Employee Assistance Program

The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified Suppliers who can provide Canyons School District (CSD) with an employee assistance program (EAP).  It is anticipated that this RFP may result in a contract award to a qualified (Supplier) as needed and as defined further in the Scope of Work. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. When using Utah State Contract pricing, please reference a contract number.
All solicitation responses must be submitted electronically through Ion Wave.     Eligibility Requirements     The proposing Supplier must be properly licensed to do business in the State of Utah.   The interested supplier must complete and submit the Intent to Bid and Non-Disclosure Agreement (both documents are under the attachment tab) by the specified due date. Once the Intent to Bid and Non-Disclosure Agreement have been submitted our broker, Arthur J. Gallagher & Co., will provide the experience data, census information and plan documents.    General Information   A. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through Ion Wave up to the Q & A deadline. No emails to the buyer or other parties will be answered or acknowledged.  Please use the question tab in the bid platform to allow equal and open access to all intending to bid.   B. RFP Award CSD reserves the right to accept and award the best value for CSD employees. When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well.
  C. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated).    D. Contract Period This agreement shall be effective for the benefit year for CSD employees beginning January 1 through December 31. The RFP will be awarded and approved by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term.
  E. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier.   F. Oral Presentations An oral presentation by the proposing Supplier to expand on their submitted proposal may be required.  Presentations will be scheduled after the submission of proposals.  More information about the required presentation content will be addressed at that time.
  Scope of Work   CSD provides a full-service Employee Assistance Program (EAP) for all the contracted part-time and full-time active employees and their dependents. The current plan offers an unlimited number of face-to-face visits with local counselors. It also offers over-the-phone counseling that can be accessed as well as a 24/7 emergency line. We are looking for a provider to maintain and expand the District's Employee Assistant Plan administration through both in-person, virtual and technological solutions.    Each supplier must submit a proposal providing a detailed explanation of their service model, ideally matching or surpassing the current CSD benefits or the best service model possible with specific language to the number of visits allowed per incident.(i.e., 8 visits, 10 visits, 12 visits, etc.), and a detailed description of how the plan would work for CSD employees. CSD will evaluate all plan design options including new models that may enhance the current program or offer more cost-effective solutions to support CSD’s employees.   Technical Proposal Requirements Proposing suppliers are expected to complete Schedules A-E (in attachments) and upload them as part of their proposal. Please Note Schedule F (price) should be uploaded as a separate file to complete the proposal.   Evaluation of Proposals   Evaluation Criteria CSD will evaluate each proposal submitted based on responsiveness to CSD's overall needs. The award of contract, if made, will be to the supplier(s) who is responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; who provides competitive pricing for the services offered; who offers the best value and plan for CSD employees; and who receives the highest rating based upon all of the criteria set forth in the RFP. Deadline: 05/02/2025 04:00 PM (MT)            n/a:     Certification of Proposal (Schedule A)
10 Points:     Executive Summary (Schedule B)    20 Points:     Organization (Schedule C) Proactive Services:                      Technology, training, workshops, and employee                      development etc.    20 Points:     Experience/Expertise (Schedule D) Responsive services:                      Counseling, coaching, evaluation , and treatment, etc.                      Including the Questionnaire & geographic provider report 05 Points:     References (Schedule E) 35 Points:     Price Proposal (Schedule F) 10 Points:     Interviews/Presentation (if needed only) suppliers reaching a                      minimum score of 90 of the technical proposal will be invited                      to present their proposal
  Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 1-5 (1 being low and 5 being high). Scores will then be multiplied by a specified number.   Schedule F (Price) will be evaluated by the Purchasing Agent using the following point weight method: (Lowest Proposed Price / Each Individual Proposed Price) x35 Points.   NOTE: If price proposals are unclear and clarification is needed, the Purchasing Agent reserves the right to request a best and final offer from all submitting Suppliers.