EMPLOYEE ASSISTANCE PROGRAM

The City of Charlottesville is soliciting proposals to establish a contract, through competitive negotiation, for the ongoing delivery of Employee Assistance Program (EAP) services. The successful offeror must ensure that all employee and dependent information is maintained in strict confidence and handled in accordance with all applicable state and federal requirements, including the Health Insurance Portability and Accountability Act (HIPAA).

Background

The City’s Employee Assistance Program is a long-standing resource serving roughly 1,150 benefits-eligible employees and their families. Program utilization averaged 6.1% for plan year 2023-2024 and 4.9% for plan year 2024-2025.

Project Details

• Reference ID: RFP 27-06
• Department: Human Resources
• Department Head: Joseph Gilkerson (Director of Human Resources)

Evaluation Criteria

• Qualifications and Experience (35 pts) —

  The experience, credentials, and qualifications of the staff assigned to the project, including demonstrated expertise in providing similar services. This should be addressed in the "Section 1 – Experience" portion of the proposal.

• Methodology & Service Approach (30 pts) —

  The Offeror's proposed methodology, work plan, and ability to deliver the required services in a manner aligned with City goals and standards; this includes demonstrated capacity, capability, and clarity of approach. This should be addressed in the "Section 2 – Methodology & Service Approach" portion of the proposal.

• Overall Quality of Proposal (20 pts) —

  The completeness, clarity, and overall strength of the proposal, including the Offeror's understanding of the City's objectives and responsiveness to the RFP requirements.

• Price (15 pts) —

  The Offeror's ability to provide cost-effective services while meeting the specifications and performance requirements outlined in this RFP. This should be address in the "Section 3 - Proposed Price and Payment Terms" portion of the proposal.

Submission Requirements

• Offeror Information
• Offeror's Primary Contact (required) —

  Please enter the following information for the primary contact for this proposal even if the same as on the profile submitting:

  • Full Name
  • Title
  • Phone Number
  • Email Address
• Years In Business (required) —

  Please indicate the length of time (in months and years) the company has been in business providing this type of good or service.

  If your company has not yet been in business for 1 full year, please still state 0 years and the number of months.

  EXAMPLE:
  0 Years and 9 Months

• References (required) —

  Indicate a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. For each entry please be sure to Include:

  • Entity Receiving Service(s) or Good(s)
  • Point of Contact Name of Individual at Entity
  • Point of Contact Title
  • Phone Number of Point of Contact Name
  • Email Address of Point of Contact Contact Name
  • Location of Service or Goods with valid Physical Address
  • Start and End Date of Service(s), include overall length of continuous Service or Frequency of Service within given timeframe
  • Estimated Total Dollar Value of Service Between Start and End Dates
• Virginia Contractor License No. (required) —

  Please enter your Contractor License Number for the State of Virginia.

  Please also note the class of license and any specialty codes.

• SAM.gov Confirmation (required) —

  Please upload a printout from SAM.gov to confirm that your company currently has no active exclusions. The printout must be no greater than 7 calendar days prior to the due date of this bid.

• State Corporation Commission Form (required) —

  Select one of the below options. If Option 1 is selected, please provide your entity's Virginia SCC identification number in the next question. If any other option is selected, input "N/A" in the next question.

• State Corporation Commission Identification Number (required) —

  Enter your entity's SCC number if you are registered with the Virginia SCC. If not, enter N/A.

• Offeror Private Security Services Business License (required) —

  Please enter your Private Security Services Business License Number issued by the Department of Criminal Justice Services.

• Subcontractor Private Security Services Business License (required) —

  Please enter the Private Security Services Business License Numbers issued by the Department of Criminal Justice Services for any subcontractors you will be using.

  If N/A then simply state "N/A".

• Small-, Women-, Minority-Micro, Employment Services Organizations, and Veteran-Owned Business Objectives —

  It is an important business objective of the City of Charlottesville to promote the economic enhancement of small businesses (SBE) and micro businesses (O), women-owned businesses (WBE), minority-owned businesses (MBE), employment services organization (ESO) and veteran-owned businesses (VBE).  The City’s ability to track the amount of business received by SBE, O, WBE, MBE, ESO, and VBE businesses, whether as a prime contractor or a subcontractor, is dependent upon the business community partnering with us in this important endeavor.

  If you anticipate subcontracting to any of these businesses in the performance of this contract, you are requested to report the total dollars anticipated to be subcontracted to each type of business.  Failure to provide this information may result in the application of stronger requirements on bidders to assure that SBE, O, WBE, MBE, ESO, and VBE businesses receive benefits from City contracts.

• SBE, O, WBE, MBE, ESO or VBE (required) —

  If you or your corporation/company/partnerships are a SBE, O, WBE, MBE, ESO, or VBE, please check the applicable following boxes. If you do not meet the requirements for any of those options, please select "NONE".

• Certification # and Expiration Date —

  If your answer to the previous question indicates that you or your corporation/company/partnership are one or more of the options (SBE, O, WBE, MBE, ESO, or VBE) then please indicate your certification number and expiration date here using the following format:

  CERTIFICATION #:
  <State your Certification #>

  EXPIRATION DATE:
  <State the expiration date of your certification(s)>

• Certifying Agency —

  If certified by other than the Virginia Department of Small Business and Supplier Diversity provide the Name and Contact information, including Phone Number and Website of Certifying Agency.

• Total SBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any SBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total O Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any O for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total WBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any WBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total MBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any MBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total ESO Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any ESO for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Total VBE Dollars to be Sub-contracted (required) —

  Report the amount of work (in USD) that you intend to subcontract to any VBE for this project if a contract is awarded to your company. If you do not intend to sub-contract to any such firms, even if you are an SBE, O, WBE, MBE, ESO or VBE, then enter $0.

• Reasons Behind Utilization (required) —

  If you do not plan to utilize such firms in this contract, please state your reasons.

  If you are planning to utilize such firms then please simply state "N/A" here.

• Proposal Items
• Proposal (required) —

  Please Upload your COMPLETE Proposal here formatted in the manner required by this RFP.

• Proposal (without Cost) (required) —

  Please Upload your Proposal here formatted in the manner required by this RFP. This upload here should NOT INCLUDE any pricing information as that will be uploaded separately.

• Separate Cost File (required) —

  You were instructed to upload your cost information separately from the rest of your proposal. Please upload ONLY your cost/pricing information here. This should not be a duplicate upload of your proposal as this is the ONLY upload that should contain your pricing information.

• Recycled Materials? (required) —

  Do any of the goods offered in or as a result of your bid/proposal contain recycled materials?

• Recycled Content (required) —

  You have indicated that goods offered in or as a result of your bid/proposal contain recycled materials. Please qualify the recycled material content.

• Certification of No Collusion (required) —

  I hereby certify, under penalty of perjury:

  I am authorized to act on behalf of and bind the company or other entity submitting this bid, and this bid is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce, or any act of fraud punishable under the Virginia Governmental Frauds Act.

• Additional Information (if needed) —

  For any additional information requested or required by any of your previously provided answers please upload that additional documentation here.

• Proprietary/Confidential Information Identification (required) —

  Please download the below documents, complete, and upload.

• Submission Confirmation (required) —

  Offeror hereby certifies that all information provided within this submission is accurate to the best of their knowledge and that they have the authority to submit a bid on behalf of the stated Company and bind the Company to the information contained within said submission.

• Private Security Services? (required) —

  Is this solicitation for installation, service, maintenance, or design of security equipment? Is it for any sort of security officer or private investigator or security service that requires the contractor to have a Private Security Services Business License issued by the Department of Criminal Justice Services under the Code of Virginia § 9.1-139?

• Proposal Valid For? (required) —

  How many days do you wish for proposals to remain valid after the due date of this RFP?

  Please be sure to write it out exactly as show in the following example:

  EXAMPLE (if 60 days):
  sixty (60)

• Multiple Awards (required) —

  Does the City want to reserve the right to make multiple awards as a result of this solicitation?

• Information Technology Related Goods/Services (required) —

  Are you procuring information technology related goods, services, etc.?

• Electronic Pricing Table (required) —

  Do you wish to use the electronic pricing table within OpenGov for this RFP?

• Commercial Loading Zone Attachment? (required) —

  Will this solicitation or its contract result in deliveries being made to City Hall or Annex? Answering "YES" will provide the Commercial Loading Zone attachment as Attachment BB. An answer of "NO" will not provide the attachment with this project.

• Federal Funding? (required) —

  Is there federal funding involved with this RFP or Contract that will result from this RFP?

• Contractors License? (required) —

  Is a contractors license required for a responsive proposal?

• Limitation of Liability (required) —

  NOTE: If you are using this section, it should be on an exception basis and review by both Risk Management and Legal Counsel is MANDATORY before including it in a solicitation or contract.

  THE CONTRACTOR WILL NOT BE LIABLE:
  A contract officer may use this clause in a contract when negotiations suggest that liability may be an issue, but the risk and liability to the Commonwealth is negligible.  Examples include, but are not limited to, office supplies and equipment, paper products, printing, furniture, audio/visual equipment, consultant services, media services, equipment maintenance, etc.  In certain circumstances, a contract officer may include this clause in a solicitation after consulting with risk management and legal counsel.  Note: The clause may be modified, as applicable, depending on the intended use of the goods and/or services.

  THE CONTRACTOR WILL BE LIABLE:
  A contract officer may use this clause in a contract when negotiations suggest that liability will be an issue and the risk and liability to the Commonwealth is extensive.  Examples include, but are not limited to: software; hardware; two-way communication devices; telephone equipment; medical, dental, and laboratory equipment and supplies; elevator maintenance and inspection services; food service; medical service; etc.  Caution: The potential risk must be calculated in dollars and indicated in the first blank.  Delete the remaining part of the sentence.  If the risk value cannot be determined within a reasonable amount and the contract is for indefinite quantity (e.g., annual contract), estimate the approximate annual value and fill in the dollar amount.  Enter a multiplication factor in the second blank, such as two (2) or some other reasonable number.  In rare circumstances, a contract officer may include this clause in a solicitation after consulting with risk management and legal counsel.  Note: The clause may be modified, as applicable, depending on the intended use of the goods and/or services.

• Separate Pricing Upload? (required) —

  Do you want Proposers to upload a separate document for their Price Proposal? You'll want to do this if you open proposals initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Recycled Materials? (required) —

  Does this RFP have a high probability to include the purchase of recycled materials?

• Insurance Requirements —

  The following Insurance Requirements section is for the Risk Manager to review and modify. The drafter should not modify the text in the text boxes in this section. When Insurance Requirements are ready for review, invite the Risk Manager as a collaborator with Edit access from the main project page.

• Automobile Liability (required) —

  Does this solicitation require Automobile Liability insurance? If yes, leave default value. If no, type "Does not apply."

• Umbrella Liability (required) —

  Does this solicitation require Umbrella Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Professional Liability (required) —

  Does this solicitation require Professional Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Cyber Liability (required) —

  Does this solicitation require Cyber Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Abuse and Molestation Liability (required) —

  Does this solicitation require Abuse and Molestation Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Pollution Liability (required) —

  Does this solicitation require Pollution Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Explosion, Collapse, and Underground Property Damage Liability (required) —

  Does this solicitation require Explosion, Collapse, and Underground Property Damage Liability Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."

• Builder's Risk (required) —

  Does this solicitation require Builder's Risk Insurance? If yes, input the dollar amount into the default value. If no, delete default value and type "Does not apply."