

OR delivered by offeror to: Purchasing Department Academic Hall Room 200F Normal Avenue

Cape Girardeau, MO 63701

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 CURRENT DATE

MAILING ADDRESS TELEPHONE NUMBER/EXT.

CITY STATE ZIP CODE

CONTACT PERSON CONTACT PERSON EMAIL ADDRESS FACSIMILE NUMBER

DELIVERY DATE:_________DAYS ARO, FOB DESTINATION PROMPT PAYMENT TERMS:_____% _____DAYS NET_____DAYS NOTICE OF AWARD (SOUTHEAST MISSOURI STATE UNIVERSITY USE ONLY)

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2

SOUTHEAST MISSOURI STATE UNIVERSITY EMPLOYEE ASSISTANCE PROGRAM

REQUEST FOR PROPOSAL 5809 AMENDMENT #1

The offeror is hereby notified that Request for Proposal 5809 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 2011. 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 1, 2016.

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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 10 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 10 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 (2014, 2015 and to date in 2016)?

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 10 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 2015. One (1) employer referral in 2014.

Question: How many individual counseling cases did you have each of the last two years? Answer: 106 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.

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4

Answer: The University currently receives six (6) sessions per service event. RFP 5809 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 10 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 10 on-site hours. Question: How many annual hours are your health fairs?

Answer: 12 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 2015 and to date in 2016?

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?

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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 2015 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 4th_{Quarter, 2015.}

The offeror is hereby notified that Request for Proposal 5809 is amended as follows. 1. 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 1-6 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 2.1, page 4, is hereby replaced with the following paragraph.

2.1 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 5809 remain the same.

To acknowledge receipt of this amendment, the offeror MUST complete, sign, and return with the proposal response.

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SOUTHEAST MISSOURI STATE UNIVERSITY EMPLOYEE ASSISTANCE PROGRAM

REQUEST FOR PROPOSAL 5809

QUARTERLY SERVICE REPORT FOR 4th_{QUARTER, 2015.} 17 PAGES

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Southeast Missouri State University

Employee Assistance Program

Quarterly Service Report

4th Quarter, 2015

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Q1

2015 2015Q2 2015Q3 2015Q4 12 monthsTotal past

EAP Consultation Life Management Service Information & Referral

Q1 2015

Total past 12 months

New Cases Continuing Cases Supervisor Referrals On-Site Hours

Annualized Utilization

Q2 2015

Q3 2015

Q4 2015 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: 1156

Service Summary

Services Accessed

Overview

11 2

0 0

1.50 1.50

3.79% 3.87% 6.57% 4.15% 4.60% Not applic 4

19 12 52

1 1

6

1 2

10

100.00% 90.91% 73.68% 83.33% 84.62% 0.00% 0.00% 26.32% 8.33% 11.54%

0.00% 9.09% 0.00% 8.33% 3.85%

Southeast Missouri State University

4th Quarter, 2015

Page 1

Management Consultations

All PAS 12 months

All PAS

12 months Industry Sector12 months

7.74%

68.43% 28.39% 3.11% 7.06%

58.95% 36.20% 4.82%

Industry Sector 12 months

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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.

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Southeast Missouri State University,4th Quarter, 2015 _{Page 3}

Referral Type & Source

Summary of Cases

4th Quarter Past 12 Months

All PAS 12 months Industry Sector 12 months Self referral Self Parent/Guardian Peer referral Co-worker Family

Informal Employer Referral Human Resources

Occupational Health/Risk Mgmt Supervisor

Formal Employer Referral Human Resources

Mandatory Employer Referral DFW

DOT

Employer-Specific Policy Last Chance Agreement

10 1 0 0 1 10 0 0 1 0 0 0 0 0 0 1 0 0 0 83.33% 8.33% 0.00% 0.00% 8.33% 92.31% 3.85% 0.00% 1.92% 1.92% 48 2 0 1 1 47 1 1 1 0 0 0 1 0 0 1 0 0 0

Insurance/Other benefit 0 0

94.50% 2.88% 1.06% 1.06% 0.50% 90.98% 3.38% 2.96% 1.31% 1.37%

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Female

Gender of Client _{4th Quarter} _{Past 12 Months}

Male 58.33% 41.67% 73.08% 26.92% Preschool

Client’s Highest Level of Education _{4th Quarter} _{Past 12 Months} Grade school

0.00% 0.00%

0.00%

Some high school 0.00%

HS/GED 9.09%

Technical school 9.09%

Some college 36.36%

College graduate 9.09%

Post-graduate 36.36% 0.00% 2.04% 2.04% 2.04% 20.41% 20.41% 53.06% Self

Client’s Relationship to Subscriber _{4th Quarter} _{Past 12 Months} Spouse

83.33% 8.33%

86.54%

Other dependent 8.33%

5.77% 7.69%

Client’s State of Residence _{4th Quarter} _{Past 12 Months}

All PAS 12 months Industry Sector 12 months 82.48% 17.52% 0.00% 0.26% 2.31% 6.08% 1.39% 16.51% 26.22% 47.23% 89.00% 6.06% 4.94% 64.11% 35.89% 0.05% 0.41% 2.97% 16.58% 5.38% 30.14% 27.86% 16.61% 84.35% 10.16% 5.49%

Industry Sector 12 months

All PAS

Client Information

IL 16.67% 3.85%

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Officer/Manager

Occupation _{4th Quarter} _{Past 12 Months}

Professional Technician Sales Clerical Skilled/Craft Unskilled/Labor Service Other/Unspecified 0.00% 9.62% 75.00% 59.62% 0.00% 1.92% 0.00% 0.00% 0.00% 7.69% 0.00% 3.85% 0.00% 0.00% 25.00% 13.46% 0.00% 3.85% Employed—active Employment Status Volunteer Retired Terminated Deceased Suspended Worker’s Compensation LT/ST Disability

Leave of Absence

100.00% 100.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Seniority

Years 8.4 8.4

Subscriber Information

All PAS

2.43% 61.75% 2.36% 0.00% 7.03% 1.49% 0.81% 19.59% 3.92% 95.99% 0.00% 3.31% 0.06% 0.00% 0.00% 0.00% 0.00% 0.45% 10.7 7.12% 33.12% 8.78% 1.94% 8.41% 10.60% 6.17% 17.22% 5.54% 97.64% 0.04% 0.82% 0.47% 0.14% 0.15% 0.05% 0.11% 0.48% 9.3

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Case Information — EAP Consultations

Delivery Mode _{4th Quarter} _{Past 12 Months}

Total EAP Consultation Cases 10 44

Office-based consultations Telephonic consultations 100.00% 0.00% 100.00% 0.00% All PAS 12 months Industry Sector 12 months 97.99% 1.09% 1.34% Marital/Family

Presenting Concerns _{4th Quarter} _{Past 12 Months} Emotional Health

25.00% 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 50.00% 12.50% 12.50% 0.00% 12.50% 12.50% 0.00% 25.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 12.50% 12.50% 0.00% 0.00% 36.59% 65.85% 7.32% 4.88% 0.00% 4.88% 4.88% 12.20% 14.63% 0.00% 4.88% 0.00% 7.32% 2.44% 0.00% 14.63% 17.07% 9.76% 4.88%

All PAS 12 months Industry Sector 12 months 45.31% 68.23% 7.27% 3.89% 1.17% 1.53% 4.71% 15.17% 11.27% 1.66% 5.94% 1.23% 14.05% 5.63% 1.58% 12.32% 6.26% 5.50% 0.24% 49.57% 72.37% 3.88% 4.54% 0.85% 1.32% 2.46% 18.92% 10.60% 1.61% 7.47% 0.95% 15.70% 4.82% 1.04% 15.33% 6.34% 5.58% 0.57% 98.66%

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Case Information — Life Management Services

Legal Consultation

Past 12 Months

Financial Consultation Education Planning

Dependent Care Resource/Referral Elder Care Management

Identity Theft Safe Ride Home

66.67% 16.67% 0.00% 0.00% 0.00% 0.00% 0.00% Total Life Management Consultations 6

0.00%

Total PASSAGES Consultation Retirement Consultation Parenting Consultation

Living Well with Chronic Condition Career Coaching

Caregiver Planning

Weight & Nutrition Consultation

0.00% 0.00% 0.00% 0.00% 0.00% 100.00%

Getting Organized 0.00%

1 Tobacco Cessation

16.67% PASSAGES Consultation

All PAS 12 months Industry Sector 12 months 40.05% 13.48% 0.91% 2.45% 4.88% 0.30% 0.20% 26.97% 10.76% 1.94% 12.30% 0.00% 22.65% 11.65% 25.89% 10.68% 53.95% 16.67% 0.22% 1.10% 7.02% 0.44% 0.00% 0.22% 20.39% 4.40% 7.69% 0.00% 23.08% 12.09% 28.57% 7.69%

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Case Closings

Case Disposition

Compliance with Action Plan

Outcome Resolved Improved 37.50% 56.25% 31.11% 60.00%

No Change 6.25% 8.89%

Followed Recommendations

Partially Followed Recommendations Accepted Referral Outside PAS Declined Referral Outside PAS Does Not Apply

4th Quarter Past 12 Months 12 monthsAll PAS

Industry Sector 12 months 67.82% 26.09% 5.26% 0.50% 4.46% 47.55% 47.52% 4.23% 72.16% 21.09% 4.74% 0.21% 5.17% 48.12% 47.56% 3.89%

Initial PAS service only Additional PAS services

100.00% 88.89%

0.00% 0.00%

Outpatient - MD 0.00% 0.00%

Facility-based care 0.00% 0.00%

Outpatient - therapy 0.00% 11.11%

Educational and/or community resources 0.00% 0.00% Referrals into medical plan 0.00% 11.11%

Cases resolved within EAP 100.00% 86.67% 90.30% 87.84% 3.62% 7.31% 8.90% 6.88% 2.11% 0.96% 91.17% 8.20% 89.47% 5.58% 9.19% 5.37% 2.90% 1.13% 87.50% 0.00% 12.50% 0.00% 0.00% 62.22% 2.22% 31.11% 6.67% 0.00%

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Client Satisfaction

EAP Consultation cases Life Management cases

8 2

5.00 5.00

Information & Referral

# Rating

Wellness Status _Initial _Change

Number of valid surveys

Improvement in Mental Health Improvement in Physical Health

27

47 75

Closing

66 78

40% 4%

4.82 4.78 4.77

30% 5%

Outcome Measures

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Employer Referrals

Q1

2015

Total past 12 months Cases opened

Q2 2015

Q3 2015

Q4 2015

0 1 1 2

0

Cases closed 0 0 0 2 2

Substance Abuse Cases

1 1

Cases

Referral Type _{4th Quarter} _{Past 12 Months}

Informal Employer Referral

Human Resources

Formal Employer Referral

Human Resources

Mandatory Employer Referral

DFW DOT

Employer-Specific Policy Last Chance Agreement

0

1

0 0 0 0 0 0 1 0 0 0

0.00%

100.00%

0.00%

50.00%

50.00% 0

1

0 0 0 1 0 0 1 0 0 0

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Absenteeism

Employee Performance Ratings _{4th Quarter} _{Past 12 Months}

Tardiness

1.00

Quality of Work Quantity of Work Working Relationships

Compliance with Safety Protocols Compliance with Company Policy

1.00 3.00 1.00 4.00 5.00 1.00 1.00

Attention to Detail/Focus

Overall Performance Rating 1 = very good 6 = very poor

Employed — active

Employment Status at Case Opening _{4th Quarter} _{Past 12 Months} Terminated

100.00% 100.00%

0.00%

Suspended 0.00%

Worker’s Compensation 0.00%

0.00% 0.00% 0.00%

LT/ST Disability

Leave of Absence 0.00% 0.00%

0.00% 0.00%

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Employer Referrals—Case Closings

Case Disposition

4th Quarter Past 12 Months Compliance with Action Plan

Outcome Resolved Improved

100.00% 0.00%

No Change 0.00% 0.00%

Followed Recommendations

Partially Followed Recommendations

100.00% 100.00%

0.00%

Accepted Referral Outside PAS Declined Referral Outside PAS

0.00% 0.00%

Does Not Apply 0.00% 0.00%

Southeast Missouri State University, 4th Quarter, 2015 _{Page 12}

PAS counseling only Other PAS services

100.00% 100.00%

0.00% 0.00%

Outpatient - MD 0.00% 0.00%

Facility-based care 0.00% 0.00%

Outpatient - therapy 0.00% 0.00%

Educational and/or community resources 0.00% 0.00%

Referrals into medical plan 0.00% 0.00% Averted claims to medical plan 100.00% 100.00%

0.00% 0.00% 0.00%

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Southeast Missouri State University,4th Quarter, 2015 Page 13

Organizational Services

Q1 2015

Total past 12 months Employee Orientations

Supervisor Trainings

Critical Incident Stress Mgmt Special Interest Topics

Q2 2015

Q3 2015

Q4 2015

Hours of On-Site Services

0.00

Other Organizational Services

0.00 0.00 0.00 1.50

0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 1.50

Services Provided this Report Period (beginning 1/1/2015 and ending 12/31/2015)

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Publications (4th Quarter, 2015)

January 2015 PAS-It-On Vol 11 Issue 1 Psychological First Aid - First Things First After a Critical Incident February 2015 Identity Theft Resources

February 2015 PASWord Express Vol 18 Issue 1

May 2015 PAS-It-On Vol 11 Issue 2 Managing Employee Conflict July 2015 PASWord Express Vol 18 Issue 3

August 2015 PAS-It-On Vol 11 Issue 3 Maximizing Employee Engagement October 2015 PASWord Express Vol 18 Issue 4

November 2015 Happy Holidays from yourEAP Simple Acts of Kindness

Materials (4th Quarter, 2015)

May 11, 2015 1400 Employee Brochures May 11, 2015 200 Wallet Cards Aug 18, 2015 1500 Employee Brochures

Date Qty Items

Total pieces provided:3100

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Overview—Reflects the number of new EAP cases, performance referrals, onsite hours and management consultations for the quarter and last 12 months. Quarterly rate of utilization is annualized for comparative purposes.

Explanation of Reporting Categories

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 100% 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.

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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 100% since there is generally overlap between referrals to non-insurance/community service referrals and insurance-related referrals.

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.

Client Satisfaction—Indicates the overall satisfaction ratings of participants who returned Satisfaction Surveys over

the past 12 months. A more detailed Satisfaction Report is included with the 4th quarter Utilization Report each year. Satisfaction is reported on a scale of 1-5, with 5 being the highest score (most satisfied).

Wellness Status— Reflects the results of the SF12 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 0 to 100. Higher scores represent better health. The survey is not offered to participants accessing Life Management services only.