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REQUEST FOR PROPOSAL EMPLOYEE ASSISTANCE PROGRAM FOR THE CITY OF MISSOULA MISSOULA, MT Submittals must be received by 5:00 p.m. (MDST) Friday, May 7, 2010. ---PAGE BREAK--- 2 SECTION I: PURPOSE OF REQUEST A. The City of Missoula (the CITY) is requesting proposals from qualified firms and individuals to: 1. Provide counseling and referral services to City employees; 2. Provide supervisor training on use of counseling and referral services; 3. Integrate counseling and referral services with prospective wellness programs and employee health benefits; 4. Integrate counseling and referral services with requirements of Drug Free Workplace Act and mandatory drug testing procedures mandated by U.S. Department of Transportation and the Federal Motor Carrier's Safety Act. SECTION II: BACKGROUND A. City of Missoula 1. General The CITY operates under self-government powers with a council-mayor form of government. The Mayor serves as the chief executive officer of the CITY and is responsible for carrying out the executive functions of the CITY. The Chief Administrative Officer serves as the CITY's administrator and is responsible for ensuring that those policies and procedures are carried out by the departments. The CITY is composed of departments, divisions and offices, including the Mayor's Office, Municipal Court, Finance, Attorney's Office, City Clerk, Human Resources, Information Technology, Public Works (Engineering, Traffic Services, Building, Streets, Wastewater and Vehicle Maintenance), Police, Fire, Cemetery, Parks and Recreation, Parking Commission and the Missoula Redevelopment Agency. The CITY budget authorizes 434 FTE's. The CITY has eight collective bargaining units covering 254 employees. The CITY currently has an EAP that has been in place since June of 2004. ---PAGE BREAK--- 3 SECTION III: SCOPE OF SERVICES A. City of Missoula Employee Assistance Program integrates Employee Assistance Program Benefits with the Health Benefits Plan. 1. Meet with City Human Resources Director to discuss basic employee assistance program needs, program design and implementation. 2. Review City employee health benefit plan with reference to mental illness, alcoholism, substance abuse and/or chemical dependency. Also include analysis of changes that may occur as a result of the Mental Health Parity Act and health care reform. 3. Present draft program to City Administrators, first line supervisors and Employee Benefits Committee. 4. Provide employee orientation and supervisor training for employee assistance program implementation. 5. Implement integrated employee assistance program. B. Integrate counseling and referral services with requirements of Drug Free Workplace Act and Mandatory Drug and Alcohol Testing Procedures mandated by U.S. Department of Transportation and the Federal Motor Carriers Safety Act. 1. Meet with City Human Resources Director to discuss drug and alcohol testing program and procedures. 2. Present draft program to administrators, first line supervisors and employees affected by mandatory drug and/or alcohol testing procedures. 3. Provide employee orientation and supervisor training for drug and/or alcohol testing program as needed and required by law. ---PAGE BREAK--- 4 SECTION IV. PROPOSAL FORMAT/CONTENT Responses to this request for proposal should contain the following: A. TITLE PAGE: Indicate the RFP subject, firm name and contact information including address, telephone number, web site address and contact person). B. TABLE OF CONTENTS: Clearly identify material by section number. C. INTRODUCTORY COMMENTS: 1. Briefly state the firms understanding of the work to be performed and provide a statement about the firm's commitment and ability to perform such work. 2. Provide the names of the person or persons who will be authorized to make representations on behalf of the firm, together with titles and contact information. D. FIRM QUALIFICATIONS: 1. State the location of the office(s) where the work will be performed. 2. Describe the firm's experience in the design and implementation of employee assistance programs. 3. Provide a representative list of current and prior clients, for whom you have served, designed and implemented employee assistance programs. Include the contact person's name and telephone number. Indicate the type of service performed and the duration of the agreement. 4. Describe any litigation, pending or in the past, arising from the firm's performance. 5. Disclose any possible areas of conflict of interest with the CITY. E. PROJECT MANAGER QUALIFICATIONS: (Address each of the following unless the qualifications of the firm and the project manager are one and the same.) 1. Identify the project manager and each individual who will work on the project. Include each project participants' resumes. Resumes may be included as an appendix. 2. Describe project participants' experience designing and implementing employee assistance programs. 3. Describe the organization of the service team, detailing the level of involvement, field of expertise, and estimated hours for each member of the team. ---PAGE BREAK--- 5 F. PROJECT TIME LINE IMPLEMENTATION SCHEDULE: The CITY seeks an implementation date of July 1, 2010. G. PROJECT UNDERSTANDING, PROPOSED SCOPE AND METHODOLOGY: 1. Describe your approach to performing the contracted work. This should include the following points: Describe your implementation plan. Specifically address implementation issues in a union environment. Describe the frequency and duration of training. Describe your approach to supervisor training. Describe your plans to educate employees about the referral process. Discuss your proposed service delivery system, outlining major tasks and responsibilities, along with staff assignments. Describe what CITY staff support, if any, you anticipate you will require for developing, implementing and maintaining the EAP and provide an estimate for the amount of staff time required. 2. The firm must provide a written statement that no individual will be discriminated against with regard to compensation, terms, conditions, or other privileges of employment because of race, ancestry, color, disability, religion, national origin, sex, age, marital status, creed, physical condition, political belief, public assistance status or, sexual orientation, gender identity and/or expression. 3. The firm must certify that they comply with state and federal laws regarding unemployment insurance and workers compensation coverage. The CITY will require the successful proposer to possess a current City of Missoula business license, liability insurance and an errors and omission policy. 4. The firm must be covered by a Worker’s Compensation insurance program with the State of Montana, a private insurance carrier, or an approved self-insurance plan in accordance with Montana State law. ---PAGE BREAK--- 6 SECTION V. PROPOSAL AND SUBMISSION REQUIREMENTS A. SUBMITTAL INFORMATION: 1. Proposals must be received May 7, 2010 no later than 5:00 pm. local time (Mountain Day Light Savings Time). Please be advised that this is the receipt date, not a postmark date. Please submit one original and four copies. 2. A person authorized to contractually bind the proposer must sign proposal. Each proposal shall be prepared simply and economically, providing a straight forward, concise delineation of the proposer's capabilities to satisfy the requirements of the RFP. Proposal will be evaluated on completeness and clarity of content. 3. All proposals and accompanying documentation become the property of the CITY and will not be returned. 4. All proposals received in response to this RFP shall remain valid for 60 days. B. ISSUING OFFICE INFORMATION AND CLARIFICATION: 1. City of Missoula The issuance of this RFP is approved by the Chief Administrative Officer, the City Attorney, the Finance Director and the Mayor. The City Human Resources Director/EEO Officer is the point of contact for the CITY in this selection action. Throughout the duration of this process, all communications on this project should be addressed to: Gail Verlanic Human Resources Director/EEO Officer City of Missoula 435 Ryman St. Missoula MT 59802 (406) 552-6127, or email [EMAIL REDACTED] 3. The City is committed to Equal Employment Opportunity (EEO) guidelines as promulgated by federal and state law: all provisions of this RFP and corresponding services shall be administered in accordance with the provisions contained in such Equal Employment Opportunity Guidelines where such guidelines are applicable and relevant. 3. For information concerning procedures to respond to this RFP, contact the CITY Human Resources Director, Gail Verlanic, at (406) 552-6130. Such contact is limited to clarification purposes only. Material changes, if any to the scope of services, or proposal procedures, will only be transmitted by written addendum. ---PAGE BREAK--- 7 SECTION VI. PROPOSER'S FEE STATEMENT A. FEE STATEMENT: 1. Separate Fee Statement Each proposal shall contain a fee statement. Fees for services (i.e. personnel, supplies, support/indirect) should be expressed in a lump sum, not to exceed a maximum amount, with a separate price breakdown for the specific components of the work shown in Section III SCOPE OF SERVICE. Indicate your expectations concerning the billing cycle, reimbursement for any travel, per diem expenses, photocopying, telephone calls, or other incidental expenses (please list, if any). If additional work were required beyond the scope of this contract, how would those services be billed? Please indicate hourly rates for changes or additions to the contract. B. PREPARATION COSTS: The CITY is not liable for any costs associated with the preparation or presentation of any proposal submitted in response to this RFP. SECTION VII. SELECTION PROCESS A. EVALUATION CRITERIA: 1. Proposal Evaluation a. Proposals will be evaluated to ascertain which proposal best meets the requirements of the CITY. The items to be considered during the evaluation are as follows: Experience providing employee assistance programs to public organizations and/or private firms with union representation. Qualifications of the proposer. Project organization and qualifications of the persons assigned to the project. Project understanding, proposed approach and methodology. References. Cost of service delivery. ---PAGE BREAK--- 8 2. Selection Process Evaluation of the proposals will be performed by a committee selected by the CITY. The committee will make this evaluation solely on the responses to this RFP. The selection process may include an interview with key members of the firm with the selection committee. 3. Right of Rejection. a. The CITY reserves the right to reject any and all proposals submitted. 4. Acceptance of Proposal. a. The content of the proposal of the selected consultant will become part of the contractual obligations if a contract ensues. Failure of the consultant to accept these obligations may result in cancellation of its selection. b. Final contract award shall be submitted to the City Council for approval. SECTION VIII. RFP MODIFICATIONS The CITY reserves the right to modify this RFP at any time. In the event a modification or revision is necessary, a written addendum will be provided to all bidders who receive the basic RFP. No oral change or interpretation of the provisions contained in the RFP will be deemed valid. SECTION IX. VARIANCES All variances to this proposal must be specifically stated. State any variations to specifications, terms and conditions in the space provides below. No variations or expectations by the proposer will be deemed to be part of the proposal submitted unless such variation or exception is referenced in the space below. If no statement is contained in the space below, it is hereby implied that your proposal complies with the full scope of this RFP. Variances: ---PAGE BREAK--- 9 XI. SIGNATURE PAGE The below signed hereby agrees to furnish the proposed services under the terms stated subject to all instructions, general conditions, specifications, legal advertisements, and special conditions contained in the RFP. I have read the RFP and fully understand what is required. Authorized Signature: Name (typed/printed): Title: Firm: Address: City: State: Zip: Email: Telephone: Date: