Employee Assistance Program Services

The vendor is required to provide that employee assistance program to all regular status employees, immediate family members and members of their household.
- Provide a comprehensive employee assistance program. minimum program services include:
• Providing issue-specific face to face counseling services to employees and eligible dependents through professional counselors with specific experience in issues facing civilian and public safety employees and their dependents.
• Providing a minimum of ten one-hour face to face visits per issue per employee or eligible dependent each calendar year.
• Providing 24-hour per day, 365-day per year crisis counseling with master’s level clinicians via toll-free telephone, secure video-based platform, and text or chat.
• Providing referrals to qualified, behavioral health providers in the city’s medical plan network upon request of the employee or eligible dependent requiring continuing care following the initial ten visits.
• Adding providers not already included in the current network, at the request of the city.
• Accepting requests for program services via telephone, e-mail, and internet request forms.
• Providing a program website and mobile application for use by employees and eligible dependents that includes, at a minimum:
1. Program information
2. Service provider information
3. Behavioral health and wellness information
4. Service request portal
5. Customer service, question, and comment portal
• Providing quarterly statistical reports of program utilization to the city
• Preparing and modifying as needed all necessary documents to comply with government reporting and tax requirements.
• Complying with all applicable federal and state laws
• Developing and implementing an employee education program.
• Developing and implementing communication strategies and materials including:
1. Emails
2. Posters
3. Flyers
4. banner ads
5. Postcards
6. Wallet cards
7. Promotional videos
8. Bi-fold mailers
9. Monthly newsletter
10. Mobile app
• Conducting work-site educational meetings to explain the services available in advance of the services effective date and to respond to employee concerns and questions.
• Providing in-person open enrollment/benefit fair/wellness fair attendance.
• Providing a designated account manager to the city.
• Providing exceptional customer service support across all communication channels.
• Crisis response counseling services:
1. On-site counselors available to assist employees immediately following a crisis event affecting the city.
2. Public safety specific resources to support high job stress environment.
3. Individualized counseling services specific to public safety employees to assist them through high job stress situations.
4. Supervisor and employee training on the signs and symptoms of alcohol or drug use, its effects and intervention methods.
• Providing comprehensive program implementation services including:
1. Discovery and strategy meetings
2. Weekly meetings with the cities and contractor’s implementation teams
3. Requirements gathering
4. Set up of eligibility
5. Review of reporting requirements
6. Review of communication plan
7. Go live
- Additional services:
• Employee development courses
1. On-site delivery of courses designed to develop employees’ interpersonal skills
• Supervisor development courses
1. On-site delivery of courses designed to equip new and experienced supervisors with skills for success
2. Additional resources available through web portal such as webinars, presentations, assessment tools that would be available to employees and dependents
• Other services
1. Any related services that can be available to employees and eligible dependents which could include referrals to childcare providers, elder care guidance, financial resources, legal and mediation services, id theft/fraud resolution, etc.
2. Free access to other mental health mobile applications, such as calm and talk space.
- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: March 10, 2025