May 9, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Adopt Specifications No. RFP HR22 -037 and award a contract to Health Advocate Solutions, Inc., of Plymouth Meeting, PA, for employee assistance program services, in a total annual amount not to exceed $ 150,000, beginning May 1, 2023, for a period of one year, with the option to renew for four additional one-year periods, at the discretion of the City Manager ; and, authorize the City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessar y subsequent amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Health Advocate Solutions, Inc. (Health Advocate), for providing employee assistance program services effective May 1, 2023.
Employee Assistance Programs (EAP) are employer -sponsored programs designed to assist employees and their family members with mental health, substance abuse, health/wellness, and work/life issues. Services offered by an EAP have b ecome critically important as a result of the COVID -19 pandemic and the continuous impacts that the pandemic has presented to the workplace (i.e., safety concerns, repopulation, childcare, etc.). Although the foundation of most EAPs is based on an offering of employer-sponsored counseling and substance abuse monitoring programs, such as the Department of Transportation (DOT) Drug and Alcohol testing program, the standards of the City of Long Beach’s (City) EAP resources also include those that address marital/family issues, elder care and childcare resources, financial planning, legal services, identity theft remediation, stress/grief counseling, and home management referrals (i.e., cleaning services, etc.). Such services are considered beneficial resources that promote employee well-being, retention, and productivity in the workplace. The City’s EAP includes organizational management amenities , such as organizational development and leadership seminars, supervisor training, crisis response services, and conf lict-prevention workshops. Collectively, offering a wide breadth of EAP services advances long -term organizational performance and overall employee satisfaction.
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on March 17, 2022, and 222 potential proposers specializing in employee assistance program services were notified of the RFP opportunity. Of those proposers, 22 downloaded the RFP via the City’s electronic bid system. The RFP document was made available from the Purc hasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing. An RFP announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 42 local, minority-owned, and women-owned business groups. There were three proposals received on April 26, 2022.
Department of Human Resources
411 West Ocean Boulevard, 10th Floor Long Beach, CA 90802 (562) 570-6621
C-9
HONORABLE MAYOR AND CITY COUNCIL
May 9, 2023
Of those three proposers, one was Minority-owned Business Enterprises (MBEs ), one was Women-owned Business Enterprise (WBE), one was certified Small Business Enterprise (SBE), and none were Long Beach vendors (Local). The selection committee determined that Health Advocate was the most qualified firm to provide the services.
The City is committed to providing comprehensive, high-quality, and cost-effective benefit plans and programs that provide optimum value to the City, its employees, and their families. To continue offering a comprehensive, full-service program, a Request for Proposals (RFP) for employee assistance services was developed in accordance with Procurement guidelines. The scope of services in the RFP was based on existing service levels and practices, in addition to industry-standard services.
The selection committee determined that Health Advocate was the most qualified firm , and their solution provided the best overall value for the City. Health Advocate’s comprehensive response demonstrated high-level competencies in the core functions of these services, which are critical to the City’s commitment to delivering a variety of health, wellness, and productivity services geared towards enhancing organizational performance, assisting individual employees and their direct family members in achieving optimal work-life balance.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the Long Beach Buys database to download RFP specifications. Through outreach, 15 Long Beach vendors were notified to submit proposals, of which 2 downloaded and none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Assistant City Attorney Gary Anderson on April 17, 2023, Purchasing Agent Michelle Wilson on April 17, 2023, and by Budget Management Officer Nader Kaamoush April 22, 2023.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP HR22 -037 and award a contract retroactively to May 1, 2023 is requested on May 9, 2023, to allow continued EAP services without interruption.
FISCAL IMPACT
The total annual amount of the contract will not exceed $150,000 for a period of one year, with the option to renew for four additional one-year periods. Employee Assistance Program will be funded within current resources appropriated in the Employee Benef its Fund Group in the Citywide Activities Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
HONORABLE MAYOR AND CITY COUNCIL
May 9, 2023
SUGGESTED ACTION
Approve recommendation.
Respectfully submitted,
JOE AMBROSINI
HUMAN RESOURCES DIRECTOR
APPROVED:
THOMAS B. MODICA
CITY MANAGER
/g87/g396/g381/g393/g381/g400/g258/g367/g3/g296/g381/g396/g3/g94/g286/g396/g448/g349/g272/g286/g400 /g926/g1006/g1004/g1006 /g1006/g3/g44/g286/g258/g367/g410/g346/g3/g4/g282/g448/g381/g272/g258/g410/g286 /g3 Prepared for: City of Long Beach
Issued 4/26/2022
Valid for 90 days from issue
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Employee Assistance + Work/Life Support
(In-Person and Virtual Behavioral Health Program)
Health Advocate’s EAP+Work/Life Program offers short-term counseling and support for a wide range of personal, family, financial and work/life issues. Our approa ch to early intervention support can reduce the need for more costly mental health services, and can decrease absente eism and improve employee productivity. The program also offers professional management consultation to a ddress workplace performance issues, conflict resolution, disruptive event management planning and resp onse and other organizational concerns.
Program Features
Clinical Support: Confidential Short-Term Problem Resolution Telephonic Evaluation & Assessment and In Person/Virtual MyH elp Behavioral Health Services • 24-hour Emergency Hotline available to employees, spouses, de pendents, parents and parents-in-law • “In-the-moment” support for personal issues, including a prof essional clinical assessment to determine if virtual behavioral health services can meet the individual’s needs (emergencies and those with more serious mental health issues are referred to an appropriate eme rgency or psychological/psychiatric providers)
• Referral, if needed, to an appropriate professional mental he alth counselor or other necessary care; members have the choice whether to move forward with treatment • Confidential counseling sessions available in person or vir tually (by telephone, chat, text or video) • Virtual counseling sessions are in lieu of face-to-face sessi ons • Members who keep their scheduled appointments have access to unli mited texting with their counselor during the week their session was provided
Comprehensive National Network
• Health Advocate has an extensive network of more than 62,00 0 Licensed Professional Counselors nationwide.
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Work/Life Support
• Our professional Work/Life Specialists can locate resource s to help employees with a broad range of work/family issues:
• Childcare: C hildcare centers, nanny agencies, summer camps, community res ources • Eldercare: Nursing homes, assisted-living facilities, independent liv ing facilities, home healthcare, hospice, respite care, geriatric Care Managers, senior cente rs, adult day care • Financial issues: E mployees have access to one free (up to) 30-minute consultatio n with a financial specialist
• Legal concerns: Employees have access to one free (up to) 30-minute consultat ion with a legal specialist
Online and Mobile Resources
• Employees have 24/7 access to a full range of online resources on our secure EAP member website and mobile app:
• Digital Cognitive Behavior Therapy: Digital cognitive behavioral therapy (dCBT) is a proven, technology-driven approach to cognitive behavioral therapy ( CBT) that helps users manage problems like stress, anxiety and depression. Like CBT, dCBT fo cuses on current problems rather than issues from the past, and provides practical methods to imp rove an individual’s state of mind.
Key benefits are improved access to care and reduced stigma re garding mental health issues. • Brief emotional fitness survey guides employees to modules o n three main topics: stress, anxiety and depression
• Modules focus on topics like general depression, self-esteem, a nger management, opioids and chronic pain, trauma and abuse, and many more; includes ses sions that utilize specific dCBT elements
• Offers a variety of games to help improve focus and mental ac uity • News Alerts: The latest information and support resources for national traged ies, weather-related disasters and other crises
• Webinars: A complete library of new and archived webinars on goal sett ing, budgeting, mindfulness, stress, grief and loss, resilience and more • Financial: Calculators and other resources focused on issues like bud geting, estate planning, debt management and identity theft
• Financial Fitness Center: Features include a Financial Fitness Checkup, information o n savings and investments, and hundreds of interactive tutorials on key f inancial health topics /g3
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• Legal: Information on all aspects of law including divorce, custody, r eal estate, contracts, landlord/tenant disputes, taxes and audits, and insurance • Personalized Legal Center: Unlimited access to a legal library and state-specific templates f or wills, trusts, powers of attorney and more
• Emotional Well-Being: Information and assessments for issues like anxiety, depressi on and resilience
• Relationships: Hundreds of resources focused on parenting, caregiving, sel f-nurturing, making time for family and other topics
• Mindfulness : Tools and tips for taking a healthy approach to stressful situatio ns • Learning Center: Library of self-guided courses on personal development, mana ging work and family, self-nurturing, creative problem solving, leadersh ip and more • Relocation Center: Articles and resources to help relocating be as stress-free as possible, including area-specific information on housing, school districts, weathe r and more • Savings Center: Online program offers a 25% discount on name-brand products and services Concierge Service
• Our personal concierge service performs an invaluable time -saving service for employees and their families. Personal concierges do the legwork to locate a wid e range of services such as:
• Travel, restaurant and event bookings/reservations
• Contractors and landscapers
• Rental cars; auto repair/maintenance; pet care; cleaning services Unlimited Consultation for HR and Leadership
• HR and management teams have unlimited telephonic access to our i n-house experts for support with a full range of workplace issues, such as:
• Critical incident stress debriefing and support
• Employee conflicts
• Policy and procedure review
• Employee performance issues
• Other organizational challenges
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Onsite Services
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• Critical Incident Management Services – Trauma Support • Immediate, customized response to worksites impacted by events th at are disruptive to employees and the organization (i.e. unexpected employee deaths, natur al disasters, robberies, etc.) • Services may include educational group debriefings and sup port, management consultations, crisis leadership consultations, and individual employee suppor t • HR and Management Support
• Onsite consultation for a wide range of organizational issues • Comprehensive mandatory referral management, including repo rting and return-to-work conferences • Trainings and Workshops
• Seminars and workshops to empower employees and leadership with effective new skills and behavioral techniques to strengthen on-the-job performance Substance Abuse Professional (SAP) Evaluations (Fee-for-service) • Substance abuse evaluations available for all DOT violations • We are also committed to keeping companies in compliance with th e Drug Free Workplace Act (PL 100-690) and the specific Department of Transportation (DOT) regulations, Part 382 Comprehensive Reporting
• Comprehensive reporting package includes aggregate EAP act ivity during the reporting period:
• New cases with classification of presenting problem, age and gender • Work/Life consults (including specific Work/Life categorie s) • Manager consultations; training sessions
• Administrative, clinical and training hours
• Supervisor and voluntary referrals
• Year-over-year comparisons
• Employee feedback
• Recommendations and key takeaways
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Pricing
6 Program
____________________________________________________ __________________________ EAP(1-6) Face-to-Face Sessions*
*includes per issue per member for in-person, video, telephonic cha t or text-based counseling, also includes family and work/life balance, financial wellness, legal services, concierge services and Digital Cognitive Behavioral Therapy (dCBT)
*
The PEPM pricing option listed above includes a bank of 5 onsite service hours on an annual basis. *The EAP pricing outlined above includes a 15% discount for being a current Health Advocate client. ____________________________________________________ _________________________ Notes:
Pricing is based on Health Advocate’s standard 3 year initial term/3 renewal term agreement.
All terms and conditions apply.
Communications Materials: Health Advocate will provide our standard communication materials to the client for distribution to employees enrolled in the program.
Proposal Expiration: The pricing in this proposal is good for 90 days.
Covered Employee Lives: Based on a population of approximately 6,100 employees.
Cost
$1.39 PEPM*
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Communications and Engagement
Engaging your employees in our programs is key to supportin g you in reaching your goals. We offer a comprehensive communications and engagement program with material s, technology and support that educates employees about our services, keeps them engaged and promotes o ngoing utilization.
Communications Materials
Consistent with our commitment to protect the environment and cons erve natural resources, all materials can be provided electronically.
Personalized Member Website and Mobile App
Our secure member website and mobile app make engaging you r employees simple and fun. Employees have a streamlined experience that enables them to reach all of their Hea lth Advocate benefits and services in one place anytime, 24/7.
• Instantly upload documents and forms
• View the status of their Health Advocate cases in real time • View personalized to-do lists and alerts*
• Access health and wellness resources*
• Select their communications channel of choice
• Connect instantly to live support
*Based on contracted Health Advocate services
Train-the-Trainer
Prior to launch, we offer “Train-the-Trainer” sessions for your managers and Human Resources staff.
These sessions provide an in-depth briefing about Health A dvocate and our services.
Getting Started Guide
This introductory brochure provides an overview of our se rvices and how to use them most effectively.
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/g48/g72/g80/g69/g72/g85/g3/g49/g72/g90/g86/g79/g72/g87/g87/g72/g85 Our monthly newsletter is sent electronically to clients, who then forward it to their employees. /g51/g85/g82/g80/g82/g87/g76/g82/g81/g68/g79/g3/g48/g68/g87/g72/g85/g76/g68/g79/g86 We offer a wide variety of materials such as posters, flyers, tabl e tents and other items to promote awareness and uti lization of our programs. For managers and Human Resources staff, o ur “Take One” wallet card pads are effective for reminding employees about our services.
/g40/g79/g72/g70/g87/g85/g82/g81/g76/g70/g3/g48/g68/g87/g72/g85/g76/g68/g79/g86/g3 A series of reminder emails and TV monitor screens are availa ble to distribute or display throughout the year to promote ongoing employee awareness and engagement.
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We offer videos that describe our services and how to use them. They can be shown at employee events, sent in emails and added to your Intranet site.
/g38/g88/g86/g87/g82/g80/g3/g38/g82/g80/g80/g88/g81/g76/g70/g68/g87/g76/g82/g81/g86 Standard digital materials are available at no cost.
Our experienced marketing team can work with you to
co-brand or customize any of our materials for an
additional fee.
/g55/g85/g68/g81/g86/g79/g68/g87/g76/g82/g81/g3/g54/g72/g85/g89/g76/g70/g72/g86 Materials are available in multiple languages.
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8 Reporting
Reporting features are dependent on the programs/services selected by the client.
Health Advocate’s Executive Reporting Package provides critical program utilization, impact and savings in a user-friendly format.
Our reporting package measures employee/member engagement i n our programs and overall outcomes and savings that come from using Health Advocate’s programs and services. It also features year-over-year results, and compares results against other similarly-sized clients. Val ue is measured based on a combination of utilization, urgency, time spent and the number of contacts betwe en Health Advocate staff and members.
Below are some examples of data provided in our
reporting package:
• Summary of activity
• Number of interactions per month
• Total number of clinical and administrative interactions by program/category
• Top 10 clinical and administrative programs/categories by number of interactions/activity type
• Financial Summary: Total savings for the reporting period Clients who provide access to claims data have access to our pr oprietary Health Information Dashboards that feature real-time reporting on costs, chronic conditions, locati ons of care, compliance with recommended care, gaps in care closed, medication adherence and other insightful measures. The Dashboards display data in a rolling 12-month record, making it easy to identify trends as they develop. Our data analytics team will work with you to explain the data and help you develop strategies to add ress specific issues. /g3
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9
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Implementation
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10 Rachael Walker
Director Specialty Sales, EAP & Telemedicine
Health Advocate
609.304.8114
[email protected]
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12 What Our Clients Are Saying
EAP+Work/Life Program
“This is by far the best response I’ve had
from an EAP
in this type of situation.
Unfortunately, I have had to use this service
many times in my career.
The coordinator followed up to ensure our
needs were met and provided clear
expectations for how the process would
work.
The counselor met all our expectations
and many employees were able to benefit
from her services.”
-------------------
“Two of our employees were in constant
conflict, increasing absenteeism in our
department.
Your help with both the manager
and employees really turned our productivity
around.”
-------------------
“Without your help getting our school
district’s bus driver into treatment for
substance abuse, we could have had a
horrible tragedy on our hands!”
-------------------
“The Health Advocate EAP team helped us
take the right steps
to protect the employee,
address the coworkers’ concerns and get the
problem resolved quickly and safely.”
“This resource was incredible —on time and
covered all I had hoped. The counselor was
friendly, kind and soft-spoken in a caring way,
and covered the applicable business portion of
EAP in a tender way.
The group was able to be together for a
discussion and there was also plenty of time for
individual sessions.
Thank you
for coordinating it so quickly … the timing was
perfect.”
-------------------
“Your quick assistance with our employee’s
threatening anger issues
allowed us to retain a
valuable worker and avert a potential disaster.”
-------------------
“Words cannot express the appreciation
I have for you and your colleagues, for the help
you provide to our family here.”
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"Thank you for being so helpful and looking
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"Thank you so much for your work on this!
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