TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 15, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 12-RFP-12 provide an Employee Assistance Program with ComPsych Corporation, for amount not to exceed $360,000.00, Account 101-25000-612260, Requisition 1342551
Body
Dear Sir:
The District has contracted for Employee Assistance Program (EAP) services since 1991. The EAP program provides employees and their family members with confidential counseling services, work-life services such as childcare and eldercare referrals, and consultations and referrals for legal and financial services. The EAP program also includes services related to employee health and wellness. These include health education resources related to nutrition, weight management, tobacco cessation, stress management and other health topics. The selected vendor will also continue to provide the District with management services related to supervisory referrals, return-to-work stipulations ordered by the Civil Service Board and critical incident interventions, as necessary. This contract will start July 1, 2012 and end June 30, 2017.
On February 22, 2012, Request for Proposal 12-RFP-12, Employee Assistance Program, was publicly advertised. Seventy-three (73) firms were notified and nineteen (19) requested proposal documents. On March 16, 2012, the District received four (4) responsive proposals from the following vendors: CuraLinc, LLC, MHNet Behavioral Health, Employee Resource Systems, Inc. and ComPsych Corporation.
The proposals were evaluated by staff from the Human Resources Department and the Procurement and Materials Management Department. The criteria for these evaluations were outlined in Request for Proposal 12-RFP-12 and included: experience providing employee assistance program services, range of employee assistance services, counseling resources and referral network, financial stability and cost. Following the preliminary evaluation of proposals, all four (4) proposers were deemed to be finalists and interviews were conducted on April 16 - 17, 2012. A solicitation was sent to each finalist on April 20, 2012 for an unqualified "best and final" offer. The "best and final" offers were returned to the Director of Procurement and Materials Management on April 25, 2012.
Based on the evaluation of proposals and finalist interviews, it is recommended that a contract be awarded to ComPsych Corporation (ComPsych). ComPsych received the highest technical evaluation and the highest overall score among the proposers. ComPsych provides employee assistance services to more than 15,000 organizations in the public and private sector including General Electric, McDonald's Corporation, the Internal Revenue Service and the Chicago Transit Authority and has provided services to the District since 1999. ComPsych provides a robust employee assistance program with fully integrated work-life services. Work-life services include legal, financial and family services provided by credentialed counselors, financial planners and attorneys. It has an extensive suite of wellness services which will support the Employee Wellness Program recently implemented by the District. ComPsych provides a valued service to our employees as evidenced by the District's utilization rate of 12%, well above the industry average of 5%. For these reasons, ComPsych Corporation is the best qualified vendor to provide these services.
The Affirmative Action Section has reviewed the agreement and has concluded that ComPsych Corporation is in compliance with the District's Affirmative Action Policy.
It is estimated that the cost will be approximately $360,000.00 or approximately $72,000.00 per year. This estimate is based on the current employee headcount, which is the primary basis for the program cost, and a nominal annual allowance for as-needed services such as critical incident intervention and DOT case management.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to award a contract to ComPsych Corporation in the amount of $360,000.00. Funds for the 2012 expenditure, in the amount of $36,000.00, are available in Account 101-25000-612260. The estimated expenditure for 2013 is $72,000.00, for 2014 is $72,000.00, for 2015 is $72,000.00, for 2016 is $72,000.00 and for 2017 is $36,000.00. Funds for 2013 through 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Denice E. Korcal, Director of Human Resources
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for May 15, 2012