HomeMy WebLinkAbout05.E- Human Resources RESOLUTION (ID #3072) DOC ID: 3072 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Personnel
From: Helen Tran M/CC Meeting Date: 04/21/2014
Prepared by: Helen Tran, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Issuance of a Request for Qualification for Employee Assistance Program Services. (#3072)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Request for bid only.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
Historically, the City has provided an Employee Assistance Program (EAP) through an outside
professional services agreement for: critical incident debriefing, pretreatment and counseling
services upon request to all City employees and members of their family that reside in the same
household and are dependent upon the employee. It has been seven years since the City
requested a formal bid for these services.
The EAP provide services for employees and their families who are experiencing problems,
which affect job performance and overall well-being. The primary goal and approach helps an
employee and their family members address an array of life challenges before they become
distractions that affect home life as well as work performance. In helping individuals address
personal life issues, the EAP will help the City stay ahead. These problems can include, but are
not limited to:
Mental, family and relationship conflicts
Alcohol and/or substance abuse
• Co-dependency issues
Financial/budgeting issues
• Stress,behavioral, or emotional problems
Child and elder care issues
This program has a great track record, and is substantiated by real testimony. The positive
impacts are significant on the various life effects on our first responders and are designed to
provide both a wide spectrum of services for all City employees and specific services for police,
firefighters, emergency personnel and other first responders. The EAP is comprehensive and can
Updated:4/15/2014 by Linda Sutherland A I Packet Pg.59
5.E
3072
address common workplace issues faced by all employees and their families. Similar to the
previous EAP scope of work,psychological counseling services shall include the following:
• Conduct a Preliminary Evaluation
Provide Counseling Services
Provide follow-up of employee and/or family members under treatment
Provide consultations with supervisors regarding problem employees
Provide information regarding all aspects of the"Employee Assistance Program"
• Provide supervisory training relative to Employee Assistance Program
• Conduct educational seminars and briefings for management on services provided in
the Employee Assistance Program
• Conduct educational seminars on a variety of topics as agreed upon with City of San
Bernardino, six (6)times per fiscal year.
Assist the City in development of policies and procedures for Employee Assistance
Program
Assist the City in introducing the Employee Assistance Program to the City employees
Provide Critical Incident intervention services
Provide referral of employees to substance abuse programs
Provide Substance Abuse Professional Services
City Attorney Review:
Supportinp-Documents:
reso 3072 (PDF)
EAP RFQ F-14-32-Ex. "A" (DOC)
Updated:4/15/2014 by Linda Sutherland A Packet Pg. 60
5.E.a
i
RESOLUTION NO.
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE ISSUANCE OF A REQUEST FOR
3 QUALIFICATION FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES.
4 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
5 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. The Director of Administrative Services is hereby authorized to issue a
7 Request for Qualification (RFQ) for Employee Assistance Program (EAP) Services,
8 attached hereto as Exhibit"A"and incorporated herein.
9 n
SECTION 2. The authorization granted hereunder shall expire and be void and of no a
10 W
11 further effect if the Request for Qualification (RFQ) for an Employee Assistance Program uO
o:
12 (EAP) Services is not completed within sixty (60) days following the effective date of the N
N
O
13 Resolution. r
r
14
15 �
16 M
17 III N
ti
O
18
L
19
20
E
r
21
22
23
24
25
26
27
28
Packet'Pg.'61
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE ISSUANCE OF A REQUEST FOR
3 QUALIFICATION FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES.
4
5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6 and Common Council of the City of San Bernardino at a meeting
7 thereof, held on the day of ,2014,by the following vote,to wit:
8
9 Council Members: AYES NAYS ABSTAIN ABSENT 0
a
10 MARQUEZ w
11 BARRIOS c-
W
12 VALDIVIA
N
13 °
SHORETT
N
14
NICKEL
15
16 JOHNSON
0
M
17 MULVIHILL
0
M
18
19 Georgeann Hanna, City Clerk
20
21 The foregoing Resolution is hereby approved this day of , 2014. a
r
22
23 R. Carey Davis, Mayor
City of San Bernardino
24
Approved as to form:
25
Gary D. Saenz, City Attorney
26
27 By:
28
Packet 62
RFQ F-14-32
Employee Assistance Program(EAP)Provider
0
iz
San 6ernar( 1010
, 2014
in
SUBJECT: REQUEST FOR QUOTES RFQ F-14-32 W
Cn
a
Q
w
The City of San Bernardino (City) invites Proposals from qualified vendors for: d
UL
a
EMPLOYEE ASSISTANCE PROGRAM (EAP) PROVIDER 3
N
to
Parties interested in obtaining a complete copy of this RFQ F-14-32 may do so by °
accessing the City of San Bernardino Web Page at www.sbcity.org > City Hall >
Finance > Request for Bids, , 2014 or by faxing their request to (909) 384-
5043, attention Vanessa Sanchez, Accounting Assistant. Please include the following oc
' information in your request: name and address of firm; name, telephone and facsimile N
number of contact person; specify RFQ F-14-32.
Copies of the RFQ may also be obtained by calling Vanessa Sanchez at (909) 384- a
5346 or in person at City Hall, 300 N. "D" St., 4th floor, Purchasing Division, San w
Bernardino, CA 92418. N
M
d'
From the issuance date of this Request for Proposal until a Vendor is selected and the
LL
selection is announced, Proposers are not permitted to communicate with any City staff a
or officials regarding this procurement, other than during interviews, demonstrations,
and/or site visits, except at the direction of Vanessa Sanchez, Accounting Assistant the a
designated representative of the City of San Bernardino. Contact with anyone not w
designated will result in elimination from the bid process.
E
.c
Closing Date: Bids must be submitted at or before 3:00 PM, PST, , 2014 at
300 North "D" Street, 4th Floor, Purchasing, San Bernardino CA 92418. Q
Issuance of this RFQ and/or receipt of bids do not commit City to award a contract.
Sincerely,
Vanessa Sanchez
Accounting Assistant
AM-
NOW
Packet Pg. 63
RFQ F-14-32
Employee Assistance Program(EAP)Provider
City of San Bernardino, Finance Department
Purchasing Division
Bid Documents to Be Returned
RFQ F-14-32
EMPLOYEE ASSISTANCE PROGRAM (EAP) PROVIDER
III Bid Content and Forms,General Specification#35, Instructions to Offeror(s) y
F-1 Copy of Contractor License 2
/Bidders
d
to
F1 Bidder Exrience, Competency, Qualification and Profile (Vendor Document) III w
Proposal/Bid Content Forms
d
U.
Instructions to Offeror(s)/Bidders
❑ Non-Collusion Affidavit (City Form)
N
N
❑ (City O
r
Instructions to Bidders, III Bid Content and Forms N
❑ Price Form (City Form) a)
-
aD
❑ Authorized Signatures Instructions to Bidders
N
ti
❑ III Bid Content and Forms
Bidder Identification
❑ III Bid Content and Forms Q
Addendum Received
X
w
❑ 120 Day Bid Validity Statement III Bid Content and Forms M
v
❑ Authorized Signatures III Bid content and Forms �
0
U_
❑ References III Bid Content and Forms
a
a
w
❑ Proper Identification and Submittal of Proposal/Bid Package, and Price Form
Instructions to Bidders
d
E
v
ca
a
Offeror(s) are requested to submit this checklist completed with all bid documents. This list may
not be inclusive of all documents needed to submit your RFQ. Please refer to
entire packet for additional documents.
Packet'Pg.64'
RFQ F-1.4-32
` Employee Assistance Program(EAP)Provider
SECTION I.
INSTRUCTIONS TO BIDDERS
a�
a
4
w
LL
d
7
N
_N
O
N
d
O
Cr
d
N
ti
O
a
X
w
N
M
r
LL
a
LL
w
a
a
w
:r
c
m
E
M
�a
w
a
Packet Pg. 65
RFQ F-14-32
Employee Assistance Program(EAP)Provider
I. INSTRUCTIONS TO BIDDERS
A. Pre-Bid Conference
N/A
B. Examination of Bid Documents
1. By submitting a bid, the Bidder represents that it has thoroughly examined
and become familiar with the items required under this RFQ and that it is
capable of quality performance to achieve the City's objectives. in
a
2. The City reserves the right to remove from its mailing list for future RFQs, w
for an undetermined period of time, the name of any Bidder for failure to a
LL
accept a contract, failure to respond to two (2) consecutive RFQs and/or W
unsatisfactory performance. Please note that a "No Bid" is considered a
response. y
0
Y
C. Addenda CD
Any City changes to the requirements will be made by written addendum to this W
RFQ. Any written addenda issued pertaining to this RFQ shall be incorporated N
into the terms and conditions of any resulting Purchase Order. The City will not M
be bound to any modifications to or deviations from the requirements set forth in "
this RFQ as the result of oral instruction. a
X
W
D. Clarifications N
M
`cY
1. Examination of Documents LL
a
Should a Bidder require clarifications of this RFQ, the Bidder shall notify it
the City in writing in accordance with Section C.2 below. Should it be a
found that the point in question is not clearly and fully set forth, the City W
will issue a written addendum clarifying the matter, which will be sent to all
persons who have requested the RFQ. E
2. Submitting Requests Q
a. All questions, clarifications or comments shall be put in writing and
must be received by the City no later than , 2014 and be
addressed
City of San Bernardino
300 North "D" Street
4th floor, Attn: Vanessa Sanchez
San Bernardino, CA 92418
3
Packet Pg. 66
RFQ F-14-32
Employee Assistance Program(EAP)Provider
b. The exterior envelope of all requests for clarifications, questions
and comments must be clearly labeled, "Not an Offer." The City is
not responsible for failure to respond to a request that has not been
labeled as such.
The City will also accept questions sent by facsimile machines;
however, all faxed questions must be received by the City no later
than the date and time specified above. Send facsimile
transmissions to (909) 384-5043, attention: Vanessa Sanchez
N
C. Inquiries received after 3:00 PM, PST, , 2014, will not be 2
accepted. cn
a
3. City Responses w
a
Responses from the City will be communicated in writing to all recipients
of this RFQ, and will be posted to the City's web page: www.sbcity.org, no 3
later than the close of business on , 2014.
0
E. Submission of Bids y
d
a
1. Date and Time W
N
All bids are to be submitted to City of San Bernardino, Attention: Vanessa M
Sanchez. Bids received after 3:00 PM, PST 2014, will be
rejected by the City as non-responsive. a
X
W
2. Address
N
M
Bids shall be addressed as follows:
LL
a
City of San Bernardino
Attn: Vanessa Sanchez a
a
300 N. "D" Street, 4th floor W
San Bernardino, CA 92418.
E
Bids may be delivered in person to the Purchasing Division, 4th floor of
the above address. a
4
Packet Pg.67!
w
RFQ F-14-32
Employee Assistance Program(EAP)Provider
3. Identification of Bids
Bidder shall submit a bid package consisting of:
a) One (1) signed original and two (2) copies, (including price
form) in a sealed envelope.
The bid package shall be addressed as shown above, bearing the
Bidder's name and address and clearly marked as follows:
"RFQ F-14-32"
"EMPLOYEE ASSISTANCE PROGRAM (EAP) PROVIDER"
a
4. Acceptance of Bids w
a
a. The City reserves the right to accept or reject any and all bids, or W
any item or part thereof, or to waive any informalities or N
irregularities in bids. N
0
r
b. The City reserves the right to withdraw this RFQ at any time without
prior notice and the City makes no representations that any r
contract will be awarded to any Bidder responding to this RFQ.
N
C. The City reserves the right to postpone bid opening for its own M
convenience.
a
F. Pre-Contractual Expenses w
Pre-contractual expenses are defined as expenses incurred by the Bidder in: v
1. preparing its bid in response to this RFQ; u
U.
W
2. submitting that bid to City; a.
w
3. negotiating with City any matter related to this bid; or
E
4. any other expenses incurred by the Bidder prior to date of award, if any, of
the Agreement. a
The City shall not, in any event, be liable for any pre-contractual expenses
incurred by Bidder in the preparation of its bid. Bidder shall not include any such
expenses as part of its bid.
s
Packet Pg.68
RFQ F-14-32
Employee Assistance Program(EAP)Provider
G. Contract Award
Issuance of this RFQ and receipt of bids does not commit the City to award a
Purchase Order. The City reserves the right to postpone bid opening for its own
convenience, to accept or reject any or all bids received in response to this RFQ,
and to negotiate with other than the selected Bidder(s) should negotiations with
the selected Bidder(s) be terminated. The City also reserves the right to
apportion the award among two or more Bidders.
H. Acceptance of Order
The successful Bidder will be required to accept a Purchase Order in accordance N
with and including as a part thereof the published Notice Inviting Bids, and the a
RFQ documents including all requirements, conditions and specifications w
contained therein, with no exceptions other than those specifically listed in the a
written purchase order. W
a�
3
I. Business License y
0
r
The City's Business Ordinance requires that a Business doing business
with the City, obtain and maintain a valid City Business Registration Certificate rr
during the terms of the Agreement. Bidder agrees to obtain such Certificate prior
to undertaking any work under this Agreement.
0
J. Local Vendor Preference
a
The City of San Bernardino gives any formal or informal bid submitted by a local w
bidder a one percent (1%) credit for goods and materials, where labor and/or N
installation is incidental; and a five percent (5%) credit on contractual services, for 02
comparison purposes with other bidders, as authorized in the San Bernardino
Municipal Code Section 3.04.125, and Executive Order 2003-1, respectively. cY
LL
W
For the purposes of this section, "local bidders" shall be bidders for which the point a
of sale of the goods, materials or services shall be within the City of San a
W
Bernardino.
a�
E
a
6
Packet Pg.69
RF-'Q F-14-32
Employee Assistance Program(EAP)Provider
SECTION II.
F
a�
TECHNICAL SPECIFICATIONS it
N
0-
Q
w
a
LL
N
N
O
r
N
Cr
N
N
ti
O
M
Q
X
W
N
M
i
d'
r
LL
a
s LL
� a
w
r
c
v
U
w
Q
Packet Pg. 70
RFQ F-14-32
Employee Assistance Program(EAP)Provider
. Specifications
For
Employee Assistance Program (EAP)
Technical Specifications
The City of San Bernardino is looking for qualified vendors to provide psychological
services to employees and their families. These services shall include critical incident
debriefing, pretreatment and counseling services upon request to all City employees
and members of their family that reside in the same household and are dependent
upon the employee. cn
a.
The City of San Bernardino has approximately 1000 employees in a multidisciplinary w
organization comprised of a variety of departments representing various occupations a
and professions including, but not limited to: law enforcement, legal, engineering, U-
financial, maintenance, recreations, construction, planning, firefighting, water, and the 3
administrative functions which support these activities. N
0
Act as Substance Abuse Professional (SAP)
rr
Employees may be referred to the EAP by the City, employee organization
representatives, the employee or members of the employee's family. N
0
The vendor shall, in cases involving supervisory referrals, maintain that the supervisor
or person referring the employee be kept apprised of(provided the appropriate releases a
of information have been signed by the employee): x
w
• Whether the employee made and/or kept the EAP appointment, and M
v
• Whether the employee accepted or rejected the EAP's recommendation;
• The employee's progress and status. a
LL
W
Vendor shall provide an Employee Assistance Program (EAP) for employees and their a
a
families who are experiencing problems, which affect job performance and overall well w
being. These problems include, but are not limited to:
E
• Mental, family and relationship conflicts
• Alcohol and/or substance abuse a
• Co-dependency issues
• Financial/budgeting issues
• Stress, behavioral, or emotional problems
• Child and elder care issues
s
"Packet'Pg.71
RFQ F-14-32
Employee Assistance Program(EAP)Provider
J#Ink)
Service Hours
Vendor services shall be available 24 hours per day, 7 days per week. After-hours
phone calls shall be handled by a trained answering service. The answering services
shall page counselors who are on-call. Counselor shall call employee back within 30
minutes of notification by answering service.
Staffing
d
Cn
a
Vendor shall maintain a sufficient professional staff, which meets all necessary w
qualifications and licenses to provide all of the services listed in this proposal. The a
LL
majority of the vendor's counselors shall have special expertise and training in
assessing substance abuse cases.
N
N
Vendor shall maintain staff to support the multi-lingual needs of the City's population.
N
Family Members Cr
For this proposal, the term family member shall include spouse; son, daughter, stepson, N
stepdaughter, mother, father, mother-in-law, father-in-law, nephews, and nieces, if they M
reside in the same household and are dependent upon the employee.
Q
Requests for Service
N
Upon request from any City employee or member of their family residing with the T
employee, vendor shall conduct a preliminary evaluation and provide counseling T_
services and make appropriate referrals to mental health and /or substance abuse cY
programs. All requests for services shall be responded to within twenty-four (24) hours. W
All emergency or life-threatening situations shall be responded to immediately. as
W
Scope of Service
E
Vendor shall provide psychological counseling services program that shall include the
following: a
• Conduct a Preliminary Evaluation
• Provide Counseling Services
• Provide follow-up of employee and/or family members under treatment
• Provide consultations with supervisors regarding problem employees
• Provide information regarding all aspects of the "Employee Assistance Program"
• Provide supervisory training relative to Employee Assistance Program.
• Conduct educational seminars and briefings for management on services provided
in the Employee Assistance Program
9
Packet,Pg.72
R.FQ F-14-32
Employee Assistance Program(EAP)Provider
• Conduct educational seminars on a variety of topics as agreed upon with City of San
Bernardino Human Resources staff, six (6) times per fiscal year.
Assist the City in development of policies and procedures for Employee Assistance
Program.
• Assist the City in introducing the Employee Assistance Program to the City
employees
• Provide Critical Incident intervention services
I • Provide referral of employees to substance abuse programs.
• Provide Substance Abuse Professional Services.
Reporting
in
Vendor shall provide to the City on a monthly basis the following reports. The report a
shall accurately describe in general terms the services that were provided during the w
contract period, but with no individually identifiable information, referable to any a
individual client. The vendor shall provide numerical usage reports to the City for the
purpose of evaluating the effectiveness of the Employee Assistance Program. The N
vendor shall also submit to the City a monthly report of the staff who are providing !�
services under the employee Assistance Program.
Client Confidentiality Cr
The Contractor shall protect from unauthorized disclosure names and other identifying N
persons receiving services pursuant to this Contract, except for statistical information M
not identifying any client. The Contractor shall promptly transmit to the City all requests
for disclosure of such information not emanating from the client. The Contractor shall Q
not disclose, except as otherwise specifically permitted by this Contract or authorized by w
the client, any such information to anyone other than the City. For Purposes of this N
paragraph, identity shall include, but not be limited to, name, address, telephone
number, identifying number, symbol, or other identifying particular assigned to the
LL
individual such as finger or voice print or a photograph. 0
W
Findings Confidentiality w
Any reports, information, data, statistics, forms, procedures, systems, studies, and any
other communication or form of knowledge given to or prepared or assembled by E
Contractor under this Contract which The City requests to be kept as confidential shall
not be made available to any individual or organization by Contractor without the prior a
written approval of the City. The City shall have the right to examine such reports to the
extent necessary to assure compliance with this Contract.
Pricing
Please provide pricing on a per annual basis for EAP.
-,O"
10
Packet,Pg.73
S.E.b
RFQ F-14-32
Employee Assistance Program(EAP)Provider
SECTION III.
BID CONTENT AND FORMS
N
d
U
L
Q
w
Q
Q
W
a
U-
0
r
N
U
Cr
U
N
ti
O
Q
X
W
M
N'
r
LL
a
LL
0_
Q
W
C
U
t
U
t4
Q
1�
Packet Pg. 74
RFQ F-14-32
Employee Assistance Program(EAP)Provider
III. BID CONTENT AND FORMS
A. BID FORMAT AND CONTENT
1. Presentation
Bids should not include any unnecessarily elaborate or promotional
material. Information should be presented in the order in which it is
requested. Lengthy narrative is discouraged, and presentations should be
brief and concise. Bids shall contain the following:
it
a�
a. identification of Bidder, including name, address and telephone; a
w
b. proposed working relationship between Bidder and subcontractors, a
if applicable;
d
C. acknowledgment of receipt of all RFQ addenda, if any;
0
d. name, title, address and telephone number of contact person
during period of bid evaluation; Cr
a�
e. a statement to the effect that the bid shall remain valid for a period N
of not less than 120 days from the date of submittal; and M
f. signature of a person authorized to bind Bidder to the terms of the a
bid. Bidder may also propose enhancement or procedural or w
technical innovations to the Technical Specifications which do not ,
N
materially deviate from the objectives or required content of the M
project.
LL
tY
2. Exceptions/Deviations W
a.
a
State any exceptions to or deviations from the requirements of this RFQ, w
stating "technical" exceptions on the Technical Specifications form, and
"contractual" exceptions on a separate sheet of paper. Where Bidder E
wishes to propose alternative approaches to meeting the City's technical 0
or contractual requirements, these should be thoroughly explained. Q
3. Qualifications, Related Experience and References of Bidder
This section of the bid should establish the ability of Bidder to satisfactorily
perform the required work by reasons of experience in performing work of
a similar nature; demonstrated competence in the services to be provided;
strength and stability of the firm; staffing capability; work load; record of
meeting schedules on similar projects; and supportive client reference.
Packet'Pg.75
RFQ F-14-32
Employee Assistance Program(EAP)Provider
✓' Bidder shall:
a. provide a brief profile of the firm, including the types of services
offered; the year founded; form of the organization (corporation,
partnership, sole proprietorship); number, size and location of
offices; number of employees;
b. describe the firm's experience in performing work of a similar
nature to that solicited in this RFQ: y
C. provide, as a minimum, three (3) references as related to
experience; reference shall include the name, title, address and a
telephone number of the person(s) a the client organization who is w
most knowledgeable about the work performed. a
W
4. Appendices ;
N
N
Information considered by Bidder to be pertinent to this RFQ and which o
has not been specifically solicited in any of the aforementioned sections
may be placed in a separate appendix section. Bidders are cautioned,
however, that this does not constitute an invitation to submit large
amounts of extraneous materials; appendices should be relevant and N
brief. M
B. LICENSING AND CERTIFICATION REQUIREMENTS Q
X
By submitting a bid, bidder warrants that any and all licenses and/or certifications W
required by law, statute, code or ordinance in performing under the scope and M
specifications of this RFQ are currently held by bidder, and are valid and in full
force and effect. Copies or legitimate proof of such licensure and/or certification cL
shall be included in bidder's response. Bids lacking copies and/or proof of U-
said licenses and/or certifications may be deemed non-responsive and may a
be rejected. W
a�
E
w
a
Packet'Pg.76
I
RFQ F-14-32
Employee Assistance Program(EAP)Provider
C. COST AND PRICE FORMS
Bidder shall complete the Price Form in its entirety including: 1) all items listed
and total price; 2) all additional costs associated with performance of
specifications; and 3) Bidder's identification information including a binding
signature.
Bidder shall state cash discounts offered. Unless discount payment terms are 2
offered, payment terms shall be "Net 30 Days". Payment due dates, including
discount period, will be computed from date of City acceptance of the required a
services or of a correct and complete invoice, whichever is later, to the date w
City's check is mailed. Any discounts taken will be taken on full amount of a
invoice, unless other charges are itemized and discount thereon is disallowed. W
d
Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless otherwise 2
specified on price form. 0
d
6
d
N
ti
O
M
v
Q
k
LLJ
N
M
r
LL
a
LL
W
a
a
W
c
m
E
U
R
Q
Packet Pg.77
RFQ F-14-32
Employee Assistance Program(EAP)Provider
PRICE FORM
Please provide detailed information in the space provided below. Pricing should include
billing for services and any other incidental or additional costs required to complete the
Technical Specification requirements. Attach additional pages if necessary.
REQUEST FOR QUOTES: RFQ F-14-32
N
d
DESCRIPTION OF RFQ: Employee Assistance Program
d
Cn
COMPANY NAME: a
W
ADDRESS: a
a�
N
NAME OF AUTHORIZED
REPRESENTATIVE °
PRINT NAME Cr
TELEPHONE NUMBER
0
M
FAX NUMBER
a
E-MAIL ADDRESS w
Please provide detailed Firm Fixed Price cost information in the spaces provided below, and any other T
incidental or additional costs required to complete the Technical Specification requirements. LL
a
U.
Description of Service Price per year W
Employee Assistance Program(EAP) w
Critical Incident Intervention Services r
c
Both EAP and Critical Incident Services E
Total: $
r
ATTACH PRICE SHEET for additional services a
Packet;Pg. 78
RFQ F-14-32
Employee Assistance Program(EAP)Provider
ANNUAL PURCHASE ORDER
Effective on or about July 1, 2014 through June 30, 2015 plus two (2) single year options, for
City's partial requirements, on an as-needed basis, with no guaranteed usage.
Option year one, if exercised, shall be effective July 1, 2015 through June 30, 2016.
Option year two, if exercised, shall be effective July 1, 2016 through June 30, 2017.
Prices may be adjusted annually (on the day the contract was signed by the City of San
Bernardino and the vendor). Under no circumstances will adjustments in the fees exceed five
(5) percent per additional period. Vendor must provide the City 60 (sixty) day written .!2
notification of any proposed price increase. Price increases shall become effective 30 (thirty) d
days after the City receives written notification of such increases. Vendor must also pass on a
any decreases in the same way. w
a
Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising u-
of any given option year. Option years shall become effective only upon issuance by the City 4)
of a duly authorized Purchase Order. N
0
Are there any other additional or incidental costs, which will be required by your firm in N
order to meet the requirements of the Technical Specifications? Yes / No
(circle one). If you answered "Yes", please provide detail of said additional costs:
N
ti
O
M
Q
X
W
Please indicate any elements of the Technical Specifications that cannot be met by your M
firm.
LL
a
LL
W
a
a
W
c
d
E
Have you included in your bid all informational items and forms as requested?
Yes / No (circle one). If you answered "No", please explain: Q
This offer shall remain firm for 120 days from RFQ close date.
Packet Pg.79
RFQ F-14-32
Employee Assistance Program(EAP)Provider
Terms and conditions as set forth in this RFQ apply to this bid.
Cash discount allowable % days; unless otherwise stated, payment terms
are: Net thirty (30) days.
In signing this bid, Bidder warrants that all certifications and documents requested
herein are attached and properly completed and signed.
From time to time, the City may issue one or more addenda to this RFQ. Below,
please indicate all Addenda to this RFQ received by your firm, and the date said
Addenda was/were received.
Verification of Addenda Received U)
a
a
w
Addenda No: Received on:
Addenda No: Received on: LL
Addenda No: Received on:
N
N
AUTHORIZED SIGNATURE: o
f/1
PRINT SIGNER'S NAME AND TITLE:
rr
a�
N
ti
O
M
DATE SIGNED: Q
COMPANY NAME & ADDRESS:
N
M
Nr
r
LL
d
LL
W
a
PHONE: FAX: EMAIL: w
w
c
d
E
IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
Q
Packet Pg.80
1
RFQ F-14-32
Employee Assistance Program(EAP)Provider
NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned
hereby states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free
competitive bidding in connection with RFQ F-14-32.
a
d
w
Business Name
w
Business Address ;
Signature of bidder X 0
rr
d
Place of Residence N
ti
0
M
Subscribed and sworn before me this day of , 20_ Q
W
Notary Public in and for the County of , State of M
California.
LL
a
U.
W
My commission expires 20 a
W
E
d
Packet Pg. 81
RFQ F-14-32
Employee Assistance Program(EAP)Provider
SECTION IV.
GENERAL SPECIFICATIONS
U
L
a
<i
w
C�
LL
m
N
O
r
N
Cr
N
ti
O
M
Q
X
w
N
M
e
d'
r
LL
V
LL
w
a
Q
w
v
E
U
fSS
r
a-�
Q
Packet Pg. 82
RFQ F-14-32
Employee Assistance Program(EAP)Provider
GENERAL SPECIFICATIONS
i. Each bid shall be in accordance with Request for Quotes (RFQ) Number F-14-32.
All specifications are minimum. Bidders are expected to meet or exceed these
specifications as written. Bidder shall attach to their bid a complete detailed
itemization and explanation for each and every deviation or variation from the RFQ
specifications and requirements. Conditional bids, or those that take exception to
the RFQ specifications and requirements, may be considered non-responsive and
may be rejected.
2. The City reserves the right to accept or reject any and all bids and to award a N
contract to the bidder whom best meets the City's requirements. This may include
waiver of minor irregularities or discrepancies, or nonconformity to specifications in
appropriate circumstances. Purchase shall be on a best buy basis after due co
a
consideration of all relevant factors, including but not limited to, workmanship, a
w
accessibility of parts and service, known evidence of manufacturer's responsibility a
i and record, durability and known operational record of product and suitability as well U.
as conformity to City needs and requirements. In all cases the best interest of the 3
City shall prevail in all contract awards. N
3. The City of San Bernardino reserves the right to purchase more or less than the o
quantities specified at unit prices bid. N
4. Bids shall be firm offers, subject to acceptance or rejection within 120 days of the s
i opening thereof.
s. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer N
or dealer of such items as submitted for bid consideration. o
6. All materials, workmanship and finish entering into the construction of the equipment
must be of the best of these respective kinds and must conform to the character of
the equipment and the service for which it is intended to be used and shall be X
produced by use of the current manufacturing processes. "Seconds", factory rejects, N
and substandard goods are not acceptable. M
Iq
7. Each bidder shall submit with their bid a copy of the proposed product
specifications, complete detailed drawings, and other descriptive matter in sufficient a
detail to clearly describe the equipment, materials and parts offered. U
s. Manufacturer and/or Contractor shall defend any and all suits and assume all liability a
for any and all claims made against the City of San Bernardino, or any of its officials w
or agents for the use of any patented process, device or article forming a part of
CD
equipment or any item furnished under the contract.
v. Each bidder must state in their bid the guaranteed delivery date of product and/or
services in number of calendar days from the date of contract execution by the City a
of San Bernardino, time is of the essence relative to this contract. Contractor shall
prosecute the work continuously and diligently and shall deliver the items at the
earliest possible date following the award of the contract.
io. Each bidder shall list in their bid all factory, manufacturer's and/or dealer's warranty
and/or guarantee coverage and shall submit such written documents evidencing the
same attached to the bid.
ii. Successful bidder(s) (Contractor) shall furnish and deliver to the City complete
equipment as bid and awarded, ready for installation and fully equipped as detailed
in these specifications.
Packet Pg.83
RFQ F-14-32
Employee Assistance Program(EAP)Provider
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall be fully
prepaid), and shall include all discounts. Bid shall include California sales tax, where
applicable, (effective January 1, 2013) computed at the rate of 8.25%, (this will
normally be shown as a separate line item on the price form).
13. City shall make payment within thirty (30) days after the complete delivery and
acceptance of the specified items by the City of San Bernardino and receipt of the
Contractor's priced invoice.
14. All "standard equipment" is included in any bid. Bidders furnishing bids under these
specifications shall supply all items advertised as "standard" equipment even if such
items are not stipulated in the specifications, unless otherwise clearly accepted in
the bid.
15. The items which the bidder proposes to furnish the City must comply in all respects
with the appropriate safety regulations of all regulatory commissions of the Federal a
Government and the State of California, whether such safety features and/or items w
have been specifically outlined in these specifications or not. a
16. Contractor delivering equipment pursuant to these RFQ specifications shall
guarantee that equipment meets specifications as set forth herein. If it is found that
equipment delivered does not meet requirements of these specifications the N
Contractor shall be required to correct the same at their own expense.
17. By submitting a bid, each bidder agrees that in the event complete delivery is not
made within the time or times set forth pursuant to this specification, damage will be
rr
sustained by the City, and that it is, and will be impractical and extremely difficult to,
ascertain the actual damage which the City will sustain in the event of and by reason N
of such delay. M
18. In case the delivery of the items under this contract is delayed due to strikes,
injunctions, government controls, or by reason of any cause or circumstance beyond a
the control of the Contractor, the time for delivery may be extended (in the City's x
sole discretion) by a number of days to be determined in each instance by mutual w
written agreement between the Contractor and the Purchasing Manager of the City M
of San Bernardino. The City shall not unreasonably refuse such extension.
19. Contract. Each bid shall be submitted and received with the understanding that a
acceptance by the City of San Bernardino of bid in response to this solicitation shall U-
constitute a contract between the Contractor and the City. This shall bind the a
Contractor to furnish and deliver at the prices bid and in complete accordance with w
all provisions of RFQ No. F-14-32. In most cases the basis of award will be the
City's standard purchase order that may or may not incorporate this solicitation by E
reference.
a
Packet Pg.84'.
RFQ F-14-32
Employee Assistance Program(EAP)Provider
20. Prohibited interest. No member, officer, or employee of the City or of any agency of
the City during his tenure or for one year thereafter shall have any interest, direct or
indirect in this contract or the proceeds thereof. Furthermore, the parties hereto
covenant and agree that to their knowledge no board member, officer or employee
of the City has any interest, whether contractual, non-contractual, financial or
otherwise, in this transaction, or in the business of the contracting party other than
the City, and that if any such interest comes to the knowledge of either party at any
time, a full and complete disclosure of all such information will be made in writing to
the other party or parties, even if such interest would not be considered a conflict of
interest under Article 4(commencing with Section 1090) or Article 4.6 (commencing
with Section 1120) of Division 4 of Title I of the Government Code of the State of 0
California.
d
21. One Document. These specifications, the notice inviting bids, RFQ F-14-32, the a
Contractor's bid, any written agreement executed by the parties, the purchase order w
and all documents referred to in the complete specifications and purchase order, d
and all written modifications of said documents shall be construed together as one U_
document. Anything called for in any one of said documents shall be deemed to be 3
required equally as if called for in all. Anything necessary to complete the work N
properly shall be performed by the contractor, whether specifically set out in the
contract or not. All sections of the specifications shall be read as constituting a
whole and not as an aggregation of individual parts, and whatever is specified in one a
section shall be construed as applying to all sections. �
22. The City of San Bernardino reserves the right to accept or reject any and all bids. N
23. Prompt payment. Each bidder may stipulate in their bid a percentage prompt o
payment discount to be taken by the City in the event the City makes payment to the
Contractor within ten (10) working days of receipt of material and approval of a
invoice. For the purpose of this provision, payment is deemed to be made on the x
date of mailing of the City check. NOTE: prompt payment discounts will only be w
used during bid evaluation in the case of ties. T
24. Inquiries. Direct all inquiries to Vanessa Sanchez at 909-384-5346. Technical
questions may be sent via fax to 909-384-5043. The answers to material questions a
will be provided to all potential bidders. U.
25. Bid/Price forms. No bid will be acceptable unless prices are submitted on the n.
pricing forms furnished herein, and all required forms are completed and included w
with bid. Deliver all bids, signed and sealed, to the Purchasing Division, Finance
Department at 300 North "D" Street, 4t" Floor, City Hall, San Bernardino, California E
92418. CLEARLY MARK THE RFQ SPECIFICATION TITLE "EMPLOYEE
ASSISTANCE PROGRAM (EAP) PROVIDER" AND NUMBER F-14-32 ON THE Q
OUTSIDE OF THE ENVELOPE.
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM,
PST, , 2014, where at such time and said place bids will be publicly opened,
examined and declared. Any bid may be withdrawn by bidder prior to the above
scheduled time for the opening of bids. Any bid received after that time and date
specified shall NOT be considered.
Packet Pg. 85
S.E.b
RFQ F-1.4-32
Employee Assistance Program(EAP)Provider
27. The City of San Bernardino reserves the right at its own discretion to award
separate contracts for each category, or to award multiple contracts, or to award one
contract for furnishing and delivering of all equipment and/or services in all
categories.
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish
one (1) OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment bid.
29. In submitting a bid to a public purchasing body, the bidder offers and agrees that if
the bid is accepted, it will assign to the purchasing body all rights, title, and interest
in and to all causes of action it may have under Section 4 of the Clayton Act (U.S.C.
Sec 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700 of
Part 2 of Division 7 of the Business and Professions Code), arising from purchases U
of goods, materials, or services by the bidder for sale to the purchasing body
pursuant to the bid. Such assignment shall be made and become effective at the
o.
time the purchasing body tenders final payment to the bidder. w
30. Contractor shall indemnify, defend and hold City, its officers, employees and agents a
harmless from any claim, demand, liability, suit, judgment or expense (including, U-
without limitation, reasonable costs of defense) arising out of or related to 0)
Contractor's performance of this agreement, except that such duty to indemnify, y
defend and hold harmless shall not apply where injury to person or property is o
caused by City's willful misconduct or sole negligence. The costs, salary and N
expenses of the City Attorney and members of his office in enforcing this Agreement
on behalf of the City shall be considered as "attorney's fees" for the purposes of this
paragraph.
31. While not restricting or limiting the foregoing, during the term of this Agreement, o
Contractor shall maintain in effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of$1,000,000 combined single limit, Q
and statutory worker's compensation coverage, and shall file copies of said policies x
with the City's Risk Manager prior to undertaking any work under this Agreement. w
The policies shall name the City as an additional insured and shall provide for ten M
(10) day notification to the City if said policies are terminated or materially altered.
3-2- FAITHFUL PERFORMANCE BOND / BID BOND. Not required. The GentraGtGF Will a
LL
bid beRd made payable te the City ef San, BernardiRO 0 �
Q.
a
w
Said surety s;hPill hi- s,-bjeGt tG the approval of the Gity of San BerRardiRG, boRds
:.,
shall be iaGnn��#{h (l �Ge f� No. 8 nn and the tieR E
shall 2��ec�'ee-�4 ee � �
ssuiRg said bond shall have a Fating in Best's most reGeRt insuraRGe guide of"X-of
33. Written contract documents, duly authorized and signed by the appropriate Q
authority, constitute the complete and entire agreement(s) that may result from the
RFQ.
34. City may, at its discretion, exercise option year renewals for up to 3 years, in one-
year increments.
L)
Packet Pg. 86
RFQ F-1.4-32
Employee Assistance Program(EAP)Provider
35. By submitting a bid, bidder warrants that any and all licenses and/or certifications
required by law, statute, code or ordinance in performing under the scope and
specifications of this RFQ are currently held by bidder, and are valid and in full force
and effect. Copies or legitimate proof of such licensure and/or certification shall be
included in bidder's response. Bids lacking copies and/or proof of said licenses
and/or certifications may be deemed non-responsive and may be rejected.
36. Once the award has been made and prior to the commencement of the job, the
City's Municipal Code M.C. 5.04.005) requires that a Business doing business with
the City, obtain and Maintenance a valid City Business Registration Certificate
during the terms of the Agreement.
37. Vendor (Contractor)/ Consultant services agreement(s) (VSA/CSA). A signed
vendor/Consultant service agreement may be required between both parties prior to
commencement of the job. a
a
w
C'1
U-
m
N
N
O
r
N
d
O
d
N
ti
O
M
a
X
W
M
r
LL
CY
LL.
a
a
W
w
a�
E
�a
r
a