Arizona`s Maricopa County Seeks Behavioral Health

Maricopa County
Bid 11146-RFP
Solicitation 11146-RFP
BEHAVIORAL HEALTH AND EMPLOYEE
ASSISTANCE SERVICES
Maricopa County
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
Bid 11146-RFP
Bid 11146-RFP
BEHAVIORAL HEALTH AND EMPLOYEE ASSISTANCE SERVICES
Bid Number
11146-RFP
Bid Title
BEHAVIORAL HEALTH AND EMPLOYEE ASSISTANCE SERVICES
Bid Start Date
Dec 22, 2011 7:28:58 AM MST
Bid End Date
Feb 3, 2012 2:00:00 PM MST
Question & Answer
End Date
Jan 16, 2012 7:00:00 AM MST
Bid Contact
Steve Dahle
Strategic Team Manager
602-506-3450
[email protected]
Pre-Bid Conference Jan 12, 2012 9:00:00 AM MST
Attendance is mandatory
Location: THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON JANUARY 12, 2012,
9:00 AM ARIZONA TIME, AT THE MARICOPA COUNTY MATERIALS MANAGEMENT DEPARTMENT,
320 WEST LINCOLN STREET, PHOENIX, ARIZONA 85003
Description
The purpose of this contract is to provide an integrated behavioral health/substance abuse benefit that also provides employee
assistance program (EAP) services to Maricopa County (the County) employees and dependents. Comprehensive services to
assist Maricopa County with substance abuse prevention and education, policy and procedure development, treatment, and
compliance with Department of Transportation (DOT) regulations is also required..
In addition to providing seamless services between EAP and behavioral health, the behavioral health/substance abuse benefit
and EAP services contractor must coordinate services and share data with other contractors with whom the County contracts
for medical, pharmacy, and short-term disability benefits. For all services, the contractor must provide easy access to the right
care, at the right place of service, and with the right practitioner with consideration to licensure and clinical specialization,
language capabilities and cultural competencies, geographic location and appointment availability. The County requests both a
fully insured and self-insured plan proposal.
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
Bid 11146-RFP
NOTICE OF SOLICITATION
SERIAL 11146- RFP
REQUEST FOR PROPOSAL FOR:
EMPLOYEE BEHAVIORAL HEALTH AND EAP SERVICES
Notice is hereby given sealed proposals will be received by the Materials Management Department, Materials
Management Center, 320 West Lincoln Street, Phoenix, Arizona 85003-2494, until 2:00 P.M. Arizona time on
February 3rd , 2012 for the furnishing of the following services for Maricopa County. Proposals will be opened by
the Materials Management Director (or designated representative) at an open, public meeting at the above time and
place.
All Proposals must be signed, sealed and addressed to the Materials Management Department, Materials
Management Center, 320 West Lincoln Street, Phoenix, Arizona 85003-2494, and marked “SERIAL 11146- RFP
REQUEST FOR PROPOSAL FOR EMPLOYEE BEHAVIORAL HEALTH AND EAP SERVICES.”
The Maricopa County Procurement Code (“The Code”) governs this procurement and is incorporated by this
reference. Any protest concerning this Request for Proposal must be filed with the Procurement Officer in
accordance with Section MC1-905 of the Code.
ALL ADMINISTRATIVE INFORMATION CONCERNING THIS REQUEST FOR PROPOSAL CAN BE
LOCATED AT http://www.maricopa.gov/materials “Develop Bids”. ANY ADDENDA TO THIS REQUEST
FOR PROPOSAL WILL BE POSTED ON THE MARICOPA COUNTY MATERIALS MANAGEMENT
WEB SITE UNDER THE SOLICITATION SERIAL NUMBER.
PROPOSAL ENVELOPES WITH INSUFFICIENT POSTAGE WILL NOT BE ACCEPTED BY THE
MARICOPA COUNTY MATERIALS MANAGEMENT CENTER
DIRECT ALL INQUIRIES TO:
STEVE DAHLE
PROCUREMENT OFFICER
TELEPHONE: (602) 506-3450
EMAIL: [email protected]
THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON JANUARY 12, 2012 AT 9:00
AM ARIZONA TIME, AT THE MARICOPA COUNTY MATERIALS MANAGEMENT DEPARTMENT,
320 WEST LINCOLN STREET, PHOENIX, ARIZONA 85003
NOTE: MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE
FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:
http://www.maricopa.gov/materials/advbd/advbd.asp
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
TABLE OF CONTENTS
NOTICE
TABLE OF CONTENTS
SECTIONS:
1.0
INTENT
2.0
SCOPE OF WORK
3.0
SPECIAL TERMS & CONDITIONS
ATTACHMENTS:
ATTACHMENT A
PRICING
ATTACHMENT B
AGREEMENT/SIGNATURE PAGE
ATTACHMENT C
REFERENCES
ATTACHMENT D
VENDOR RESPONSE MATRIX
ATTACHMENT E
VENDOR QUESTIONNAIRE
ATTACHMENT F
GEO ACCESS REPORT (To be provided by Proposer)
EXHIBITS:
EXHIBIT 1
VENDOR REGISTRATION PROCEDURES
EXHIBIT 2
LETTER OF TRANSMITTAL SAMPLE
EXHIBIT 3
EMPLOYEE ZIP CODE CENSUS (Both EAP and Behavioral Health)
EXHIBIT 4
COUNTY CURRENT PLAN DESIGN
EXHIBIT 5
EAP UTILIZATION
EXHIBIT 6
ACTIVE EMPLOYEE COUNTS
EXHIBIT 7
BEHAVIORAL HEALTH CLAIMS PAID
EXHIBIT 8
COUNTY ORGANIZATIONAL CHART
EXHIBIT 9
DRAFT CONTRACT
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
REQUEST FOR PROPOSAL FOR
1.0
EMPLOYEE BEHAVIORAL HEALTH AND EAP SERVICES
INTENT:
The purpose of this contract is to provide an integrated behavioral health/substance abuse benefit that also
provides employee assistance program (EAP) services to Maricopa County (the County) employees and
dependents. Comprehensive services to assist Maricopa County with substance abuse prevention and
education, policy and procedure development, treatment, and compliance with Department of
Transportation (DOT) regulations is also required..
In addition to providing seamless services between EAP and behavioral health, the behavioral
health/substance abuse benefit and EAP services contractor must coordinate services and share data with
other contractors with whom the County contracts for medical, pharmacy, and short-term disability
benefits. For all services, the contractor must provide easy access to the right care, at the right place of
service, and with the right practitioner with consideration to licensure and clinical specialization, language
capabilities and cultural competencies, geographic location and appointment availability. The County
requests both a fully insured and self-insured plan proposal.
Responders should explain any optional benefits, services or enhancements they may be in a position to
offer to the County that would compliment the existing benefits and services offered.
1.1
BACKGROUND:
The County provides services to people in urban, suburban and rural areas within the County. The
County’s active employees reside in the Phoenix metropolitan area as well as Gila Bend,
Wickenburg, Casa Grande, Apache Junction, etc.
The County has an employee population in excess of 13,000 employees, of which 12,431 are
benefits eligible. Approximately 11,129 have elected medical (which includes pharmacy, vision
and behavioral health) coverage. In addition, 185 retirees are covered under the Maricopa County
benefits Program, 179 of which are over 65 and 6 are under 65. An additional 135 employees are
covered under COBRA. The County services include highway maintenance, police and detention
services, public and correctional health services and a broad range of administrative, clerical and
professional governmental services.
Currently, all the County employees and their family (including temporary employees and
employees covered under other group health insurance) have access to EAP services but only
those benefit eligible employees and their covered dependents enrolled in a County medical plan
have behavioral health/substance abuse benefits.
Maricopa County covers over 9,226 square miles and is one of the ten largest counties in the
nation. The majority of employees are located in central Phoenix, but services need to be easily
accessible throughout the County and in adjacent counties (please see EXHIBIT 3 for the
employee Census).
Additionally, Maricopa County is comprised of multiple businesses such as: Public and
Correctional Health Care, Justice and Law Enforcement, Animal Control, Transportation,
Technology, Environmental Services, and Parks and Recreation, to name a few. Please refer to
EXHIBIT 8, “Maricopa County Organizational Chart”.
Other governmental entities under agreement with the County may have access to services
provided hereunder (see also Section 2.17, below)
2.0
SCOPE OF WORK: (PROPOSERS SHOULD RESPOND TO THIS SECTION IN
ATTACHMENT D)
2.1
Dec 22, 2011 7:35:09 AM MST
BEHAVIORAL HEALTH AND SUBSTANCE ABUSE BENEFITS (Self Insured)
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Bid 11146-RFP
SERIAL 11146-RFP
2.1.1
PROPOSED BENEFITS
2.1.1.1 The Behavioral Health Benefits shall be self insured by the County (the County
shall be responsible for the cost of the claim). The Contractor is expected to
provide Administrative Services Only (ASO) for the County. They include but
are not limited to Program Administration, Claims Processing, Cost
Containment, Coordination with other County Contractors (i.e. Disability
Administrator) and providing a Professional Network of providers.
2.1.1.2 The behavioral health/substance abuse benefit is a confidential service to help
benefit-eligible employees and their covered dependents support and maintain
their emotional well being. Services covered under this benefit are for problems
that are more complex than routine EAP issues. These services help the
participant deal with a wide range of issues, including but not limited to
depression, severe stress and anxiety, alcohol or drug dependency, eating
disorders, grief and loss, anger management, financial worries, and compulsive
gambling. Through these services, the participant receives confidential face-toface counseling when experiencing a personal challenge. The County has
elected to exercise the option for non-federal governmental employers to
opt out of the Mental Health Parity and Addiction Equity Act (MHPAEA).
2.1.1.3 The County’s Summary Plan Design (SPD) is attached as Exhibit 4. The only
services available out-of-network are individual and group therapy visits. All innetwork services must be authorized by the contractor. Out-of-network services
do not require authorization.
2.1.1.4 The behavioral health/substance abuse benefit must also coordinate case
management services with the Short-Term Disability Program contractor to
ensure that an appropriate mental health provider treats applicants for short-term
disability with a mental health diagnosis. The behavioral health contractor must
also provide disability assessments and case management of such individuals
with specific emphasis on returning the employee to work as soon as possible.
Such assessments and case management must include input from the employee’s
manager, if the short-term disability is due to or complicated by work-related
issues. The contractor must also coordinate with the short-term disability
contractor to provide outreach to individuals receiving short-term disability who
are potentially undiagnosed with anxiety, depression, psychosocial stress or
other behavioral health conditions.
2.1.1.5 Additionally, the contractor must coordinate services and share data with other
contractors with whom the County contracts for medical, pharmacy, and shortterm disability benefits.
2.2
EMPLOYEE ASSISTANCE SERVICES (FULLY INSURED):
2.2.1
PROPOSED BENEFITS:
2.2.1.1 The EAP is a confidential service providing short-term assistance to all
employees (regardless of benefit eligibility) and their dependents. The EAP
helps individuals manage personal, non-clinical problems (such as mounting
credit card debt, divorce and child custody matters, and shelter from abusive
relationships).as well as clinical issues. The EAP helps maintain their emotional
well being, while helping the County address employee emotional issues early
on, before they manifest into disruptions in the workplace. The EAP deals with a
spectrum of emotional issues that affect employees, from relationships (family
and marital concerns) to stress, job-related matters, legal and financial issues,
chemical and alcohol dependency and anxiety. EAP is also a critical
management tool for the County, providing assistance in areas such as
workplace violence and trauma, critical incident stress debriefings and
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Bid 11146-RFP
SERIAL 11146-RFP
management consultation. The EAP also assists with mandatory referrals for
employees and provides a substance abuse professional for those employees in
safety sensitive positions such as employees who use a commercial driver’s
license (CDL) as part of their job. Through these services, the participant
receives confidential face-to-face or telephonic counseling when experiencing a
personal challenge.
2.2.1.2 These services must include the following:
2.2.1.2.1 Up to 8 free individual solution-focused short-term counseling
sessions for all employees and their dependents, per issue per year;
assessment and referral to network providers or community social
services resources;
2.2.1.2.2 24/7 crisis and trauma intervention, 24/7 critical incident stress
debriefing with on-site resources available within no more than 2
hours; homicidal/suicidal risk assessment; emergency triage; a
dedicated toll free telephone number;
2.2.1.2.3 Development and training programs for employees and management;
supervisory, management, and organizational consultations; legal and
financial services; and DOT services.
2.2.1.3 The EAP services must also coordinate case management services with the
Short-Term Disability Program contractor to ensure that an appropriate mental
health provider treats applicants for short-term disability with a mental health
diagnosis.
2.3
2.4
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TIMELY DELIVERY OF SERVICE
2.3.1
The contractor must provide timely delivery of services by providing toll free telephone
number, staffed telephone coverage 24 hours per day, 7 days per week for all services
including initial assessment referral, emergency phone consultations, on-call services,
urgent, routine care and Management Consultation (EAP). Telephone calls must be
answered with an average answer speed of 30 seconds or less.
2.3.2
Appointments must be scheduled with an appropriate provider located within 10 miles or
30 minutes of the metropolitan area or within 30 miles or 45 minutes of the rural area
within 2 days for urgent care and 5 working days for routine care. Additionally, the
contractor must respond to emergency crisis/trauma calls within 30 minutes of telephone
contact and have face-to-face contact within 24 hours.
2.3.3
The contractor must provide a professionally trained and skilled critical incident stress
debriefing team 7 days per week, 24 hours per day to provide onsite resources within 2
hours when requested by the County.
INITIAL CONTACT AND PROBLEM ASSESSMENT:
2.4.1
The contractor shall assess and determine the extent and nature of the behavioral
problem. The contractor will either schedule additional sessions or triage services to the
appropriate level of care and/or the appropriate community resource. The assessment may
include if appropriate, a psychological and/or chemical dependency evaluation.
2.4.2
The contractor will have a formal intake process, which may include providing the client
with assessment instruments, client rights, grievance procedures, confidentiality policy
and intake forms. The provider must accommodate initial intake appointments during the
day, evening and weekend.
2.4.3
Security provisions will be provided, i.e. non-public entrances and/or waiting rooms for
"high profile" clients, for example; judges and law enforcement personnel, who require
anonymity from constituents and/or clients.
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2.5
2.6
Dec 22, 2011 7:35:09 AM MST
COST CONTAINMENT:
2.5.1
The contractor will be expected to provide assistance to client’s at the most appropriate
level of care by assessing the presenting problem and triaging to the appropriate service
or benefit. The contractor will be expected to use methodologies, which will ensure that
the client’s issues can be resolved in 8 EAP sessions when this level of care has been
determined to be most appropriate. Quality of care will be maintained by ensuring that
those clients with severe or specialized needs who require care at a higher level are
referred to a mental health provider through the behavioral health/substance abuse
benefit.
2.5.2
The responsibility of the contractor will be to control cost to both the employee and the
plan without sacrificing quality of care or successful outcomes. Quality of care will be
measured by customer satisfaction ratings, which must include questions regarding the
quality of care and service received from the provider and whether the presenting
problem was resolved and other also through other industry acceptable measures, such as
health plan employer data and information set ambulatory follow-up. Outcomes will be
measured and reported by the contractor who must use testing instruments to measure the
client’s symptoms prior to and after intervention. Follow-up surveys will be provided to
self-referred and supervisory referred employees after 30 days and again after 6 months
to determine if interventions were successfully implemented. If the employee is a
supervisory referral, a follow-up survey will be issued to supervisors (following release
of information from employee) after 30 days and 6 months to determine positive changes
in work situation.
SERVICES:
2.6.1
The contractor must have a procedure for informing established employees as well as
new hires of the services provided and how to access services. This would include
informational materials, payroll stuffers, videos, brochures, posters and live
presentations. Additionally, the contractor must provide communication pieces that
compliment the health initiatives identified by the County and for high utilization of
services/conditions.
2.6.2
The County requires the contractor to post specific communication pieces to their Web
site at the County’s request and their Web site link be placed on the County’s Intranet and
Internet Web sites so that employees will be able to access information about services
and support available through the EAP and behavioral health/substance abuse benefits.
2.6.3
A one-time orientation to Directors, managers and supervisors will be required as well as
providing ongoing information at new hire orientations. The staff must be willing to
undergo a one-day training program for a representative group of their staff member, e.g.
director and clinical supervisors, which will provide an overview of Maricopa County
departments, organizational structure, policies and procedures.
2.6.4
This same information will be given to the remaining staff in coordination with the
Maricopa County at the contractor’s scheduled staff meetings.
2.6.5
The contractor will provide presentations, as well as coordinated training, that complies
with the Drug Free Workplace Act of 1988 and CDL requirements. Staff must have
experience and training in delivering and facilitating training and education programs
which deal with mental health, health related and supervisory issues.
2.6.6
There are employees that hold commercial drivers licenses (CDL) in Maricopa County. A
minimum of 15 training sessions are given per year with a group size ranging from 5-20
individuals. The contractor’s involvement in this training consists of a 20-30 minute
presentation of services available to employees. Additionally the contractor will be
required to offer a minimum of twelve, 1-8 hour trainings a year on topics dealing with
mental health, health related and supervisory issues.
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Proposer to respond with their program including maximum number of hours.
2.7
2.8
PROVIDER CAPABILITIES:
2.7.1
Providers must be educated, trained, credentialed by the State of Arizona, and capable of
identifying and handling a variety of psychological, behavioral, substance abuse and
work related issues. The contractor must have a network of trained and qualified
personnel experienced in providing critical incident stress debriefing and trauma
intervention for the wide range of departments in Maricopa County including law
enforcement and health care personnel. The contractor must also have providers within
its network with the ability to perform lethality (employee and dependants) assessments
and handle work place violence issues.
2.7.2
The contractor must have male and female clinical staff members with a minimum of one
Spanish speaking employee and translation services for clients who are non-English or
non-Spanish speaking. There must be at least one staff member who is a psychologist
certified by the State of Arizona to provide evaluation and counseling for the County
population and to serve as a clinical supervisor to staff, and a minimum of two alcohol
and drug counselors certified by the State of Arizona. One counselor who is familiar with
law enforcement organizations and their issues is preferred. These positions may be
Contractor employees or sub-contractors and should be identified as such in the proposal.
2.7.3
All facilities must meet Americans with Disabilities Act (ADA) requirements and
guidelines, including access to a TTY (Telephone Text) for the hearing impaired or
providing translation services.
2.7.4
The contractor will conduct regular case review staffing as well as clinical supervision of
the respective cases based on the severity of the case and/or situation. Assessments must
occur on a regular basis with staff to provide feedback on the effectiveness of their
performance and of the program.
2.7.5
The contractor will keep its staff members current on new and on-going information
regarding issues and/or topics of concern related to the organizations it serves.
2.7.6
Telephone calls to the EAP must be answered by live counselors who have master’s
degrees in social work or psychology and are Certified Employee Assistance
Professionals (CEAP) or CEAP-eligible with an average of five years of EAP experience.
The counselors must be skilled at making the member feel comfortable, assessing risk,
and helping the member take the most appropriate next step toward problem resolution.
The counselor’s approach must be to listen beneath the surface in order to identify any
underlying problems and to offer comprehensive solutions. When it is clear that mental
health outpatient treatment or a more intensive level of care is appropriate, the counselor
with clinical expertise will authorize care under the mental health benefit in a seamless
procedure that is invisible to the member.
REPORTING REQUIREMENTS:
2.8.1
2.8.2
Dec 22, 2011 7:35:09 AM MST
An audited annual report must be provided each year 6/1/13 through 6/30/16. The
contractor must be financially solvent as demonstrated by audited annual reports that
include financial statements for the past three calendar years.
The contractor must conduct and provide a SAS 70 audit report of their claims payment
system at least bi-annually to support the County’s annual external audit.
2.8.3
Report data must be provided electronically in Excel compatible format to allow
Maricopa County to manipulate the data. Reports must be accessible to the County
through a secure Web site.
2.8.4
The provider shall furnish electronic quarterly and annual utilization reports for each
program (behavioral health/substance abuse and EAP) by County Department (unless the
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size of the department is less than 50) with summary-level statistical EAP utilization
Behavioral Health claims data on employee/dependent utilization, demographics,
diagnosis, and type and number of services (inpatient, outpatient counseling, etc.).
Reports must contain an analysis of the utilization comparing utilization to the
contractor’s book of business and to the applicable County department’s industry,
outcome measures, effectiveness of treatment type, cost savings and quality assurance of
services. Reports must also contain suggestions for actions the County can take to tackle
any trend identified in the utilization and to improve the overall mental health of its
employees.
2.9
Dec 22, 2011 7:35:09 AM MST
2.8.5
In order to provide the level of reporting required, the contractor must be able to accept
and store enrollment and claims data (tape) according to the following account structure:
Level 1 Group
Level 2 Sub Groups: PeopleSoft payroll system and Non-payroll
Level 3 Eligibility Type for each sub-group (active, elected officials, contract,
COBRA, retirees over and under age
Level 4: Department
2.8.6
The contractor must track retiree experience in separate sub-groups from active
employees and must not blend premium rates with those of active employee rates. Retiree
sub-groups are Over 65 and Under 65.
2.8.7
The contractor must track active employee experience in separate sub-groups. Active
sub-groups are Active Employees, Elected Officials, Contract Employees, and Public
Safety.
UNDERWRITING REQUIREMENTS:
2.9.1
Your proposal should take into consideration the following:
2.9.2
The effective date of the contract will be July 1, 2013. The proposal must be for firm fixed
rates for years one through three with a not-to-exceed increase for years four, five and six.
2.9.3
Written seven-month notification of the final renewal rate change will be given prior to the
anniversary dates for years four through six, and will include supporting documentation.
2.9.4
The County will self-administer premiums.
2.9.5
The contractor must track claims experience and provide such experience to the County in
conjunction with renewals past the initial contract year.
2.9.6
The contractor must provide a minimum of 12 months of historical data upon termination of
the contract at no additional cost.
2.9.7
The contractor must provide claims payment services for 6 months upon termination of
the contract at no additional cost.
2.9.8
The County may correct legitimate administrative errors and is the final determinant when
such errors have occurred. No evidence of insurability will be required The County shall
be the final determinant for all eligibility issues.
2.9.9
The contract’s rate change date and anniversary will fall on July 1st. All contract or benefit
changes will only occur on this date unless previously agreed to in writing by all parties.
The County reserves the right to annually change benefit designs it considers in its best
interest.
2.9.10
The County maintains the right to cancel the contract of a contractor at any time, if there is
a significant change, in the County’s opinion, in the contractor’s operation of the plan. Such
operational issues include but are not limited to, adequacy of the provider network,
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satisfaction with customer service, quality of the plan services, timeliness of claims
payment and satisfaction by the County’s employees.
2.10
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2.9.11
The contractor (or their sub-contractor) shall be responsible for drafting, producing and
distributing, subject to County review and approval, of all communication materials,
certificates of coverage, plan summaries and administrative forms to be available on-line.
However, the County will make the final determination as to the number of hard copy
documents needed on hand at any point in time.
2.9.12
The contractor shall provide each participant using services with a satisfaction survey,
which will determine satisfaction level with customer services, the network, the
counselor, the quality of services and satisfaction with the benefits. The results of these
surveys shall be reported to the County as required in the Reporting Section.
MANDATORY CONTRACTOR’S QUALIFICATIONS (BOTH):
2.10.1
Both services, Behavioral Health and Employee Assistance Program Services shall be
provided by the same proposer. There shall be no sub-contracting of either service by the
proposer.
2.10.2
The Contractor shall have a minimum of 1 million covered members nationwide.
2.10.3
The contractor shall have their own network for the Behavioral Health Services (this may
not be sub-contracted) and shall propose a minimum overall network discount. The EAP
network may be sub-contracted.
2.10.4
The contractor must have experience meeting the demands and needs of over 6,000
employees as well as working with multiple businesses within an organization. The
contractor must serve at least 5 private or public organizations and have a minimum of 5
years experience serving organizations in Arizona with a minimum of 5,000 employees.
2.10.5
Five (5) references must be provided including name of employer, contact name, e-mail
address and phone number of contact person, number of employees, time period for
which services were provided and utilization rates (ranges. Proposers are required to
provide this information for both the EAP and Behavioral Health references.
2.10.6
The contractor must be able to have sufficient providers located in the geographic areas
where employees reside to serve a population of approximately 12,500 employees
throughout Maricopa and adjoining counties. The contractor must have at least 5 open
providers within 10 miles or 30 minutes of the metropolitan employee population and at
least 2 providers within 30 miles or 45 minutes of the rural employee population.
2.10.7
Contractor shall have and maintains a network, such that 90% of eligible members shall
have access to a choice of network providers by implementation and annually that meets
this requirement, thereafter, that complies with the following access standards, measured
using home zip codes and commercially available geographic access software, with the
default settings for urban, suburban and rural geographies” of Five EAP practitioners
within 10 miles or 30 minutes (urban/suburban)
2.10.8
The contractor must provide a network comparison to the current behavioral
health/substance abuse and EAP networks and offer contracts to qualified providers that
are not within their network in sufficient time to contract with such providers before the
contract commences. In absence of a fully executed contract with such providers, the
contractor must provide continued services with no additional financial responsibility of
the patient for a transitional period of at least 3 months.
2.10.9
The size and qualifications of the contractor’s staff shall adequately meet the needs of
Maricopa County employee population. The contractor shall provide staffing levels that
can meet the demands of an increased client base or would be willing to increase staff to
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meet demands. The contractor shall maintain qualified and appropriate staffing levels at
all times.
2.10.10 The contractor shall be able to respond to crisis calls within 30 minutes and be on site at
the applicable County location within 2 hours.
2.10.11 The contractor shall provide counselors locally to provide face-to-face session’s as well
optional telephonic counseling.
2.10.12 The contractor shall provide a marketing strategy and materials to promote services to
Maricopa County employees.
2.10.13 The contractor shall coordinate services, participate in studies and share data with other
contractors with whom the County holds contracts including but not limited to medical,
pharmacy, and short-term disability, at the County’s request.
2.10.14 For all services, the contractor shall provide easy access to the right care, the right place
of service, and the right practitioner with consideration to licensure and clinical
specialization, language capabilities and cultural competencies, geographic location and
appointment availability.
2.10.15 The contractor shall have (for the Behavioral Health Services) full accreditation by either
NCQA or JCAHO. (proof of accreditation must be included under other data section
3.10.6)
2.11
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YOUR PROPOSAL SHOULD TAKE INTO CONSIDERATION THE FOLLOWING:
2.11.1
The claims administrator must verify eligibility for coverage under each benefit. County
will provide an eligibility list at least monthly.
2.11.2
The contractor will be responsible for producing and mailing certificates of creditable
coverage, as required by HIPAA, to the employee and covered dependents.
2.11.3
The contractor must provide experience to the County in conjunction with any renewals
past the initial contract year.
2.11.4
Select County personnel will have the option of contacting the contractor directly or may
refer the employee to a provider in a pre-selected core group established by the
contractor.
2.11.5
Employee Assistance Plan takeover will be on a “no-loss, no-gain” basis; that is, no
individual will lose coverage or be subject to a new pre-existing conditions limitation
solely on the basis of a change in contractor. Any actively at-work provision will be
waived for participants who are not actively at work (including those who are confined to
a hospital) and who are not eligible for extended coverage under the current contractor’s
program(s).
2.11.6
The contractor must provide run out services for claims for 6-months from the end of the
contract.
2.11.7
No minimum participation requirements will be allowed. Rates must be guaranteed
unless the active enrollment level changes by more than 20% based on open enrollment
data.
2.11.8
The contractor shall provide a full annual accounting within six months of the end of the
policy year, and will show all premium components including but not limited to
capitation and paid, pending and claims in appeal status, retention analysis, beginning
and ending reserves, and pooled premiums and claims.
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
2.11.9
Eligibility for active employees and retirees will be provided electronically via ADP
(version 8.8 or higher). The contractor must be able to accept and process such file in a
mutually agreed upon format within 48 hours of receipt. Contractor must also be able to
generate an electronic exception report for the County within five working days from
applying the data from each file.
2.11.10 Eligibility and enrollment information and premium payments for COBRA participants
will be provided by the County’s COBRA Administrator (ADP).
2.11.11 The contractor may subcontract certain aspects of the contract, but shall be responsible
for overall performance. The contractor is responsible for disclosing and notifying the
County of any significant changes in such relationships as soon as practical without
jeopardizing ongoing negotiations.
2.11.12 The County reserves the right to audit the contractor’s claim processing, payments and
membership records, with reasonable notice.
2.11.13 The contractor, by submitting a response to these services, acknowledges the County’s
right to select the auditor, and further agrees to allow the auditor to determine the sample,
cooperate fully with such auditor and waive any and all fees associated with providing
access to the County’s claim records including use of the contractor’s staff time to assist
in the audit. The audits may include, but is not be limited to, the following:
2.11.13.1
Determinations of any mathematical errors in computation.
2.11.13.2
Determinations that only eligible insured’s have had claims paid.
2.11.13.3
Review of inpatient and outpatient hospital, laboratory, physician and other
provider charges per service.
2.11.13.4
Review of turnaround time in claim processing.
2.11.13.5
Review of duplicate, denied claims and claims in appeal status.
2.11.13.6
The audits may be conducted during the policy period and/or upon
completion of the policy period and/or following submission of the final
policy report by the contractor at the discretion of the County.
2.11.14 Additionally, the contractor may be requested to provide periodic eligibility lists or tapes
to the County at no charge in order to reconcile participants’ eligibility.
2.11.15 If, at any time, the County has a reasonable belief that it is being systematically
overcharged or double-billed under the contract, or that any other significant accounting
irregularities exist, the County may conduct or hire an agent to conduct an audit of the
Contractor’s books and records with respect to this Contract. Such audit shall be
undertaken at Contractor’s expense.
2.11.16 The contractor shall agree to provide personnel to attend scheduled open enrollment
meetings at no charge, at the County’s request.
2.11.17 The successful contractor will implement Maricopa County in a timely fashion and will
be measured using the following operational milestones which must be included on their
implementation work plan and will put a certain portion of their reimbursement at risk for
completion of such tasks by the effective date of the contract (unless the effective date is
less than 60 days after award):
2.11.17.1
Dec 22, 2011 7:35:09 AM MST
Setting up the eligibility data (subscriber, dependents, correct plan
selection, effective dates, etc.)
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
2.11.17.2
2.11.17.3
2.11.17.4
2.11.17.5
2.11.17.6
2.11.17.7
2.11.17.8
2.11.17.9
2.11.17.10
2.12
Setting up the active employer group, the active retiree and retiree
subgroups and COBRA subgroups
Setting up the benefit plans and corresponding benefit terms
Setting up the provider contracts, corresponding contract terms and network
relationships
Correctly identifying services that need to be pre-authorized/pre-certified
Establishing the claims edits or business rules
Transition/coordination of care issues/procedures are provided and
implemented correctly
Accurately paying in-network and out-of-network claims correctly
according to the SPD (Evidence of Coverage)
Premium billing is correctly calculated with and without retroactivity
Accurate member correspondence, ID Cards, EOBs, Provider Remittances
and Reports
USAGE REPORT:
The Contractor shall furnish the County a quarterly usage report delineating the acquisition
activity governed by the Contract. The format of the report shall be approved by the County and
shall disclose the quantity and dollar value of each contract item by individual unit.
2.13
INVOICES AND PAYMENTS:
2.13.1
The Respondent shall submit an electronic invoice of their detailed invoice before
payment(s) can be made. At a minimum, the invoice must provide the following
information:
•
•
•
•
•
•
•
•
•
•
•
•
•
Dec 22, 2011 7:35:09 AM MST
Company name, address and contact
County bill-to name and contact information
Contract Serial Number
County purchase order number
Invoice number and date
Payment terms
Date of service
Quantity
Contract Item number(s)
Description of Purchase (services)
Pricing per unit of service
Extended price
Total Amount Due
2.13.2
Problems regarding billing or invoicing shall be directed to the using agency as listed on
the Purchase Order
2.13.3
Payment shall be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
(www.maricopa.gov/finance/vendors).
2.13.4
EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
2.14
TAX: (SERVICES)
No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and
all taxes and include the same in proposal price.
2.15
DELIVERY:
It shall be the Contractor’s responsibility to meet the proposed delivery requirements. Maricopa
County reserves the right to obtain services on the open market in the event the Contractor fails to
make delivery and any price differential will be charged against the Contractor.
2.16
STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):
The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts.
Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful
Respondent under this solicitation, a member of $AVE may access a contract resulting from a
solicitation issued by the County. If you do not want to grant such access to a member of $AVE,
please so state in your proposal. In the absence of a statement to the contrary, the County will
assume that you do wish to grant access to any contract that may result from this Request for
Proposal.
3.0
SPECIAL TERMS & CONDITIONS:
3.1
CONTRACT TERM:
This Request for Proposal is for awarding a firm, fixed price purchasing contract to cover a five
(5) year term.
3.2
OPTION TO RENEW CONTRACT:
The County may, at its option and with the approval of the Contractor, renew the term of this
Contract up to a maximum of five (5) additional years, or other specified length options, (or at the
County’s sole discretion, extend the contract on a month to month basis for a maximum of six (6)
months after expiration). The Contractor shall be notified in writing by the Materials Management
Department of the County’s intention to extend the contract term at least thirty (30) calendar days
prior to the expiration of the original contract term.
3.3
PRICE ADJUSTMENTS:
Any requests for reasonable price adjustments must be submitted sixty (60) days prior to the
Contract expiration date. Requests for adjustment in cost of labor and/or materials must be
supported by appropriate documentation. If County agrees to the adjusted price terms, County
shall issue written approval of the change. The reasonableness of the request will be determined by
comparing the request with the (Consumer Price Index) or by performing a market survey and the
proposed rate caps.
3.4
INDEMNIFICATION:
3.4.1
Dec 22, 2011 7:35:09 AM MST
To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold
harmless County, its agents, representatives, officers, directors, officials, and employees
from and against all claims, damages, losses and expenses, including, but not limited to,
attorney fees, court costs, expert witness fees, and the cost of appellate proceedings,
relating to, arising out of, or alleged to have resulted from the negligent acts, errors,
omissions, mistakes or malfeasance relating to the performance of this Contract.
Contractor’s duty to defend, indemnify and hold harmless County, its agents,
representatives, officers, directors, officials, and employees shall arise in connection with
any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions
or mistakes in the performance of this Contract by the Contractor, as well as any person
p. 15
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
or entity for whose acts, errors, omissions, mistakes or malfeasance Contractor may be
legally liable.
3.5
3.4.2
The amount and type of insurance coverage requirements set forth herein will in no way
be construed as limiting the scope of the indemnity in this paragraph.
3.4.3
The scope of this indemnification does not extend to the sole negligence of County.
INSURANCE REQUIREMENTS:
3.5.1
Contractor, at Contactor’s own expense, shall purchase and maintain the herein stipulated
minimum insurance from a company or companies duly licensed by the State of Arizona
and possessing a current A.M. Best, Inc. rating of A-, VII or higher. In lieu of State of
Arizona licensing, the stipulated insurance may be purchased from a company or
companies, which are authorized to do business in the State of Arizona, provided that
said insurance companies meet the approval of County. The form of any insurance
policies and forms must be acceptable to County.
3.5.2
All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the Contract is satisfactorily
completed and formally accepted. Failure to do so may, at the sole discretion of County,
constitute a material breach of this Contract.
3.5.3
Contractor’s insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
3.5.4
Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County’s right to coverage
afforded under the insurance policies.
3.5.5
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contactor shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Contractor to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
3.5.6
County reserves the right to request and to receive, within 10 working days, certified
copies of any or all of the herein required insurance certificates. County shall not be
obligated to review policies and/or endorsements or to advise Contractor of any
deficiencies in such policies and endorsements, and such receipt shall not relieve
Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of
Contractor’s obligations under this Contract.
3.5.7
The insurance policies required by this Contract, except Workers’ Compensation, and
Errors and Omissions, shall name County, its agents, representatives, officers, directors,
officials and employees as Additional Insureds.
3.5.8
The policies required hereunder, except Workers’ Compensation, and Errors and
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against
County, its agents, representatives, officers, directors, officials and employees for any
claims arising out of Contractor’s work or service.
3.5.9
Commercial General Liability.
Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000
Products/Completed Operations Aggregate, and $2,000,000 General Aggregate Limit.
The policy shall include coverage for bodily injury, broad form property damage,
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
personal injury, products and completed operations and blanket contractual coverage, and
shall not contain any provision which would serve to limit third party action over claims.
There shall be no endorsement or modification of the CGL limiting the scope of coverage
for liability arising from explosion, collapse, or underground property damage.
3.5.10
Automobile Liability.
Commercial/Business Automobile Liability insurance and, if necessary, Commercial
Umbrella insurance with a combined single limit for bodily injury and property damage
of not less than $1,000,000 each occurrence with respect to any of the Contractor’s
owned, hired, and non-owned vehicles assigned to or used in performance of the
Contractor’s work or services under this Contract.
3.5.11
Workers’ Compensation.
3.5.11.1 Workers’ Compensation insurance to cover obligations imposed by federal and
state statutes having jurisdiction of Contractor’s employees engaged in the
performance of the work or services under this Contract; and Employer’s
Liability insurance of not less than $100,000 for each accident, $100,000 disease
for each employee, and $500,000 disease policy limit.
3.5.11.2 Contractor waives all rights against County and its agents, officers, directors and
employees for recovery of damages to the extent these damages are covered by
the Workers’ Compensation and Employer’s Liability or commercial umbrella
liability insurance obtained by Contractor pursuant to this Contract.
3.5.12
Certificates of Insurance.
3.5.12.1 Prior to commencing work or services under this Contract, Contractor shall have
insurance in effect as required by the Contract in the form provided by the
County, issued by Contractor’s insurer(s), as evidence that policies providing the
required coverage, conditions and limits required by this Contract are in full
force and effect. Such certificates shall be made available to the County upon
48 hours notice.
BY SIGNING THE AGREEMENT PAGE THE
CONTRACTOR AGREES TO THIS REQUIREMENT AND FAILURE TO
MEET THIS REQUIREMENT WILL RESULT IN CANCELLATION OF
CONTRACT.
3.5.12.1.1 In the event any insurance policy (ies) required by this contract is
(are) written on a “claims made” basis, coverage shall extend for two
years past completion and acceptance of Contractor’s work or
services and as evidenced by annual Certificates of Insurance.
3.5.12.1.2 If a policy does expire during the life of the Contract, a renewal
certificate must be sent to County fifteen (15) days prior to the
expiration date.
3.5.13
Cancellation and Expiration Notice.
Insurance required herein shall not be permitted to expire, be canceled, or materially
changed without thirty (30) days prior written notice to the County.
3.6
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
3.6.1
Dec 22, 2011 7:35:09 AM MST
In accordance with section MCI 367 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and
other records and back-up documentation relevant to this Contract for six (6) years after
final payment or until after the resolution of any audit questions which could be more
p. 17
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
than six (6) years, whichever is latest. The County, Federal or State auditors and any
other persons duly authorized by the Department shall have full access to, and the right to
examine, copy and make use of, any and all said materials.
3.6.2
3.7
SUBCONTRACTING:
3.7.1
3.8
If the Contractor’s books, records , accounts, statements, reports, files, and other records
and back-up documentation relevant to this Contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse Maricopa
County for the services not so adequately supported and documented.
The Contractor may not assign a Contract or Subcontract to another party for
performance of the terms and conditions hereof without the written consent of the
County. All correspondence authorizing subcontracting must reference the Bid Serial
Number and identify the job project.
SCHEDULE OF EVENTS:
Request for Proposals Issued:
December 22, 2011
Pre-Proposal Conference:
January 12, 2012
Deadline for written questions is (2) business days after Pre-Proposal Conference. Questions will
not be responded to prior to the Pre-Proposal Conference or after the (2) business day deadline has
elapsed. All questions and answers shall be posted to www.bidsync.com under the Q&A’s tab for
the solicitation and must be received by the end of business, 5:00 PM Arizona time
Proposals Opening Date:
February 3, 2012
Deadline for submission of proposals is 2:00 P.M., Arizona Time, on January 3, 2012. All
proposals must be received before 2:00 P.M., Arizona Time, on the above date at the Maricopa
County Materials Management Department, 320 West Lincoln Street, Phoenix, Arizona 85003.
Proposed review of Proposals and short list decision:
February 20, 2012
Proposed Respondent presentations: (if required)
February 27, 2012
Proposed selection and negotiation:
March 12, 2012
Proposed Best & Final (if required)
March 26, 2012
Proposed award of Contract:
May 20, 2012
All responses to this Request for Proposal become the property of Maricopa County and (other
than pricing) will be held confidential, to the extent permissible by law. The County will not be
held accountable if material from proposal responses is obtained without the written consent of the
Respondent by parties other than the County.
3.9
INQUIRIES AND NOTICES:
All inquiries concerning information herein shall be addressed to:
Maricopa County
Materials Management Department
ATTN: Contract Administration
320 West Lincoln Street
Phoenix, Arizona 85003-2494
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Administrative telephone inquiries shall be addressed to:
Steve Dahle, Procurement Officer, 602.506.3450
([email protected])
Inquiries may be submitted by telephone but must be followed up in writing.
communication is binding on Maricopa County.
3.10
No oral
INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS:
Respondents shall provide their proposals in accordance with Section 3.14 as follows:
3.10.1
One (1) original hardcopy of all proposal documents.
3.10.2
One (1) CD or flash drive providing all proposal documents in Word, Excel (Attachment
A, D, E and F) and then the entire proposal document in PDF format.
3.10.3
Three (3) CD’s or flash drives providing the entire proposal in PDF format only.
3.10.4
Respondents shall address proposals identified with return address, serial number and
title in the following manner:
Maricopa County
Materials Management Department
320 West Lincoln Street
Phoenix, Arizona 85003-2494
SERIAL 11146 – RFP, EMPLOYEE BEHAVIORAL HEALTH AND EAP SERVICES
3.10.5
3.11
Proposals shall be signed by an owner, partner or corporate official who has been
authorized to make such commitments. All prices shall be held firm for a period of one
hundred fifty (150) days after the RFP closing date.
EXCEPTIONS TO THE SOLICITATION:
The Respondent shall identify and list all exceptions taken to all sections of 11146–RFP and list
these exceptions referencing the section (paragraph) where the exception exists and identify the
exceptions and the proposed wording for the Respondent’s exception under the heading,
“Exception to the PROPOSAL Solicitation, SERIAL 11146-RFP.” Exceptions that surface
elsewhere and that do not also appear under the heading, “Exceptions to the PROPOSAL
Solicitation, SERIAL 11146-RFP,” shall be considered invalid and void and of no
contractual significance.
The County reserves the right to reject, determine the proposal non-responsive, enter into
negotiation on any of the Respondent exceptions, or accept them outright.
3.12
GENERAL CONTENT:
3.12.1
3.13
The Proposal should be specific and complete in every detail. It should be practical and
provide a straightforward, concise delineation of capabilities to satisfactorily perform the
Contract being sought.
FORMAT AND CONTENT:
To aid in the evaluation, it is desired that all proposals follow the same general format. The
proposal hardcopy must be submitted in binders and have sections tabbed as below: (Responses
are limited to 200 pages, single sided, 10 point font type).
3.13.1
Dec 22, 2011 7:35:09 AM MST
Table of Contents
p. 19
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
3.13.2
Letter of Transmittal (Exhibit 2)
3.13.3
Executive Summary – This section shall contain an outline of the general approach
utilized in the proposal.
3.13.4
Proposal – This section should contain a statement of all of the programs and services
proposed, including conclusions and generalized recommendations. Proposals should be
all-inclusive, detailing respondent’s best offer. Response should be in attachment D
3.13.5
Qualifications – This section shall describe the respondent’s ability and experience
related to the programs and services proposed. All project personnel, as applicable, shall
be listed including a description of assignments and responsibilities, a resume of
professional experience, an estimate of the time each would devote to this program, and
other pertinent information.
3.13.6
Proposal exceptions
3.13.7
Requested Examples of Reports
3.13.8
Copy of Proposers ASO Agreement
3.13.9
Attachment A (Pricing)
3.13.10 Attachment B (Agreement Page)
3.13.11 Attachment C (References)
3.13.12 Attachment D Vendor Response Matrix
3.13.13 Attachment E Vendor Questionnaire
3.13.14 Attachment F Geo Access Report (provided by Proposer)
3.14
EVALUATION OF PROPOSAL – SELECTION FACTORS:
A Proposal Evaluation Committee shall be appointed, chaired by the Procurement Officer to evaluate
each Proposal. At the County’s option, Respondents may be invited to make presentations to the
Evaluation Committee. Best and Final Offers and/or Negotiations may be conducted, as needed, with
the highest rated Respondent(s). Proposals will be evaluated on the following criteria which are listed
descending order of importance.
3.15
3.14.1
Proposal (Includes Vendor Response Matrix Attachment D)
3.14.2
Contractor qualifications (Includes Attachment E)
3.14.3
Price
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION:
3.15.1
Dec 22, 2011 7:35:09 AM MST
The undersigned (authorized official signing for the Contractor) certifies to the best of his
or her knowledge and belief, that the Contractor, defined as the primary participant in
accordance with 45 CFR Part 76, and its principals:
3.15.1.1
are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
3.15.1.2
have not within 3-year period preceding this Contract been convicted of or
had a civil judgment rendered against them for commission of fraud or a
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State or local) transaction or contract under a
public transaction; violation of Federal or State antitrust statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
3.16
3.17
Dec 22, 2011 7:35:09 AM MST
3.15.1.3
are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (2) of this certification; and
3.15.1.4
have not within a 3-year period preceding this Contract had one or more
public transaction (Federal, State or local) terminated for cause of default.
3.15.2
Should the Contractor not be able to provide this certification, an explanation as to why
should be attached to the Contact.
3.15.3
The Contractor agrees to include, without modification, this clause in all lower tier
covered transactions (i.e. transactions with subcontractors) and in all solicitations for
lower tier covered transactions related to this Contract.
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §414401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
3.16.1
By entering into the Contract, the Contractor warrants compliance with the Immigration
and Nationality Act (INA using e-verify) and all other federal immigration laws and
regulations related to the immigration status of its employees and A.R.S. §23-214(A). The
contractor shall obtain statements from its subcontractors certifying compliance and shall
furnish the statements to the Procurement Officer upon request. These warranties shall
remain in effect through the term of the Contract. The Contractor and its subcontractors
shall also maintain Employment Eligibility Verification forms (I-9) as required by the
Immigration Reform and Control Act of 1986, as amended from time to time, for all
employees performing work under the Contract and verify employee compliance using the
E-verify system and shall keep a record of the verification for the duration of the
employee’s employment or at least three years, whichever is longer. I-9 forms are available
for download at USCIS.GOV.
3.16.2
The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph 3.16.1
of this Section. Contractor and subcontractor shall be given reasonable notice of the
County’s intent to inspect and shall make the documents available at the time and date
specified. Should the County suspect or find that the Contractor or any of its subcontractors
are not in compliance, the County will consider this a material breach of the contract and
may pursue any and all remedies allowed by law, including, but not limited to: suspension
of work, termination of the Contract for default, and suspension and/or debarment of the
Contractor. All costs necessary to verify compliance are the responsibility of the
Contractor.
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES
§§35-391.06 AND 35-393.06 BUSINESS RELATIONS WITH SUDAN AND IRAN:
3.17.1
By entering into the Contract, the Contractor certifies it does not have scrutinized business
operations in Sudan or Iran. The contractor shall obtain statements from its subcontractors
certifying compliance and shall furnish the statements to the Procurement Officer upon
request. These warranties shall remain in effect through the term of the Contract.
3.17.2
The County may request verification of compliance for any contractor or subcontractor
performing work under the Contract. Should the County suspect or find that the Contractor
or any of its subcontractors are not in compliance, the County may pursue any and all
remedies allowed by law, including, but not limited to: suspension of work, termination of
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Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
the Contract for default, and suspension and/or debarment of the Contractor. All costs
necessary to verify compliance are the responsibility of the Contractor.
3.18
CONTRACTOR LICENSE REQUIREMENT:
The Respondent shall procure all permits, insurance, licenses and pay the charges and fees
necessary and incidental to the lawful conduct of his/her business, and as necessary complete any
required certification requirements, required by any and all governmental or non-governmental
entities as mandated to maintain compliance with and in good standing for all permits and/or
licenses. The Respondent shall keep fully informed of existing and future trade or industry
requirements, Federal, State and Local laws, ordinances, and regulations which in any manner
affect the fulfillment of a Contract and shall comply with the same. Contractor shall immediately
notify both Materials Management and the using agency of any and all changes concerning
permits, insurance or licenses.
3.19
INFLUENCE
As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct,
may be grounds for Disbarment or Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
3.19.1
A Person offering or providing a gratuity, gift, tip, present, donation, money,
entertainment or educational passes or tickets, or any type valuable contribution or
subsidy,
3.19.2
That is offered or given with the intent to influence a decision, obtain a contract, garner
favorable treatment, or gain favorable consideration of any kind.
If a Person attempts to influence any employee or agent of Maricopa County, the Chief
Procurement Officer, or his designee, reserves the right to seek any remedy provided by the
Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided
by this contract.
3.20
POST AWARD MEETING:
The successful Respondent(s)/shall be required to attend a post-award meeting with the Using Agency
to discuss the terms and conditions of the Contract. This meeting will be coordinated by the
Procurement Officer of the Contract.
NOTE 1:
RESPONDENTS ARE STRONGLY ENCOURAGED TO REVIEW MARICOPA COUNTY’S
PROCUREMENT ADMINISTRATIVE INFORMATION AND SAMPLE CONTRACT
DOCUMENT PRIOR TO SUBMITTING A PROPOSAL. FOR THIS INFORMATION, GO
TO: www.maricopa.gov/materials/ADVBD/Boilerplate/Terms-conditions.asp
NOTE 2:
RESPONDENTS ARE REQUIRED TO USE ATTACHED FORMS TO SUBMIT THEIR
PROPOSAL.
Dec 22, 2011 7:35:09 AM MST
p. 22
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ATTACHMENT A
PRICING
SEE EXCEL FILE 11146-ATTACHMENT A PRICING
Dec 22, 2011 7:35:09 AM MST
p. 23
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ATTACHMENT B
AGREEMENT
Respondent hereby certifies that Respondent has read, understands and agrees that acceptance by Maricopa County of the
Respondent’s Offer will create a binding Contract. Respondent agrees to fully comply with all terms and conditions as set forth in the
Maricopa County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith
made a part of this specific procurement
BY SIGNING THIS PAGE THE SUBMITTING RESPONDENT CERTIFIES THAT RESPONDENT HAS REVIEWED
THE ADMINISTRATIVE INFORMATION AND DRAFT RFP CONTRACT’S TERMS AND CONDITIONS LOCATED AT
http://www.maricopa.gov/materials. AND AGREE TO BE CONTRACTUALLY BOUND TO THEM.
[]
Small Business Enterprise (SBE)
RESPONDENT (FIRM) SUBMITTING PROPOSAL
FEDERAL TAX ID NUMBER
PRINTED NAME AND TITLE
AUTHORIZED SIGNATURE
ADDRESS
TELEPHONE
DUNS #
/
CITY
STATE
WEB SITE
Dec 22, 2011 7:35:09 AM MST
ZIP
FAX #
DATE
EMAIL ADDRESS
p. 24
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ATTACHMENT C
RESPONDENT’S REFERENCES
RESPONDENT SUBMITTING PROPOSAL:
1.
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
2.
E-MAIL ADDRESS:
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
3.
E-MAIL ADDRESS:
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
4.
E-MAIL ADDRESS:
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
5.
E-MAIL ADDRESS:
COMPANY NAME:
ADDRESS:
CONTACT PERSON:
TELEPHONE:
Dec 22, 2011 7:35:09 AM MST
E-MAIL ADDRESS:
p. 25
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ATTACHMENT D
VENDOR RESPONSE MATRIX
SEE EXCEL FILE 11146-ATTACHMENT D
Dec 22, 2011 7:35:09 AM MST
p. 26
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ATTACHMENT E
VENDOR QUESTIONNAIRE
SEE EXCEL FILE 11146-ATTACHMENT E
Dec 22, 2011 7:35:09 AM MST
p. 27
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ATTACHMENT F
GEO ACCESS REPORT (To be provided by Proposer)
Dec 22, 2011 7:35:09 AM MST
p. 28
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 1
VENDOR REGISTRATION PROCEDURES
BidSync.com Registration is FREE and REQUIRED for all vendors.
Register On-line at
https://www.bidsync.com/SupplierRegister?ac=register&preselected_plan=fr
ee&
Upon completion of your on-line registration, you are responsible for
updating any changes to your information. Please retain your Login ID and
Password for future use.
For assistance, please contact BidSync Vendor Support Department via
phone or email, during regular business hours: 1-800-990-9339 or
[email protected]
Dec 22, 2011 7:35:09 AM MST
p. 29
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 2
SAMPLE TRANSMITTAL LETTER
(To be typed on the letterhead of Offeror)
Maricopa County
Materials Management Department
320 West Lincoln Street
Phoenix, Arizona 85003-2494
Re:
RFP Number – 11146-RFP
To Whom It May Concern:
(NAME OF COMPANY) (Herein referred to as the "RESPONDENT"), hereby submits its response to your Request for Proposal
dated
, and agrees to perform as proposed in their proposal, if awarded the contract. The Respondent shall thereupon be
contractually obligated to carry out its responsibilities respecting the services proposed.
Kindly advise this in writing on or before
if you should desire to accept this proposal.
Very truly yours,
_______________________________
NAME (please print)
_______________________________
SIGNATURE
_______________________________
TITLE (please print)
Dec 22, 2011 7:35:09 AM MST
p. 30
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 3
EMPLOYEE ZIP CODE CENSUS (Both EAP and Behavioral Health)
ZIP (EAP)
Count of
Empl ID
Postal/Zip
Count of
Empl ID
Total
Postal/Zip
Count of
Empl ID
Total
Count of
Empl ID
Postal/Zip
Total
Postal/Zip
Count of
Empl ID
Total
Postal/Zip
Total
85001
6
85042
131
85128
1
85232
2
85281
80
85002
10
85043
146
85132
2
85233
127
85282
140
85003
47
85044
124
85138
39
85234
173
85283
144
85004
33
85045
21
85139
20
85236
4
85284
47
85005
6
85046
1
85140
53
85238
10
85285
11
85006
58
85048
115
85142
90
85239
19
85286
72
85007
49
85050
69
85143
34
85240
7
85295
86
85008
114
85051
125
85145
1
85242
66
85296
148
85009
78
85053
108
85178
2
85243
14
85297
93
85010
1
85054
10
85193
1
85244
7
85298
49
85011
3
85060
5
85194
2
85246
4
85299
13
85012
44
85063
7
85201
91
85248
62
85301
123
85013
108
85064
6
85202
91
85249
83
85302
164
85014
90
85066
15
85203
85
85250
37
85303
112
85015
109
85067
8
85204
150
85251
51
85304
114
85016
131
85068
5
85205
94
85252
5
85305
41
85017
69
85069
8
85206
81
85253
26
85306
95
85018
117
85070
1
85207
92
85254
94
85307
42
85019
55
85071
3
85208
61
85255
44
85308
205
85020
110
85074
1
85209
83
85256
1
85310
50
85021
101
85076
3
85210
86
85257
59
85311
5
85022
144
85078
1
85211
4
85258
28
85312
10
85023
98
85079
6
85212
71
85259
22
85318
4
85024
74
85080
4
85213
80
85260
39
85320
3
85027
112
85082
7
85214
3
85262
5
85321
1
85028
77
85083
70
85215
36
85263
2
85322
2
85029
133
85085
61
85216
5
85266
8
85323
225
85030
3
85086
113
85217
1
85267
2
85324
11
85031
41
85087
20
85218
6
85268
36
85325
1
85032
156
85118
11
85219
11
85269
3
85326
202
85033
99
85119
22
85220
8
85272
1
85327
4
85034
9
85120
20
85222
9
85273
1
85329
4
85035
93
85122
9
85224
127
85274
1
85331
43
85037
161
85123
4
85225
153
85275
3
85335
108
85040
65
85124
1
85226
112
85277
2
85337
15
85041
237
85127
2
85228
1
85280
4
85338
266
Dec 22, 2011 7:35:09 AM MST
p. 31
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Count of
Empl ID
Count of
Empl ID
Postal/Zip
Total
Postal/Zip
Total
85339
220
85387
28
85340
135
85388
80
85342
6
85390
9
85343
1
85392
170
85345
242
85395
89
85346
1
85396
33
85351
38
85541
2
85352
1
85635
1
85353
170
85641
1
85354
20
85653
1
85355
49
85704
1
85358
4
85718
1
85361
15
85728
1
85363
18
85745
1
85364
1
85932
1
85373
49
85935
1
85374
155
86004
1
85375
22
86047
1
85376
1
86314
3
85377
6
86323
1
85378
19
86329
1
85379
189
86332
1
85380
5
86333
3
85381
109
85382
128
85383
97
85385
4
Dec 22, 2011 7:35:09 AM MST
Grand Total
11811
p. 32
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
ZIP Behavioral Health
Count of
Empl ID
Postal/Zip
85001
85002
85003
85004
85005
85006
85007
85008
85009
85010
85011
85012
85013
85014
85015
85016
85017
85018
85019
85020
85021
85022
85023
85024
85027
85028
85029
85030
85031
85032
85033
85034
85035
85037
85040
85041
85042
85043
85044
85045
85046
85048
85050
85051
85053
85054
Total
5
9
37
28
6
53
38
102
66
1
2
37
82
79
95
110
62
94
50
85
77
117
87
64
104
63
115
3
34
133
87
9
83
135
61
196
104
129
99
16
1
84
52
113
89
8
Dec 22, 2011 7:35:09 AM MST
Count of
Empl ID
Postal/Zip
85060
85063
85064
85066
85067
85068
85069
85071
85074
85076
85078
85079
85080
85082
85083
85085
85086
85087
85118
85119
85120
85122
85123
85124
85127
85128
85132
85138
85139
85140
85142
85143
85145
85178
85193
85194
85201
85202
85203
85204
85205
85206
85207
85208
85209
85210
Total
4
6
6
15
7
5
8
3
1
2
1
6
4
7
53
46
88
16
7
20
18
6
4
1
2
1
2
34
18
44
71
26
1
2
1
1
84
82
75
127
76
65
74
56
70
79
Count of
Empl ID
Postal/Zip
Total
85211
4
85212
59
85213
62
85214
3
85215
28
85216
4
85217
1
85218
5
85219
8
85220
6
85222
8
85224
106
85225
135
85226
92
85228
1
85232
2
85233
102
85234
131
85236
4
85238
9
85239
18
85240
7
85242
55
85243
13
85244
7
85246
3
85248
50
85249
66
85250
29
85251
42
85252
4
85253
14
85254
73
85255
31
85257
53
85258
23
85259
10
85260
31
85262
5
85263
2
85266
5
85267
2
85268
23
85269
3
85272
1
85273
1
Count of
Empl ID
Postal/Zip
85274
85275
85277
85280
85281
85282
85283
85284
85285
85286
85295
85296
85297
85298
85299
85301
85302
85303
85304
85305
85306
85307
85308
85310
85311
85312
85318
85320
85321
85322
85323
85324
85325
85326
85327
85329
85331
85335
85337
85338
85339
85340
85342
85345
85346
85351
Total
1
3
2
4
68
112
112
33
10
60
67
117
67
41
10
111
135
96
96
36
81
37
163
41
3
10
2
1
1
2
189
10
1
175
4
4
31
87
10
220
186
98
3
209
1
30
Count of
Empl ID
Postal/Zip
85352
85353
85354
85355
85358
85361
85363
85364
85373
85374
85375
85376
85377
85378
85379
85380
85381
85382
85383
85385
85387
85388
85390
85392
85395
85396
85541
85635
85653
85704
85718
85932
86004
86047
86314
86323
86329
86332
86333
Grand Total
Total
1
144
18
43
3
10
12
1
38
123
19
1
4
14
155
5
88
109
83
4
20
63
6
142
66
30
1
1
1
1
1
1
1
1
3
1
1
1
3
9769
p. 33
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 4
COUNTY CURRENT PLAN DESIGN
BEHAVIORAL HEALTH AND EMPLOYEE ASSISTANCE PROGRAM SUMMARY
Maricopa County offers both an Employee Assistance Program (EAP) and Behavioral Health Benefit administered by
Magellan Health Services (Magellan). All employees (including contract and temporary) and their dependents are
eligible for the EAP Program. Dependents under EAP are defined differently than under your health and dental plans.
EAP services are available to anyone living in your household and children attending school out-of-state or who live
out-of- state, if you are responsible for their benefits. However, the Behavioral Health benefit is limited to those
employees who have elected CIGNA medical coverage (except for CIGNA Choice Fund Health Savings Account) and
to their covered dependents.
Protecting your confidentiality is Magellan’s top priority. All records, including personal information, referrals and
evaluations, are kept confidential in accordance with federal and state laws. Release of information can be given only
with your written consent, except where required by law (e.g., when child abuse is suspected or when posing a danger
to self or others).
EAP PROGRAM SUMMARY
Sometimes employees face problems that they cannot solve. Concerns can become overwhelming and affect work
performance, personal happiness, family relations and personal health. When this occurs, professional help may be
needed to resolve the problem before it becomes a larger issue.
The Employee Assistance Program (EAP) offered through Magellan is an employer-paid benefit that provides shortterm counseling for both personal and work-related issues for you and your dependents. There is no premium charged
to you for this benefit and there is no copayment when you use this service. You will be assisted by a behavioral
health professional who will ensure that you receive treatment at the most appropriate level for your situation.
Your EAP provides a full range of counseling and referral services for individual, family and marital concerns, stress
and job-related matters, child and domestic abuse, chemical and alcohol dependency assessment, and legal or financial
issues. Counseling is available by phone or in- person, depending on your preference.
Counseling
Your EAP benefit provides up to eight individual counseling sessions for you and your dependents per person, per
problem, per year. If sufficient need is shown, upon your approval, your counselor may encourage other members of
your family to participate in your sessions.
Legal Consultation
Your EAP provides legal consultation services. You can call and be referred to an attorney for a prepaid initial inperson consultation or for an immediate telephonic consultation on issues such as estate planning; family and divorce
law, civil and criminal matters, and more. One free one-hour consultation per plan year is covered. Ongoing services
are offered at discounted rates.
Financial Counseling
Your EAP also includes services to help you reach your financial goals. When you call, you’ll be
put in touch with a financial expert who can provide information and answer questions on a wide range of topics,
including planning for retirement, debt consolidation, and more. Unlimited telephonic service is covered.
Additionally, one free, initial in-person one hour session is covered per plan year.
For more information regarding the EAP benefit or to make an appointment, contact Magellan at 1-888-213-5125, 24
hours a day, seven days a week or online at www.magellanhealth.com.
For details about the EAP benefit, refer to the Magellan brochure located on the EBC/Intranet at
http://ebc.maricopa.gov/ehi or on the Internet Web site at www.maricopa.gov/benefits.
BEHAVIORAL HEALTH AND SUBSTANCE ABUSE BENEFIT SUMMARY
The behavioral health benefit, which is provided to you and covered dependents enrolled in a CIGNA medical plan
(except for CIGNA Choice Fund Health Savings Account), provides services that support your well-being. You can
receive confidential counseling whenever you and/or your eligible dependents are faced with a personal challenge.
These services help you deal with a wide range of issues, including:
Dec 22, 2011 7:35:09 AM MST
p. 34
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Alcohol or drug dependency
Anger management
Autism
Compulsive gambling
Depression Eating
disorders Grief and
loss
Severe stress and anxiety
And more
Provided below is a summary of your benefits. It is important for you to understand that in- network benefits received
through a participating provider are payable only if each service is determined to be medically necessary and preauthorized by Magellan before you start treatment. Certain out-of-network services (such as inpatient, residential,
intensive outpatient, and partial hospitalization), also require pre-authorization by Magellan before services are
received. However, out-of-network outpatient individual or group counseling services do not require preauthorization.
In addition to the behavioral health and substance abuse services provided by Magellan, Sheriff’s Office employees
and their dependents may access the Sheriff’s Office Behavioral Health Services Unit by calling 602-876-1852.
For details about the Magellan behavioral health and substance abuse benefit, refer to the Behavioral Health and
Substance Abuse Plan Description on the EBC/Intranet at http://ebc.maricopa.gov/ehi or on the Internet Web site at
www.maricopa.gov/benefits.
For more information regarding the Magellan behavioral health and substance abuse benefit, claims payment, to
obtain pre-authorization or to find a participating in-network provider, contact Magellan, 24 hours a day, seven days a
week at 1-888-213-5125.
Out-of-network claims should be mailed to Magellan, P. O. Box 1098, Maryland Heights, MO 63043.
Dec 22, 2011 7:35:09 AM MST
p. 35
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Level of
Care
In-Network
Benefit
In-Network
Rules
Out-of-Network
Benefit
30 days per year (in- and out-ofnetwork combined)
Inpatient
Hospitalization
30 days per year
(in- and out-of-network
combined)
$25 co-pay per day
Preauthorization
required
Benefit is derived from
trading unused inpatient
hospitalization days for up
to 30 partial hospitalization
days per year.
Partial
Hospitalization
30 partial day per year (inand out-of-network
combined) Benefit is
traded at 2 partial days for
1 inpatient day.
$20 co-pay per day.
Residential
Treatment
Intensive
Outpatient
(IOP)
60 days per year;
$12.50 copay per day
45 IOP visits per year (inand out-ofnetwork combined)
$100 co-pay per
program.
$500 deductible; Plan pays $250 per
day after deductible is met.
Pre-authorization required.
It is the member’s
responsibility to obtain preauthorization for initial and
concurrent reviews.
All other costs after plan payment of
$250 per day are member’s
responsibility.
Failure to obtain preauthorization results in no
reimbursement.
Benefit derived from trading unused
inpatient hospitalization days for up
to 30 partial hospitalization days per
year.
Preauthorization
required
Pre-authorization
required
Pre-authorization
required.
$100/program copay
applies to a continuous
episode of care in IOP.
If patient discontinues
& restarts program, a
new $100 copay is
applied.
Out-of-Network
Rules
Pre-authorization required.
It is the member’s
30 partial days per year (in- and outresponsibility to obtain preof-network combined) Benefit is traded authorization for initial and
at 2 partial days for 1 inpatient day.
concurrent reviews.
$250 deductible. Plan pays $125 per
day after deductible. All costs after
plan payment of $125 per day are
member’s responsibility.
Failure to obtain
Pre-authorization results in
no reimbursement.
No benefit
N/A
Pre-authorization required.
45 IOP visits per year (in- and out- ofnetwork combined) Plan pays
$40 per visit. All other costs after
plan payment of $40 per visit are
member’s responsibility.
It is the member’s
responsibility to obtain preauthorization for initial and
concurrent reviews.
Failure to obtain preauthorization results in no
reimbursement.
Outpatient
Therapy
(individual,
family, and
medication
evaluation)
Unlimited visits;
$20 co-pay per visit.
Preauthorization
required.
Unlimited visits; Plan pays $25 per
visit. All other costs after plan payment No pre-authorization
of $25 per visit are member’s
required
responsibility.
Outpatient
Group
Psychotherapy
Unlimited visits;
$5 co-pay per visit.
Pre-authorization
required
Unlimited visits; Plan pays $15 per
visit. All other costs after plan payment No pre-authorization
of $15 per visit are member’s
required
responsibility.
Pre-authorization
required
Unlimited visits; Plan pays $25 per
visit. All other costs after plan payment No pre-authorization
of $25 per visit are member’s
required
responsibility
Ongoing
Medication
Management
Lifetime
Maximums
Unlimited visits;
$10 co-pay per visit.
No lifetime maximum
Autism Coverage
Dec 22, 2011 7:35:09 AM MST
No lifetime maximum
No maximum limit
p. 36
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 5
EAP UTILIZATION
Dec 22, 2011 7:35:09 AM MST
p. 37
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 6
ACTIVE EMPLOYEE COUNTS
Count of Empl ID
Employee Status
Regular
Dec 22, 2011 7:35:09 AM MST
Full/Part Time
Postal/Zip
Full-Time
Part-Time
Grand Total
85001
6
6
85002
11
11
85003
51
51
85004
33
1
34
85005
6
85006
65
1
66
6
85007
49
1
50
85008
123
1
124
85009
80
80
85010
1
1
85011
3
3
85012
48
48
85013
116
85014
97
85015
113
2
115
85016
141
3
144
85017
74
85018
126
85019
60
85020
116
2
118
85021
110
2
112
85022
144
2
146
85023
102
3
105
85024
80
1
81
85027
114
85028
78
85029
144
144
85030
4
4
2
118
97
74
3
129
60
114
3
1
81
85031
46
85032
162
162
85033
103
103
85034
13
13
85035
108
85036
1
1
85037
170
170
85040
74
74
85041
244
3
247
85042
140
2
142
1
47
109
p. 38
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Dec 22, 2011 7:35:09 AM MST
85043
160
3
163
85044
130
85045
20
85046
1
85048
117
2
119
85050
73
1
74
85051
134
85053
114
85054
11
85060
6
6
85063
7
7
85064
8
8
85066
16
16
85067
10
85068
5
5
85069
8
8
85071
4
4
85074
2
2
85076
3
3
85078
1
1
85079
6
6
85080
4
4
85082
8
8
85083
74
85085
64
2
66
85086
111
3
114
85087
20
20
85117
1
1
85118
12
12
85119
26
26
85120
18
18
85122
10
10
85123
4
4
85124
1
1
85127
3
3
85128
1
1
85130
1
1
85132
2
2
85138
43
43
85139
22
22
85140
52
52
85142
91
91
85143
38
85145
1
130
2
22
1
134
114
2
1
13
11
74
1
39
1
p. 39
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Dec 22, 2011 7:35:09 AM MST
85178
1
1
2
85193
1
1
85194
1
1
85201
99
1
100
85202
95
4
99
85203
88
85204
155
1
156
85205
93
3
96
85206
84
1
85
85207
96
96
85208
67
67
85209
82
82
85210
97
97
85211
4
4
85212
72
85213
83
83
85214
4
4
85215
39
39
85216
5
5
85217
1
1
85218
5
85219
10
10
85220
7
7
88
2
1
74
6
85222
9
85224
134
1
135
9
85225
167
1
168
85226
118
1
119
85228
1
1
85232
2
2
85233
133
2
135
85234
175
4
179
85236
4
4
85238
11
11
85239
20
20
85240
7
7
85242
66
66
85243
14
14
85244
9
9
85246
4
4
85248
64
1
65
85249
81
3
84
85250
37
1
38
85251
52
3
55
85252
5
5
p. 40
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Dec 22, 2011 7:35:09 AM MST
85253
22
2
24
85254
99
3
102
85255
41
3
44
85256
1
85257
62
2
64
85258
29
1
30
85259
20
85260
43
85262
6
6
85263
2
2
85266
7
7
85267
2
2
85268
33
33
85269
3
3
85271
1
1
85272
1
1
85273
1
1
85274
2
2
85275
3
3
85277
2
2
85280
5
5
85281
82
2
84
85282
146
3
149
85283
155
3
158
85284
49
85285
11
85286
72
85295
88
1
89
85296
146
4
150
85297
88
1
89
85298
52
2
54
1
137
1
20
1
44
49
1
12
72
85299
14
85301
136
14
85302
171
85303
116
85304
120
120
85305
42
42
85306
98
98
85307
43
1
44
85308
212
1
213
85310
50
4
54
85311
6
6
85312
10
10
85318
4
4
171
1
117
p. 41
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Dec 22, 2011 7:35:09 AM MST
85320
2
2
85321
1
1
85322
2
2
85323
236
85324
11
11
85325
1
1
85326
215
215
85327
4
4
85329
4
4
85331
42
42
85335
116
1
117
85337
13
1
14
85338
281
2
283
85339
232
1
233
85340
133
1
134
85342
4
4
85343
1
1
85345
261
85346
1
1
85351
36
36
85352
1
1
85353
175
85354
21
21
85355
51
51
85358
4
4
85361
15
15
85363
18
18
85364
1
1
85373
50
50
85374
155
85375
21
85376
1
85377
4
1
5
85378
20
1
21
85379
202
1
203
85380
5
5
85381
113
113
85382
135
135
85383
98
2
1
1
1
238
262
176
156
21
1
4
102
85385
4
4
85387
26
26
85388
83
83
85390
6
1
7
85392
182
1
183
p. 42
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
85395
88
85396
38
38
85541
3
3
85616
R Total
Dec 22, 2011 7:35:09 AM MST
1
1
89
1
85635
1
1
85641
1
1
85653
1
1
85704
1
1
85718
1
1
85745
1
1
85756
1
1
85932
1
1
85935
1
1
86004
1
1
86047
1
1
86314
3
3
86323
1
1
86329
1
1
86332
1
1
86333
3
3
12333
141
12474
p. 43
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 7
BEHAVIORAL HEALTH CLAIMS PAID
Magellan Expenditures
Claims Paid
ASO Fees
Coaching Services
Total Expenditures
Dec 22, 2011 7:35:09 AM MST
Fiscal Year 2010
1,490,511.90
393,330.40
128,455.28
2,012,297.58
Fiscal Year 2011
1,095,439.85
301,770.00
194,900.00
1,592,109.85
p. 44
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 8
COUNTY ORGANIZATIONAL CHART
Dec 22, 2011 7:35:09 AM MST
p. 45
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
Dec 22, 2011 7:35:09 AM MST
p. 46
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
EXHIBIT 9
(DRAFT CONTRACT)
CONTRACT PURSUANT TO RFP
SERIAL 11146 -RFP
This Contract is entered into this _____ day of ____________, 20__ by and between Maricopa County (“County”),
a political subdivision of the State of Arizona, and _______________________________, an Arizona corporation
(“Contractor”) for the purchase of Behavioral Health and employee Assistance services.
1.0
2.0
CONTRACT TERM:
1.1
This Contract is for a term of five (5) years, beginning on the 1st day of July, 2013 and ending the
30th day of June, 2018.
1.2
The County may, at its option and with the agreement of the Contractor, renew the term of this
Contract for additional terms up to a maximum of five (5) years, (or at the County’s sole
discretion, extend the contract on a month-to-month bases for a maximum of six (6) months after
expiration). The County shall notify the Contractor in writing of its intent to extend the Contract
term at least thirty (30) calendar days prior to the expiration of the original contract term, or any
additional term thereafter.
FEE ADJUSTMENTS:
Any request for a fee adjustments must be submitted one hundred and eighty (180) days prior to the current
Contract expiration. Requests for adjustment in cost of labor and/or materials must be supported by
appropriate documentation. If County agrees to the adjusted fee, County shall issue written approval of the
change. The reasonableness of the request will be determined by comparing the request with the
(Consumer Price Index) or by performing a market survey.
3.0
PAYMENTS:
3.1
As consideration for performance of the duties described herein, County shall pay Contractor the
sum(s) stated in Exhibit “A.”
3.2
Payment shall be made upon the County’s receipt of a properly completed invoice.
3.3
INVOICES:
3.3.1
The Contractor shall submit two (2) legible copies of their detailed invoice before
payment(s) can be made. At a minimum, the invoice must provide the following
information:
•
•
Dec 22, 2011 7:35:09 AM MST
Company name, address and contact
County bill-to name and contact information
p. 47
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
•
•
•
•
•
•
•
•
•
•
•
4.0
5.0
Contract serial number
County purchase order number
Invoice number and date
Payment terms
Date of service
Quantity
Contract Item number(s)
Description of service provided
Pricing per unit of service
Extended price
Total Amount Due
3.3.2
Problems regarding billing or invoicing shall be directed to the County as listed on the
Purchase Order.
3.3.3
Payment shall be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
(www.maricopa.gov/finance/vendors).
3.3.4
EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
AVAILABILITY OF FUNDS:
4.1
The provisions of this Contract relating to payment for services shall become effective when funds
assigned for the purpose of compensating the Contractor as herein provided are actually available
to County for disbursement. The County shall be the sole judge and authority in determining the
availability of funds under this Contract. County shall keep the Contractor fully informed as to the
availability of funds.
4.2
If any action is taken by any state agency, Federal department or any other agency or
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection
with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in
connection with, this Contract. In the event of termination, County shall be liable for payment
only for services rendered prior to the effective date of the termination, provided that such services
are performed in accordance with the provisions of this Contract. County shall give written notice
of the effective date of any suspension, amendment, or termination under this Section, at least ten
(10) days in advance.
DUTIES:
5.1
The Contractor shall perform all duties stated in Exhibit “B”, or as otherwise directed in writing
by the Procurement Officer.
5.2
During the Contract term, County shall provide Contractor’s personnel with adequate workspace
for consultants and such other related facilities as may be required by Contractor to carry out its
contractual obligations.
Dec 22, 2011 7:35:09 AM MST
p. 48
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
6.0
TERMS and CONDITIONS:
6.1
6.2
Dec 22, 2011 7:35:09 AM MST
INDEMNIFICATION:
6.1.1
To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold
harmless County, its agents, representatives, officers, directors, officials, and employees
from and against all claims, damages, losses and expenses, including, but not limited to,
attorney fees, court costs, expert witness fees, and the cost of appellate proceedings,
relating to, arising out of, or alleged to have resulted from the negligent acts, errors,
omissions, mistakes or malfeasance relating to the performance of this Contract.
Contractor’s duty to defend, indemnify and hold harmless County, its agents,
representatives, officers, directors, officials, and employees shall arise in connection with
any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions
or mistakes in the performance of this Contract by the Contractor, as well as any person
or entity for whose acts, errors, omissions, mistakes or malfeasance Contractor may be
legally liable.
6.1.2
The amount and type of insurance coverage requirements set forth herein will in no way
be construed as limiting the scope of the indemnity in this paragraph.
6.1.3
The scope of this indemnification does not extend to the sole negligence of County.
INSURANCE REQUIREMENTS:
6.2.1
Contractor, at Contactor’s own expense, shall purchase and maintain the herein stipulated
minimum insurance from a company or companies duly licensed by the State of Arizona
and possessing a current A.M. Best, Inc. rating of A-, VII or higher. In lieu of State of
Arizona licensing, the stipulated insurance may be purchased from a company or
companies, which are authorized to do business in the State of Arizona, provided that
said insurance companies meet the approval of County. The form of any insurance
policies and forms must be acceptable to County.
6.2.2
All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the Contract is satisfactorily
completed and formally accepted. Failure to do so may, at the sole discretion of County,
constitute a material breach of this Contract.
6.2.3
Contractor’s insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
6.2.4
Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County’s right to coverage
afforded under the insurance policies.
6.2.5
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contactor shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Contractor to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
6.2.6
County reserves the right to request and to receive, within 10 working days, certified
copies of any or all of the herein required insurance certificates. County shall not be
obligated to review policies and/or endorsements or to advise Contractor of any
deficiencies in such policies and endorsements, and such receipt shall not relieve
Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of
Contractor’s obligations under this Contract.
p. 49
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
6.2.7
The insurance policies required by this Contract, except Workers’ Compensation shall
name County, its agents, representatives, officers, directors, officials and employees as
Additional Insureds.
6.2.8
The policies required hereunder, except Workers’ Compensation shall contain a waiver of
transfer of rights of recovery (subrogation) against County, its agents, representatives,
officers, directors, officials and employees for any claims arising out of Contractor’s
work or service.
6.2.9
Commercial General Liability.
Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000
Products/Completed Operations Aggregate, and $2,000,000 General Aggregate Limit.
The policy shall include coverage for bodily injury, broad form property damage,
personal injury, products and completed operations and blanket contractual coverage, and
shall not contain any provision which would serve to limit third party action over claims.
There shall be no endorsement or modification of the CGL limiting the scope of coverage
for liability arising from explosion, collapse, or underground property damage.
6.2.10
Automobile Liability.
Commercial/Business Automobile Liability insurance and, if necessary, Commercial
Umbrella insurance with a combined single limit for bodily injury and property damage
of not less than $1,000,000 each occurrence with respect to any of the Contractor’s
owned, hired, and non-owned vehicles assigned to or used in performance of the
Contractor’s work or services under this Contract.
6.2.11
6.2.12
Workers’ Compensation.
6.2.11.1
Workers’ Compensation insurance to cover obligations imposed by federal
and state statutes having jurisdiction of Contractor’s employees engaged in the
performance of the work or services under this Contract; and Employer’s
Liability insurance of not less than $100,000 for each accident, $100,000
disease for each employee, and $1,000,000 disease policy limit.
6.2.11.2
Contractor waives all rights against County and its agents, officers, directors
and employees for recovery of damages to the extent these damages are
covered by the Workers’ Compensation and Employer’s Liability or
commercial umbrella liability insurance obtained by Contractor pursuant to
this Contract.
Professional Liability Insurance.
Professional Liability insurance and, if necessary, Commercial Umbrella insurance,
which will insure and provide coverage for errors or omissions of the Contractor, with
limits of no less than $1,000,000 for each claim.
6.2.13
Certificates of Insurance.
6.2.13.1
Prior to commencing work or services under this Contract, Contractor shall
furnish the County with certificates of insurance, or formal endorsements as
required by the Contract in the form provided by the County, issued by
Contractor’s insurer(s), as evidence that policies providing the required
coverage, conditions and limits required by this Contract are in full force and
effect. Such certificates shall identify this contract number and title.
6.2.13.1.1
Dec 22, 2011 7:35:09 AM MST
In the event any insurance policy (ies) required by this Contract
is (are) written on a “claims made” basis, coverage shall extend
p. 50
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
for two (2) years past completion and acceptance of Contractor’s
work or services and as evidenced by annual Certificates of
Insurance.
6.2.13.1.2
6.2.14
If a policy does expire during the life of the Contract, a renewal
certificate must be sent to County fifteen (15) days prior to the
expiration date.
Cancellation and Expiration Notice.
Insurance required herein shall not be permitted to expire, be canceled, or materially
changed without thirty (30) days prior written notice to the County.
6.3
6.4
WARRANTY OF SERVICES:
6.3.1
The Contractor warrants that all services provided hereunder will conform to the
requirements of the Contract, including all descriptions, specifications and attachments
made a part of this Contract. County’s acceptance of services or goods provided by the
Contractor shall not relieve the Contractor from its obligations under this warranty.
6.3.2
In addition to its other remedies, County may, at the Contractor's expense, require prompt
correction of any services failing to meet the Contractor's warranty herein. Services
corrected by the Contractor shall be subject to all the provisions of this Contract in the
manner and to the same extent as services originally furnished hereunder.
NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:
For County:
Maricopa County
Department of Materials Management
Attn: Director of Purchasing
320 West Lincoln Street
Phoenix, Arizona 85003-2494
For Contractor:
6.5
REQUIREMENTS CONTRACT:
6.5.1
6.6
Contractor signifies its understanding and agreement by signing this document that this
Contract is a requirements contract. This Contract does not guarantee any purchases will
be made (minimum or maximum.
TERMINATION FOR CONVENIENCE:
The County reserves the right to terminate the Contract, in whole or in part at any time, when in
the best interests of the County without penalty or recourse. Upon receipt of the written notice,
the Contractor shall immediately stop all work, as directed in the notice, notify all subcontractors
of the effective date of the termination and minimize all further costs to the County. In the event
of termination under this paragraph, all documents, data and reports prepared by the Contractor
under the Contract shall become the property of and be delivered to the County upon demand.
The Contractor shall be entitled to receive just and equitable compensation for work in progress,
work completed and materials accepted before the effective date of the termination.
Dec 22, 2011 7:35:09 AM MST
p. 51
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
6.7
6.8
TERMINATION FOR DEFAULT:
6.7.1
In addition to the rights reserved in the Contract, the County may terminate the Contract
in whole or in part due to the failure of the Contractor to comply with any term or
condition of the Contract, to acquire and maintain all required insurance policies, bonds,
licenses and permits, or to make satisfactory progress in performing the Contract. The
Procurement Officer shall provide written notice of the termination and the reasons for it
to the Contractor.
6.7.2
Upon termination under this paragraph, all goods, materials, documents, data and reports
prepared by the Contractor under the Contract shall become the property of and be
delivered to the County on demand.
6.7.3
The County may, upon termination of this Contract, procure, on terms and in the manner
that it deems appropriate, materials or services to replace those under this Contract. The
Contractor shall be liable to the County for any excess costs incurred by the County in
procuring materials or services in substitution for those due from the Contractor.
6.7.4
The Contractor shall continue to perform, in accordance with the requirements of the
Contract, up to the date of termination, as directed in the termination notice.
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. §38-511 the County may cancel this Contract without
penalty or further obligation within three years after execution of the contract, if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County is at any time while the Contract or any extension of the Contract is in effect,
an employee or agent of any other party to the Contract in any capacity or consultant to any other
party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to
A.R.S §38-511 the County may recoup any fee or commission paid or due to any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County from any other party to the contract arising as the result of the Contract.
6.9
OFFSET FOR DAMAGES;
In addition to all other remedies at law or equity, the County may offset from any money due to
the Contractor any amounts Contractor owes to the County for damages resulting from breach or
deficiencies in performance under this contract.
6.10
ADDITIONS/DELETIONS OF SERVICE:
The County reserves the right to add and/or delete products and/or services provided under this
Contract. If a requirement is deleted, payment to the Contractor will be reduced proportionately to
the amount of service reduced in accordance with the proposal price. If additional services and/or
products are required from this Contract, prices for such additions will be negotiated between the
Contractor and the County.
6.11
RELATIONSHIPS:
In the performance of the services described herein, the Contractor shall act solely as an
independent contractor, and nothing herein or implied herein shall at any time be construed as to
create the relationship of employer and employee, partnership, principal and agent, or joint venture
between the District and the Contractor.
6.12
SUBCONTRACTING:
The Contractor may not assign this Contract or subcontract to another party for performance of the
terms and conditions hereof without the written consent of the County, which shall not be
Dec 22, 2011 7:35:09 AM MST
p. 52
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
unreasonably withheld. All correspondence authorizing subcontracting must reference the
Proposal Serial Number and identify the job project.
6.13
AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa
County Materials Management shall be responsible for approving all amendments for Maricopa
County.
6.14
6.15
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
6.14.1
In accordance with section MCI 367 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and
other records and back-up documentation relevant to this Contract for six (6) years after
final payment or until after the resolution of any audit questions which could be more
than six (6) years, whichever is latest. The County, Federal or State auditors and any
other persons duly authorized by the Department shall have full access to, and the right to
examine, copy and make use of, any and all said materials.
6.14.2
If the Contractor’s books, records , accounts, statements, reports, files, and other records
and back-up documentation relevant to this Contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse Maricopa
County for the services not so adequately supported and documented.
AUDIT DISALLOWANCES:
If at any time, County determines that a cost for which payment has been made is a disallowed
cost, such as overpayment, County shall notify the Contractor in writing of the disallowance.
County shall also state the means of correction, which may be but shall not be limited to
adjustment of any future claim submitted by the Contractor by the amount of the disallowance, or
to require repayment of the disallowed amount by the Contractor.
6.16
ALTERNATIVE DISPUTE RESOLUTION:
6.16.1
6.16.2
Dec 22, 2011 7:35:09 AM MST
After the exhaustion of the administrative remedies provided in the Maricopa County
Procurement Code, any contract dispute in this matter is subject to compulsory
arbitration. Provided the parties participate in the arbitration in good faith, such
arbitration is not binding and the parties are entitled to pursue the matter in state or
federal court sitting in Maricopa County for a de novo determination on the law and facts.
If the parties cannot agree on an arbitrator, each party will designate an arbitrator and
those two arbitrators will agree on a third arbitrator. The three arbitrators will then serve
as a panel to consider the arbitration. The parties will be equally responsible for the
compensation for the arbitrator(s). The hearing, evidence, and procedure will be in
accordance with Rule 74 of the Arizona Rules of Civil Procedure. Within ten (10) days
of the completion of the hearing the arbitrator(s) shall:
6.16.1.1
Render a decision;
6.16.1.2
Notify the parties that the exhibits are available for retrieval; and
6.16.1.3
Notify the parties of the decision in writing (a letter to the parties or their
counsel shall suffice).
Within ten (10) days of the notice of decision, either party may submit to the arbitrator(s)
a proposed form of award or other final disposition, including any form of award for
attorneys’ fees and costs. Within five (5) days of receipt of the foregoing, the opposing
party may file objections. Within ten (10) days of receipt of any objections, the
p. 53
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
arbitrator(s) shall pass upon the objections and prepare a signed award or other final
disposition and mail copies to all parties or their counsel.
6.16.3
6.17
Any party which has appeared and participated in good faith in the arbitration
proceedings may appeal from the award or other final disposition by filing an action in
the state or federal court sitting in Maricopa County within twenty (20) days after date of
the award or other final disposition. Unless such action is dismissed for failure to
prosecute, such action will make the award or other final disposition of the arbitrator(s) a
nullity.
SEVERABILITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of this Contract.
6.18
RIGHTS IN DATA:
The County shall own have the use of all data and reports resulting from this Contract without
additional cost or other restriction except as provided by law. Each party shall supply to the other
party, upon request, any available information that is relevant to this Contract and to the
performance hereunder.
6.19
INTEGRATION:
This Contract represents the entire and integrated agreement between the parties and supersedes
all prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
6.20
Dec 22, 2011 7:35:09 AM MST
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §414401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
6.20.1
By entering into the Contract, the Contractor warrants compliance with the Immigration
and Nationality Act (INA using e-verify) and all other federal immigration laws and
regulations related to the immigration status of its employees and A.R.S. §23-214(A). The
contractor shall obtain statements from its subcontractors certifying compliance and shall
furnish the statements to the Procurement Officer upon request. These warranties shall
remain in effect through the term of the Contract. The Contractor and its subcontractors
shall also maintain Employment Eligibility Verification forms (I-9) as required by the
Immigration Reform and Control Act of 1986, as amended from time to time, for all
employees performing work under the Contract and verify employee compliance using the
E-verify system and shall keep a record of the verification for the duration of the
employee’s employment or at least three years, whichever is longer. I-9 forms are available
for download at USCIS.GOV.
6.20.2
The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph
6.20.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the
County’s intent to inspect and shall make the documents available at the time and date
specified. Should the County suspect or find that the Contractor or any of its subcontractors
are not in compliance, the County will consider this a material breach of the contract and
may pursue any and all remedies allowed by law, including, but not limited to: suspension
of work, termination of the Contract for default, and suspension and/or debarment of the
Contractor. All costs necessary to verify compliance are the responsibility of the
Contractor.
p. 54
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
6.21
6.22
6.23
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES
§§35-391.06 AND 35-393.06 BUSINESS RELATIONS WITH SUDAN AND IRAN:
6.21.1
By entering into the Contract, the Contractor certifies it does not have scrutinized business
operations in Sudan or Iran. The contractor shall obtain statements from its subcontractors
certifying compliance and shall furnish the statements to the Procurement Officer upon
request. These warranties shall remain in effect through the term of the Contract.
6.21.2
The County may request verification of compliance for any contractor or subcontractor
performing work under the Contract. Should the County suspect or find that the Contractor
or any of its subcontractors are not in compliance, the County may pursue any and all
remedies allowed by law, including, but not limited to: suspension of work, termination of
the Contract for default, and suspension and/or debarment of the Contractor. All costs
necessary to verify compliance are the responsibility of the Contractor.
CONTRACTOR LICENSE REQUIREMENT:
6.22.1
The Respondent shall procure all permits, insurance, licenses and pay the charges and
fees necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any required certification requirements, required by any and all governmental
or non-governmental entities as mandated to maintain compliance with and in good
standing for all permits and/or licenses. The Respondent shall keep fully informed of
existing and future trade or industry requirements, Federal, State and Local laws,
ordinances, and regulations which in any manner affect the fulfillment of a Contract and
shall comply with the same. Contractor shall immediately notify both Materials
Management and the using agency of any and all changes concerning permits, insurance
or licenses.
6.22.2
Respondents furnishing finished products, materials or articles of merchandise that will
require installation or attachment as part of the Contract, shall possess any licenses
required. A Respondent is not relieved of its obligation to posses the required licenses by
subcontracting of the labor portion of the Contract. Respondents are advised to contact
the Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1525 to ascertain
licensing requirements for a particular contract. Respondents shall identify which
license(s), if any, the Registrar of Contractors requires for performance of the Contract.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
6.23.1
Dec 22, 2011 7:35:09 AM MST
The undersigned (authorized official signing for the Contractor) certifies to the best of his
or her knowledge and belief, that the Contractor, defined as the primary participant in
accordance with 45 CFR Part 76, and its principals:
6.23.1.1
are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
6.23.1.2
have not within 3-year period preceding this Contract been convicted of or
had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State or local) transaction or contract under a
public transaction; violation of Federal or State antitrust statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
6.23.1.3
are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (2) of this certification; and
p. 55
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
6.23.1.4
6.24
have not within a 3-year period preceding this Contract had one or more
public transaction (Federal, State or local) terminated for cause of default.
6.23.2
Should the Contractor not be able to provide this certification, an explanation as to why
should be attached to the Contact.
6.23.3
The Contractor agrees to include, without modification, this clause in all lower tier
covered transactions (i.e. transactions with subcontractors) and in all solicitations for
lower tier covered transactions related to this Contract.
PRICES:
Contractor warrants that prices extended to County under this Contract are no higher than those
paid by any other customer for these or similar services.
6.25
GOVERNING LAW:
This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or
lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States
District Court for the District of Arizona, sitting in Phoenix, Arizona
6.26
ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this Contract and Contractor’s license agreement, if
applicable, the terms of this Contract shall prevail.
6.27
INCORPORATION OF DOCUMENTS:
The following are to be attached to and made part of this Contract:
Dec 22, 2011 7:35:09 AM MST
6.27.1
Exhibit A, Pricing;
6.27.2
Exhibit B, Scope of Work;
6.27.3
Exhibit C, Service Level Agreement
p. 56
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
IN WITNESS WHEREOF, this Contract is executed on the date set forth above.
CONTRACTOR
AUTHORIZED SIGNATURE
PRINTED NAME AND TITLE
ADDRESS
DATE
MARICOPA COUNTY
CHAIRMAN, BOARD OF SUPERVISORS
DATE
ATTESTED:
CLERK OF THE BOARD
DATE
APPROVED AS TO FORM:
LEGAL COUNSEL
Dec 22, 2011 7:35:09 AM MST
DATE
p. 57
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP NIGP CODE 94879. 952-62, 958-56
PRICING SHEET
BIDDER NAME:
VENDOR #:
BIDDER ADDRESS:
P.O. ADDRESS:
BIDDER PHONE #:
BIDDER FAX #:
COMPANY WEB SITE:
COMPANY CONTACT (REP):
E-MAIL ADDRESS (REP):
OTHER GOV'T. AGENCIES MAY USE THIS CONTRACT: _____YES _____ NO
PAYMENT TERMS: BIDDER IS REQUIRED TO PICK ONE OF THE FOLLOWING.
FAILURE TO CHOOSE A TERM WILL RESULT IN A DEFAULT TO NET 30.
NET 10
____________________
NET 15
____________________
NET 20
____________________
NET 30
____________________
NET 45
____________________
NET 60
____________________
NET 90
____________________
2% 10 DAYS NET 30
____________________
1% 10 DAYS NET 30
____________________
2% 30 DAYS NET 31
____________________
1% 30 DAYS NET 31
____________________
5% 30 DAYS NET 31
____________________
1.0 PRICING: ASO
1.1 BEHAVIORAL HEALTH
YEAR 1
1.1.1 EMPLOYEE
$__________
1.1.2 EE + SPOUSE
$__________
1.1.3 EE+CHILDREN
$__________
1.1.4 EE+SPOUSE AND CHILDREN $__________
YEAR 2
$_________
$_________
$_________
$_________
YEAR 3
$_________
$_________
$_________
$_________
RATE CAP
YEAR 6
1.1.5 EMPLOYEE
________%
1.1.6 EE + SPOUSE
________%
1.1.7 EE+CHILDREN
________%
1.1.8 EE+SPOUSE AND CHILDREN ________%
RATE CAP
YEAR 7
________%
________%
________%
________%
RATE CAP
YEAR 8
________%
________%
________%
________%
2.0 EMPLOYEE ASSISTANCE SERVICES (FULLY INSURED)
YEAR 1
YEAR 2
2.1 PER COVERED EMPLOYEE PER
$__________
MONTH
$_________
YEAR 3
$_________
RATE CAP
YEAR 6
2.2 PER COVERED EMPLOYEE PER
________%
MONTH
RATE CAP
YEAR 8
________%
Dec 22, 2011 7:35:09 AM MST
RATE CAP
YEAR 7
________%
p. 58
Maricopa County
3.0 NUMBER OF PROVIDERS IN NETWORK
Bid 11146-RFP
________
3.1 GUARANTEED OVERALL NETWORK DISCOUNT (BEHAVIORAL HEALTH)
Note: ASO Pricing assumes that the vendor will charge a fee per covered employee for
claims administration and that the County will pay actual claims as the emerge. It also assumes
that the vendor will include the network of providers designed and managed by the same vendor.
The ASO pricing does not expect a separate contract for or a separate provider network
Dec 22, 2011 7:35:09 AM MST
p. 59
Maricopa County
YEAR 4
$_________
$_________
$_________
$_________
YEAR 5
$_________
$_________
$_________
$_________
RATE CAP
YEAR 9
________%
________%
________%
________%
RATE CAP
YEAR 10
________%
________%
________%
________%
YEAR 4
$_________
YEAR 5
$_________
RATE CAP
YEAR 9
________%
RATE CAP
YEAR 10
________%
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
p. 60
Maricopa County
Bid 11146-RFP
________%
Dec 22, 2011 7:35:09 AM MST
p. 61
Maricopa County
Bid 11146-RFP
RFP TOOL
11146 ATTACHMENT D
1.1 BEHAVIORAL HEALTH AND SUBSTANCE ABUSE BENEFITS (Self Insured)
1.1.1
PROPOSED BENEFITS
1.1.1.1 The Behavioral Health Benefits shall be self insured by the County (the County shall be responsible
the cost of the claim). The Contractor is expected to provide Administrative Services Only (ASO) for
County. They include but are not limited to Program Administration, Claims Processing, Cost
Containment, Coordination with other County Contractors (i.e. Disability Administrator) and provid
Professional Network of providers.
Vendor Response
1.1.1.2 The behavioral health/substance abuse benefit is a confidential service to help benefit-eligible
employees and their covered dependents support and maintain their emotional well being. Service
covered under this benefit are for problems that are more complex than routine EAP issues. These
services help the participant deal with a wide range of issues, including but not limited to depressio
severe stress and anxiety, alcohol or drug dependency, eating disorders, grief and loss, anger
management, financial worries, and compulsive gambling. Through these services, the participant
receives confidential face-to-face counseling when experiencing a personal challenge. The County h
elected to exercise the option for non-federal governmental employers to opt out of the Mental He
Parity and Addiction Equity Act (MHPAEA).
Vendor Response
1.1.1.3 The County’s Summary Plan Design (SPD) is attached as Exhibit 4. The only services available out-of
network are individual and group therapy visits. All in-network services must be authorized by the
contractor. Out-of-network services do not require authorization.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 62
Maricopa County
Bid 11146-RFP
1.1.1.4 The behavioral health/substance abuse benefit must also coordinate case management services wi
the Short-Term Disability Program contractor to ensure that an appropriate mental health provider
treats applicants for short-term disability with a mental health diagnosis. The behavioral health
contractor must also provide disability assessments and case management of such individuals with
specific emphasis on returning the employee to work as soon as possible. Such assessments and ca
management must include input from the employee’s manager, if the short-term disability is due to
complicated by work-related issues. The contractor must also coordinate with the short-term disab
contractor to provide outreach to individuals receiving short-term disability who are potentially
undiagnosed with anxiety, depression, psychosocial stress or other behavioral health conditions.
Vendor Response
1.1.1.5 Additionally, the contractor must coordinate services and share data with other contractors with w
the County contracts for medical, pharmacy, and short-term disability benefits.
Vendor Response
1.2 EMPLOYEE ASSISTANCE SERVICES (FULLY INSURED):
Vendor Response
1.2.1
Dec 22, 2011 7:35:09 AM MST
PROPOSED BENEFITS:
p. 63
Maricopa County
Bid 11146-RFP
1.2.1.1 The EAP is a confidential service providing short-term assistance to all employees (regardless of ben
eligibility) and their dependents. The EAP helps individuals manage personal, non-clinical problems
(such as mounting credit card debt, divorce and child custody matters, and shelter from abusive
relationships).as well as clinical issues. The EAP helps maintain their emotional well being, while he
the County address employee emotional issues early on, before they manifest into disruptions in th
workplace. The EAP deals with a spectrum of emotional issues that affect employees, from
relationships (family and marital concerns) to stress, job-related matters, legal and financial issues,
chemical and alcohol dependency and anxiety. EAP is also a critical management tool for the Count
providing assistance in areas such as workplace violence and trauma, critical incident stress debrief
and management consultation. The EAP also assists with mandatory referrals for employees and
provides a substance abuse professional for those employees in safety sensitive positions such as
employees who use a commercial driver’s license (CDL) as part of their job. Through these services
participant receives confidential face-to-face or telephonic counseling when experiencing a persona
challenge.
Vendor Response
1.2.1.2
These services must include the following:
1.2.1.2.1 Up to 8 free individual solution-focused short-term counseling sessions for all employees and their
dependents, per issue per year; assessment and referral to network providers or community social
services resources;
Vendor Response
1.2.1.2.2 24/7 crisis and trauma intervention, 24/7 critical incident stress debriefing with on-site resources
available within no more than 2 hours; homicidal/suicidal risk assessment; emergency triage; a
dedicated toll free telephone number;
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 64
Maricopa County
Bid 11146-RFP
1.2.1.2.3 Development and training programs for employees and management; supervisory, management, a
organizational consultations; legal and financial services; and DOT services.
Vendor Response
1.2.1.3
The EAP services must also coordinate case management services with the Short-Term Disability
Program contractor to ensure that an appropriate mental health provider treats applicants for shor
term disability with a mental health diagnosis.
Vendor Response
1.3 TIMELY DELIVERY OF SERVICE
1.3.1
The contractor must provide timely delivery of services by providing toll free telephone number,
staffed telephone coverage 24 hours per day, 7 days per week for all services including initial
assessment referral, emergency phone consultations, on-call services, urgent, routine care and
Management Consultation (EAP). Telephone calls must be answered with an average answer speed
30 seconds or less.
Vendor Response
1.3.2
Appointments must be scheduled with an appropriate provider located within 10 miles or 30 minut
of the metropolitan area or within 30 miles or 45 minutes of the rural area within 2 days for urgent
care and 5 working days for routine care. Additionally, the contractor must respond to emergency
crisis/trauma calls within 30 minutes of telephone contact and have face-to-face contact within 24
hours.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 65
Maricopa County
1.3.3
Bid 11146-RFP
The contractor must provide a professionally trained and skilled critical incident stress debriefing te
7 days per week, 24 hours per day to provide onsite resources within 2 hours when requested by th
County.
Vendor Response
1.4 INITIAL CONTACT AND PROBLEM ASSESSMENT:
1.4.1
The contractor shall assess and determine the extent and nature of the behavioral problem. The
contractor will either schedule additional sessions or triage services to the appropriate level of care
and/or the appropriate community resource. The assessment may include if appropriate, a
psychological and/or chemical dependency evaluation.
Vendor Response
1.4.2
The contractor will have a formal intake process, which may include providing the client with
assessment instruments, client rights, grievance procedures, confidentiality policy and intake forms
The provider must accommodate initial intake appointments during the day, evening and weekend
Vendor Response
1.4.3
Security provisions will be provided, i.e. non-public entrances and/or waiting rooms for "high profil
clients, for example; judges and law enforcement personnel, who require anonymity from constitu
and/or clients.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 66
Maricopa County
Bid 11146-RFP
1.5 COST CONTAINMENT:
1.5.1
The contractor will be expected to provide assistance to client’s at the most appropriate level of ca
by assessing the presenting problem and triaging to the appropriate service or benefit. The contrac
will be expected to use methodologies, which will ensure that the client’s issues can be resolved in
EAP sessions when this level of care has been determined to be most appropriate. Quality of care w
be maintained by ensuring that those clients with severe or specialized needs who require care at a
higher level are referred to a mental health provider through the behavioral health/substance abus
benefit.
Vendor Response
1.5.2
The responsibility of the contractor will be to control cost to both the employee and the plan witho
sacrificing quality of care or successful outcomes. Quality of care will be measured by customer
satisfaction ratings, which must include questions regarding the quality of care and service received
from the provider and whether the presenting problem was resolved and other also through other
industry acceptable measures, such as health plan employer data and information set ambulatory
follow-up. Outcomes will be measured and reported by the contractor who must use testing
instruments to measure the client’s symptoms prior to and after intervention. Follow-up surveys w
provided to self-referred and supervisory referred employees after 30 days and again after 6 month
determine if interventions were successfully implemented. If the employee is a supervisory referra
follow-up survey will be issued to supervisors (following release of information from employee) aft
30 days and 6 months to determine positive changes in work situation.
Vendor Response
1.6
SERVICES:
1.6.1
The contractor must have a procedure for informing established employees as well as new hires of
services provided and how to access services. This would include informational materials, payroll
stuffers, videos, brochures, posters and live presentations. Additionally, the contractor must provid
communication pieces that compliment the health initiatives identified by the County and for high
utilization of services/conditions.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 67
Maricopa County
1.6.2
Bid 11146-RFP
The County requires the contractor to post specific communication pieces to their Web site at the
County’s request and their Web site link be placed on the County’s Intranet and Internet Web sites
that employees will be able to access information about services and support available through the
and behavioral health/substance abuse benefits.
Vendor Response
1.6.3
A one-time orientation to Directors, managers and supervisors will be required as well as providing
ongoing information at new hire orientations. The staff must be willing to undergo a one-day traini
program for a representative group of their staff member, e.g. director and clinical supervisors, wh
will provide an overview of Maricopa County departments, organizational structure, policies and
procedures.
Vendor Response
1.6.4
This same information will be given to the remaining staff in coordination with the Maricopa Count
the contractor’s scheduled staff meetings.
Vendor Response
1.6.5
The contractor will provide presentations, as well as coordinated training, that complies with the D
Free Workplace Act of 1988 and CDL requirements. Staff must have experience and training in
delivering and facilitating training and education programs which deal with mental health, health
related and supervisory issues.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 68
Maricopa County
1.6.6
Bid 11146-RFP
There are employees that hold commercial drivers licenses (CDL) in Maricopa County. A minimum o
training sessions are given per year with a group size ranging from 5-20 individuals. The contractor’
involvement in this training consists of a 20-30 minute presentation of services available to employ
Additionally the contractor will be required to offer a minimum of twelve, 1-8 hour trainings a year
topics dealing with mental health, health related and supervisory issues.
Proposer to respond with their program including maximum number of hours.
Vendor Response
1.7 PROVIDER CAPABILITIES:
1.7.1
Providers must be educated, trained, credentialed by the State of Arizona, and capable of identifyi
and handling a variety of psychological, behavioral, substance abuse and work related issues. The
contractor must have a network of trained and qualified personnel experienced in providing critica
incident stress debriefing and trauma intervention for the wide range of departments in Maricopa
County including law enforcement and health care personnel. The contractor must also have provid
within its network with the ability to perform lethality (employee and dependants) assessments an
handle work place violence issues.
Vendor Response
1.7.2
The contractor must have male and female clinical staff members with a minimum of one Spanish
speaking employee and translation services for clients who are non-English or non-Spanish speakin
There must be at least one staff member who is a psychologist certified by the State of Arizona to
provide evaluation and counseling for the County population and to serve as a clinical supervisor to
staff, and a minimum of two alcohol and drug counselors certified by the State of Arizona. One
counselor who is familiar with law enforcement organizations and their issues is preferred. These
positions may be Contractor employees or sub-contractors and should be identified as such in the
proposal.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 69
Maricopa County
1.7.3
Bid 11146-RFP
All facilities must meet Americans with Disabilities Act (ADA) requirements and guidelines, includin
access to a TTY (Telephone Text) for the hearing impaired or providing translation services.
Vendor Response
1.7.4
The contractor will conduct regular case review staffing as well as clinical supervision of the respect
cases based on the severity of the case and/or situation. Assessments must occur on a regular basis
with staff to provide feedback on the effectiveness of their performance and of the program.
Vendor Response
1.7.5
The contractor will keep its staff members current on new and on-going information regarding issu
and/or topics of concern related to the organizations it serves.
Vendor Response
1.7.6
Telephone calls to the EAP must be answered by live counselors who have master’s degrees in soc
work or psychology and are Certified Employee Assistance Professionals (CEAP) or CEAP-eligible wit
average of five years of EAP experience. The counselors must be skilled at making the member feel
comfortable, assessing risk, and helping the member take the most appropriate next step toward
problem resolution. The counselor’s approach must be to listen beneath the surface in order to ide
any underlying problems and to offer comprehensive solutions. When it is clear that mental health
outpatient treatment or a more intensive level of care is appropriate, the counselor with clinical
expertise will authorize care under the mental health benefit in a seamless procedure that is invisib
the member.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
Bid 11146-RFP
1.8 REPORTING REQUIREMENTS:
1.8.1
An audited annual report must be provided each year 6/1/13 through 6/30/16. The contractor mu
be financially solvent as demonstrated by audited annual reports that include financial statements
the past three calendar years.
Vendor Response
1.8.2
The contractor must conduct and provide a SAS 70 audit report of their claims payment system at l
bi-annually to support the County’s annual external audit.
Vendor Response
1.8.3
Report data must be provided electronically in Excel compatible format to allow Maricopa County t
manipulate the data. Reports must be accessible to the County through a secure Web site.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 71
Maricopa County
1.8.4
Bid 11146-RFP
The provider shall furnish electronic quarterly and annual utilization reports for each program
(behavioral health/substance abuse and EAP) by County Department (unless the size of the departm
is less than 50) with summary-level statistical EAP utilization Behavioral Health claims data on
employee/dependent utilization, demographics, diagnosis, and type and number of services (inpati
outpatient counseling, etc.). Reports must contain an analysis of the utilization comparing utilizatio
the contractor’s book of business and to the applicable County department’s industry, outcome
measures, effectiveness of treatment type, cost savings and quality assurance of services. Reports m
also contain suggestions for actions the County can take to tackle any trend identified in the utilizat
and to improve the overall mental health of its employees.
Vendor Response
1.8.5
In order to provide the level of reporting required, the contractor must be able to accept and store
enrollment and claims data (tape) according to the following account structure:
Level 1 Group
Level 2 Sub Groups: PeopleSoft payroll system and Non-payroll
Level 3 Eligibility Type for each sub-group (active, elected officials, contract, COBRA, retirees over a
under age
Level 4: Department
Vendor Response
1.8.6
The contractor must track retiree experience in separate sub-groups from active employees and m
not blend premium rates with those of active employee rates. Retiree sub-groups are Over 65 and
Under 65.
Vendor Response
1.8.7
Dec 22, 2011 7:35:09 AM MST
The contractor must track active employee experience in separate sub-groups. Active sub-groups a
Active Employees, Elected Officials, Contract Employees, and Public Safety.
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Maricopa County
Bid 11146-RFP
Vendor Response
1.9 UNDERWRITING REQUIREMENTS:
1.9.1
Your proposal should take into consideration the following:
1.9.2
The effective date of the contract will be July 1, 2013. The proposal must be for firm fixed rates for
years one through three with a not-to-exceed increase for years four, five and six.
Vendor Response
1.9.3
Written seven-month notification of the final renewal rate change will be given prior to the anniver
dates for years four through six, and will include supporting documentation.
Vendor Response
1.9.4
The County will self-administer premiums.
Vendor Response
1.9.5
The contractor must track claims experience and provide such experience to the County in conjunc
with renewals past the initial contract year.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
1.9.6
Bid 11146-RFP
The contractor must provide a minimum of 12 months of historical data upon termination of the
contract at no additional cost.
Vendor Response
1.9.7
The contractor must provide claims payment services for 6 months upon termination of the contra
no additional cost.
Vendor Response
1.9.8
The County may correct legitimate administrative errors and is the final determinant when such err
have occurred. No evidence of insurability will be required The County shall be the final determinan
for all eligibility issues.
Vendor Response
1.9.9
The contract’s rate change date and anniversary will fall on July 1st. All contract or benefit changes
only occur on this date unless previously agreed to in writing by all parties. The County reserves the
right to annually change benefit designs it considers in its best interest.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
1.9.10
Bid 11146-RFP
The County maintains the right to cancel the contract of a contractor at any time, if there is a signif
change, in the County’s opinion, in the contractor’s operation of the plan. Such operational issues
include but are not limited to, adequacy of the provider network, satisfaction with customer servic
quality of the plan services, timeliness of claims payment and satisfaction by the County’s employe
Vendor Response
1.9.11
The contractor (or their sub-contractor) shall be responsible for drafting, producing and distributing
subject to County review and approval, of all communication materials, certificates of coverage, pla
summaries and administrative forms to be available on-line. However, the County will make the fin
determination as to the number of hard copy documents needed on hand at any point in time.
Vendor Response
1.9.12
The contractor shall provide each participant using services with a satisfaction survey, which will
determine satisfaction level with customer services, the network, the counselor, the quality of serv
and satisfaction with the benefits. The results of these surveys shall be reported to the County as
required in the Reporting Section.
Vendor Response
1.10 MANDATORY CONTRACTOR’S QUALIFICATIONS (BOTH):
1.10.1
Both services, Behavioral Health and Employee Assistance Program Services shall be provided by th
same proposer. There shall be no sub-contracting of either service by the proposer.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
1.10.2
Bid 11146-RFP
The Contractor shall have a minimum of 1 million covered members nationwide.
Vendor Response
1.10.3
The contractor shall have their own network for the Behavioral Health Services (this may not be sub
contracted) and shall propose a minimum overall network discount. The EAP network may be subcontracted.
Vendor Response
1.10.4
The contractor must have experience meeting the demands and needs of over 6,000 employees as
as working with multiple businesses within an organization. The contractor must serve at least 5 pr
or public organizations and have a minimum of 5 years experience serving organizations in Arizona
a minimum of 5,000 employees.
Vendor Response
1.10.5
Five (5) references must be provided including name of employer, contact name, e-mail address an
phone number of contact person, number of employees, time period for which services were provi
and utilization rates (ranges). Proposers are required to provide this information for both the EAP a
Behavioral Health references.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 76
Maricopa County
1.10.6
Bid 11146-RFP
The contractor must be able to have sufficient providers located in the geographic areas where
employees reside to serve a population of approximately 11,500 employees throughout Maricopa a
adjoining counties. The contractor must have at least 5 open providers within 10 miles or 30 minut
the metropolitan employee population and at least 2 providers within 30 miles or 45 minutes of th
rural employee population.
Vendor Response
1.10.7
Contractor shall have and maintains a network, such that 90% of eligible members shall have acces
a choice of network providers by implementation and annually that meets this requirement, therea
that complies with the following access standards, measured using home zip codes and commercia
available geographic access software, with the default settings for urban, suburban and rural
geographies” of Five EAP practitioners within 10 miles or 30 minutes (urban/suburban)
Vendor Response
1.10.8
The contractor must provide a network comparison to the current behavioral health/substance abu
and EAP networks and offer contracts to qualified providers that are not within their network in
sufficient time to contract with such providers before the contract commences. In absence of a full
executed contract with such providers, the contractor must provide continued services with no
additional financial responsibility of the patient for a transitional period of at least 3 months.
Vendor Response
1.10.9
The size and qualifications of the contractor’s staff shall adequately meet the needs of Maricopa
County employee population. The contractor shall provide staffing levels that can meet the deman
an increased client base or would be willing to increase staff to meet demands. The contractor shal
maintain qualified and appropriate staffing levels at all times.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 77
Maricopa County
1.10.10
Bid 11146-RFP
The contractor shall be able to respond to crisis calls within 30 minutes and be on site at the applic
County location within 2 hours.
Vendor Response
1.10.11
The contractor shall provide counselors locally to provide face-to-face session’s as well optional
telephonic counseling.
Vendor Response
1.10.12
The contractor shall provide a marketing strategy and materials to promote services to Maricopa
County employees.
Vendor Response
1.10.13
The contractor shall coordinate services, participate in studies and share data with other contracto
with whom the County holds contracts including but not limited to medical, pharmacy, and short-te
disability, at the County’s request.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 78
Maricopa County
1.10.14
Bid 11146-RFP
For all services, the contractor shall provide easy access to the right care, the right place of service,
the right practitioner with consideration to licensure and clinical specialization, language capabilitie
and cultural competencies, geographic location and appointment availability.
Vendor Response
1.10.15
The contractor shall have (for the Behavioral Health Services) full accreditation by either NCQA or
JCAHO. (proof of accreditation must be included under other data section 3.10.6)
Vendor Response
1.11
YOUR PROPOSAL SHOULD TAKE INTO CONSIDERATION THE FOLLOWING:
1.11.1
The claims administrator must verify eligibility for coverage under each benefit. County will provid
eligibility list at least monthly.
Vendor Response
1.11.2
The contractor will be responsible for producing and mailing certificates of creditable coverage, as
required by HIPAA, to the employee and covered dependents.
Vendor Response
1.11.3
The contractor must provide experience to the County in conjunction with any renewals past the in
contract year.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 79
Maricopa County
1.11.4
Bid 11146-RFP
Select County personnel will have the option of contacting the contractor directly or may refer the
employee to a provider in a pre-selected core group established by the contractor.
Vendor Response
1.11.5
Employee Assistance Plan takeover will be on a “no-loss, no-gain” basis; that is, no individual will lo
coverage or be subject to a new pre-existing conditions limitation solely on the basis of a change in
contractor. Any actively at-work provision will be waived for participants who are not actively at w
(including those who are confined to a hospital) and who are not eligible for extended coverage un
the current contractor’s program(s).
Vendor Response
1.11.6
The contractor must provide run out services for claims for 6-months from the end of the contract.
Vendor Response
1.11.7
No minimum participation requirements will be allowed. Rates must be guaranteed unless the activ
enrollment level changes by more than 20% based on open enrollment data.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 80
Maricopa County
1.11.8
Bid 11146-RFP
The contractor shall provide a full annual accounting within six months of the end of the policy yea
and will show all premium components including but not limited to capitation and paid, pending an
claims in appeal status, retention analysis, beginning and ending reserves, and pooled premiums an
claims.
Vendor Response
1.11.9
Eligibility for active employees and retirees will be provided electronically via ADP (version 8.8 or
higher). The contractor must be able to accept and process such file in a mutually agreed upon form
within 48 hours of receipt. Contractor must also be able to generate an electronic exception report
the County within five working days from applying the data from each file.
Vendor Response
1.11.10
Eligibility and enrollment information and premium payments for COBRA participants will be provid
by the County’s COBRA Administrator (ADP).
Vendor Response
1.11.11
The contractor may subcontract certain aspects of the contract, but shall be responsible for overal
performance. The contractor is responsible for disclosing and notifying the County of any significan
changes in such relationships as soon as practical without jeopardizing ongoing negotiations.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 81
Maricopa County
1.11.12
Bid 11146-RFP
The County reserves the right to audit the contractor’s claim processing, payments and membershi
records, with reasonable notice.
Vendor Response
1.11.13
The contractor, by submitting a response to these services, acknowledges the County’s right to sel
the auditor, and further agrees to allow the auditor to determine the sample, cooperate fully with s
auditor and waive any and all fees associated with providing access to the County’s claim records
including use of the contractor’s staff time to assist in the audit. The audits may include, but is not b
limited to, the following:
Vendor Response
1.11.13.1 Determinations of any mathematical errors in computation.
Vendor Response
1.11.13.2 Determinations that only eligible insureds have had claims paid.
Vendor Response
1.11.13.3 Review of inpatient and outpatient hospital, laboratory, physician and other provider charges per
service.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 82
Maricopa County
Bid 11146-RFP
1.11.13.4 Review of turnaround time in claim processing.
Vendor Response
1.11.13.5 Review of duplicate, denied claims and claims in appeal status.
Vendor Response
1.11.13.6
The audits may be conducted during the policy period and/or upon completion of the policy period
and/or following submission of the final policy report by the contractor at the discretion of the Cou
Vendor Response
1.11.14
Additionally, the contractor may be requested to provide periodic eligibility lists or tapes to the Co
at no charge in order to reconcile participants’ eligibility.
Vendor Response
1.11.15
Dec 22, 2011 7:35:09 AM MST
If, at any time, the County has a reasonable belief that it is being systematically overcharged or do
billed under the contract, or that any other significant accounting irregularities exist, the County ma
conduct or hire an agent to conduct an audit of the Contractor’s books and records with respect to
Contract. Such audit shall be undertaken at Contractor’s expense.
p. 83
Maricopa County
Bid 11146-RFP
Vendor Response
1.11.16
The contractor shall agree to provide personnel to attend scheduled open enrollment meetings at
charge, at the County’s request.
Vendor Response
1.11.17
The successful contractor will implement Maricopa County in a timely fashion and will be measure
using the following operational milestones which must be included on their implementation work p
and will put a certain portion of their reimbursement at risk for completion of such tasks by the
effective date of the contract (unless the effective date is less than 60 days after award):
Vendor Response
1.11.17.1 Setting up the eligibility data (subscriber, dependents, correct plan selection, effective dates, etc.)
Vendor Response
1.11.17.2 Setting up the active employer group, the active retiree and retiree subgroups and COBRA subgrou
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 84
Maricopa County
Bid 11146-RFP
1.11.17.3 Setting up the benefit plans and corresponding benefit terms
Vendor Response
1.11.17.4 Setting up the provider contracts, corresponding contract terms and network relationships
Vendor Response
1.11.17.5 Correctly identifying services that need to be pre-authorized/pre-certified
Vendor Response
1.11.17.6 Establishing the claims edits or business rules
Vendor Response
1.11.17.7 Transition/coordination of care issues/procedures are provided and implemented correctly
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 85
Maricopa County
Bid 11146-RFP
1.11.17.8 Accurately paying in-network and out-of-network claims correctly according to the SPD (Evidence o
Coverage)
Vendor Response
1.11.17.9 Premium billing is correctly calculated with and without retroactivity
Vendor Response
1.11.17.10 Accurate member correspondence, ID Cards, EOBs, Provider Remittances and Reports
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 86
Maricopa County
Bid 11146-RFP
he County shall be responsible for
strative Services Only (ASO) for the
Claims Processing, Cost
bility Administrator) and providing a
ce to help benefit-eligible
r emotional well being. Services
han routine EAP issues. These
ng but not limited to depression,
ers, grief and loss, anger
hese services, the participant
ersonal challenge. The County has
ers to opt out of the Mental Health
e only services available out-ofces must be authorized by the
Dec 22, 2011 7:35:09 AM MST
p. 87
Maricopa County
Bid 11146-RFP
case management services with
opriate mental health provider
osis. The behavioral health
ement of such individuals with
sible. Such assessments and case
e short-term disability is due to or
nate with the short-term disability
sability who are potentially
ehavioral health conditions.
with other contractors with whom
Dec 22, 2011 7:35:09 AM MST
p. 88
Maricopa County
Bid 11146-RFP
ll employees (regardless of benefit
ersonal, non-clinical problems
rs, and shelter from abusive
emotional well being, while helping
manifest into disruptions in the
ffect employees, from
ters, legal and financial issues,
management tool for the County,
, critical incident stress debriefings
referrals for employees and
ty sensitive positions such as
eir job. Through these services, the
g when experiencing a personal
ons for all employees and their
providers or community social
iefing with on-site resources
ment; emergency triage; a
Dec 22, 2011 7:35:09 AM MST
p. 89
Maricopa County
Bid 11146-RFP
t; supervisory, management, and
th the Short-Term Disability
vider treats applicants for short-
toll free telephone number,
services including initial
s, urgent, routine care and
with an average answer speed of
ed within 10 miles or 30 minutes
al area within 2 days for urgent
r must respond to emergency
face-to-face contact within 24
Dec 22, 2011 7:35:09 AM MST
p. 90
Maricopa County
Bid 11146-RFP
cal incident stress debriefing team
n 2 hours when requested by the
he behavioral problem. The
to the appropriate level of care
clude if appropriate, a
providing the client with
ntiality policy and intake forms.
the day, evening and weekend.
waiting rooms for "high profile"
quire anonymity from constituents
Dec 22, 2011 7:35:09 AM MST
p. 91
Maricopa County
Bid 11146-RFP
he most appropriate level of care
service or benefit. The contractor
ent’s issues can be resolved in 8
t appropriate. Quality of care will
ed needs who require care at a
havioral health/substance abuse
e employee and the plan without
be measured by customer
ity of care and service received
d and other also through other
d information set ambulatory
or who must use testing
ervention. Follow-up surveys will be
0 days and again after 6 months to
ployee is a supervisory referral, a
nformation from employee) after
ployees as well as new hires of the
ormational materials, payroll
ally, the contractor must provide
ed by the County and for high
Dec 22, 2011 7:35:09 AM MST
p. 92
Maricopa County
Bid 11146-RFP
n pieces to their Web site at the
ntranet and Internet Web sites so
d support available through the EAP
e required as well as providing
ng to undergo a one-day training
or and clinical supervisors, which
tional structure, policies and
ation with the Maricopa County at
ining, that complies with the Drug
experience and training in
al with mental health, health
Dec 22, 2011 7:35:09 AM MST
p. 93
Maricopa County
Bid 11146-RFP
Maricopa County. A minimum of 15
20 individuals. The contractor’s
of services available to employees.
welve, 1-8 hour trainings a year on
rizona, and capable of identifying
and work related issues. The
xperienced in providing critical
e of departments in Maricopa
ontractor must also have providers
d dependants) assessments and
th a minimum of one Spanish
English or non-Spanish speaking.
ied by the State of Arizona to
serve as a clinical supervisor to
y the State of Arizona. One
eir issues is preferred. These
ld be identified as such in the
Dec 22, 2011 7:35:09 AM MST
p. 94
Maricopa County
Bid 11146-RFP
ments and guidelines, including
ng translation services.
nical supervision of the respective
s must occur on a regular basis
ance and of the program.
oing information regarding issues
o have master’s degrees in social
nals (CEAP) or CEAP-eligible with an
ed at making the member feel
appropriate next step toward
eath the surface in order to identify
n it is clear that mental health
, the counselor with clinical
amless procedure that is invisible to
Dec 22, 2011 7:35:09 AM MST
p. 95
Maricopa County
Bid 11146-RFP
gh 6/30/16. The contractor must
at include financial statements for
eir claims payment system at least
mat to allow Maricopa County to
ugh a secure Web site.
Dec 22, 2011 7:35:09 AM MST
p. 96
Maricopa County
Bid 11146-RFP
reports for each program
(unless the size of the department
ral Health claims data on
and number of services (inpatient,
utilization comparing utilization to
rtment’s industry, outcome
assurance of services. Reports must
y trend identified in the utilization
ust be able to accept and store
ontract, COBRA, retirees over and
from active employees and must
e sub-groups are Over 65 and
ub-groups. Active sub-groups are
Dec 22, 2011 7:35:09 AM MST
p. 97
Maricopa County
Bid 11146-RFP
must be for firm fixed rates for
r, five and six.
ill be given prior to the anniversary
ience to the County in conjunction
Dec 22, 2011 7:35:09 AM MST
p. 98
Maricopa County
Bid 11146-RFP
ata upon termination of the
upon termination of the contract at
nal determinant when such errors
ty shall be the final determinant
All contract or benefit changes will
arties. The County reserves the
Dec 22, 2011 7:35:09 AM MST
p. 99
Maricopa County
Bid 11146-RFP
r at any time, if there is a significant
plan. Such operational issues
tisfaction with customer service,
ction by the County’s employees.
ting, producing and distributing,
als, certificates of coverage, plan
er, the County will make the final
hand at any point in time.
atisfaction survey, which will
e counselor, the quality of services
be reported to the County as
Services shall be provided by the
y the proposer.
Dec 22, 2011 7:35:09 AM MST
p. 100
Maricopa County
Bid 11146-RFP
nationwide.
th Services (this may not be subThe EAP network may be sub-
ds of over 6,000 employees as well
tractor must serve at least 5 private
erving organizations in Arizona with
ontact name, e-mail address and
d for which services were provided
information for both the EAP and
Dec 22, 2011 7:35:09 AM MST
p. 101
Maricopa County
Bid 11146-RFP
he geographic areas where
ployees throughout Maricopa and
ers within 10 miles or 30 minutes of
n 30 miles or 45 minutes of the
ible members shall have access to
meets this requirement, thereafter,
ome zip codes and commercially
ban, suburban and rural
(urban/suburban)
ehavioral health/substance abuse
not within their network in
ommences. In absence of a fully
continued services with no
iod of at least 3 months.
meet the needs of Maricopa
evels that can meet the demands of
demands. The contractor shall
Dec 22, 2011 7:35:09 AM MST
p. 102
Maricopa County
Bid 11146-RFP
tes and be on site at the applicable
ce session’s as well optional
romote services to Maricopa
hare data with other contractors
medical, pharmacy, and short-term
Dec 22, 2011 7:35:09 AM MST
p. 103
Maricopa County
Bid 11146-RFP
care, the right place of service, and
cialization, language capabilities
creditation by either NCQA or
ction 3.10.6)
ach benefit. County will provide a
ates of creditable coverage, as
n with any renewals past the initial
Dec 22, 2011 7:35:09 AM MST
p. 104
Maricopa County
Bid 11146-RFP
actor directly or may refer the
he contractor.
asis; that is, no individual will lose
lely on the basis of a change in
pants who are not actively at work
gible for extended coverage under
s from the end of the contract.
be guaranteed unless the active
Dec 22, 2011 7:35:09 AM MST
p. 105
Maricopa County
Bid 11146-RFP
ths of the end of the policy year,
apitation and paid, pending and
erves, and pooled premiums and
ically via ADP (version 8.8 or
in a mutually agreed upon format
an electronic exception report for
OBRA participants will be provided
shall be responsible for overall
ng the County of any significant
ng ongoing negotiations.
Dec 22, 2011 7:35:09 AM MST
p. 106
Maricopa County
Bid 11146-RFP
ing, payments and membership
edges the County’s right to select
e sample, cooperate fully with such
o the County’s claim records
audits may include, but is not be
nd other provider charges per
Dec 22, 2011 7:35:09 AM MST
p. 107
Maricopa County
Bid 11146-RFP
completion of the policy period
tor at the discretion of the County.
ligibility lists or tapes to the County
tematically overcharged or doubleegularities exist, the County may
ks and records with respect to this
Dec 22, 2011 7:35:09 AM MST
p. 108
Maricopa County
Bid 11146-RFP
d open enrollment meetings at no
ly fashion and will be measured
n their implementation work plan
pletion of such tasks by the
0 days after award):
election, effective dates, etc.)
subgroups and COBRA subgroups
Dec 22, 2011 7:35:09 AM MST
p. 109
Maricopa County
Bid 11146-RFP
network relationships
implemented correctly
Dec 22, 2011 7:35:09 AM MST
p. 110
Maricopa County
Bid 11146-RFP
cording to the SPD (Evidence of
nces and Reports
Dec 22, 2011 7:35:09 AM MST
p. 111
Maricopa County
Bid 11146-RFP
RFP TOOL
11146 ATTACHEMNT E
2.1 Organizational Information
2.1.1
To how many employer groups does your organization provide EAP services only; behavioral health
services only; or both EAP and behavioral health services? How many covered employees does tha
represent for each? Report Maricopa County and national totals separately.
Vendor Response
2.1.2
How long has your organization been actively involved in providing managed behavioral health
programs? EAP programs? Describe your organization within the past five (5) years in regard to an
changes such as staffing, facilities, clinics, mergers, acquisitions, lawsuits, etc. Are there any
anticipated mergers, acquisitions or divestitures during the next three years? If yes, please provide
brief explanation.
Vendor Response
2.1.3
Does your organization maintain a $5,000,000 minimum amount of professional liability insurance?
What are the annual aggregate policy limits and self-insured retention? Do all providers maintain a
$1,000,000 minimum amount of professional liability and medical malpractice insurance?
Vendor Response
2.1.4
Dec 22, 2011 7:35:09 AM MST
Provide detailed information regarding any services which are subcontracted other than therapists
counselors.
p. 112
Maricopa County
Bid 11146-RFP
Vendor Response
2.1.5
Describe the key components that distinguish your services from any other managed behavioral he
provider. Cite a specific example where your organization has improved the quality of the delivery
managed behavioral health services, referencing specific studies or outcome results to prove the po
Vendor Response
2.1.6
Is your program accredited by any external review organization such as NCQA or JCAHO? If so, wha
type and level of accreditation do you hold; what is length of the accreditation; and when does it
expire?
Vendor Response
2.2 Plan Design and Services
2.2.1
Will you underwrite/administer the plan as outlined in the RFP?
Vendor Response
2.2.2
Dec 22, 2011 7:35:09 AM MST
Describe your organization’s assessment and referral services, specifically outlining the procedures
utilized. Describe your organization's appeals process. Explain your review criteria and how they w
developed. If the County pre-authorizes up to eight (8) EAP outpatient visits without going through
case management, would that present a problem for your organization? Why or why not? Do you
recommend a similar process for intermediate care levels? Why or why not?
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Maricopa County
Bid 11146-RFP
Vendor Response
2.2.3
Describe how the EAP program coordinates with the behavioral health program. In general, what
percentage of EAP cases transition to behavioral health cases? What percentage of your EAP provi
are also available as behavioral health providers? How do you assist a member if ongoing behaviora
health care is needed beyond the EAP visits and the EAP provider is not also a behavioral health
provider?
Vendor Response
2.2.4
Describe the typical assessment of and treatment protocol of the 5 most prevalent behavioral heal
conditions. Explain how variances from the typical treatment pattern are determined to be necess
and how they are administered.
Vendor Response
2.2.5
List and define all conditions that are covered by the network, e.g., alcohol dependency, chemical
dependency, eating disorders, family counseling, stress-related counseling, serious mental illness (i
schizophrenia, depression, etc.), codependency, chronic & organic disorders, etc. Specify any and a
exclusions or limitations on conditions covered.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 114
Maricopa County
2.2.6
Bid 11146-RFP
Describe your review and utilization management process for members in an out-patient setting.
Explain your review criteria and how they were developed. Describe your review and utilization
management process for members in an in-patient setting. Identify alternative levels of inpatient a
residential care available in your network and describe your discharge planning process.
Vendor Response
2.2.7
List recommendations that you have made to clients regarding plan design changes for EAP and
behavioral health services.
Vendor Response
2.2.8
What is the average length of time between an initial call from a member and a scheduled visit to a
counselor?
Vendor Response
2.2.9
What criteria does your organization use to identify members and types of cases eligible for case
management? Provide a clear explanation of how participants are selected for review. What diagno
categories or treatment modalities automatically trigger review by your system? Will your organiza
exchange data with the medical, pharmacy and short-term disability contractors for the purposes o
coordinating care?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 115
Maricopa County
2.2.10
Bid 11146-RFP
What is your protocol for crisis intervention? What resources and treatment options will be availab
to employees in the event of a crisis?
Vendor Response
2.2.11
How do you handle situations where a therapist or clinician does not demonstrate progress in work
with a member for treatment of a disorder? Explain how you monitor progress.
Vendor Response
2.2.12
Describe your claims submission process. Describe your billing process.
Vendor Response
2.2.13
In general, what are the recidivism rates for your covered members? What are your procedures fo
proactively identifying potential members who may require repeat care for similar diagnosis, and w
actions do you take to prevent recidivism?
Vendor Response
2.2.14
rovide a geographic access report for each of the networks you are proposing, using the census dat
provided. Please use the full five-digit zip code when preparing this report. The report should incl
the following:
1. Five clinicians (open practice only) within ten miles
2. One behavioral health hospital within 15 miles
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 116
Maricopa County
2.2.15
Bid 11146-RFP
Describe the rules you use to determine coordination of benefits and your process for monitoring
administrating COB.
Vendor Response
2.2.16
Describe any website self-service capabilities available under the contract for the employer or
employees. Please provide the website address. Do you allow prospective clients to view your web
Vendor Response
2.2.17
What services is your organization prepared to provide for critical event debriefings, trauma
counseling, workplace violence & threat assessment, and suspected drug use assessment? Indicate
services are available onsite and if there are any restrictions that apply.
Vendor Response
2.3 Network Quality and Staff Capabilities
2.3.1
What quality assurance controls related to EAP and behavioral health services are in place within yo
organization? Who is responsible for monitoring and reporting on those controls, and what areas a
systematically reviewed? Discuss the consequences for failure to meet quality requirements. How
that information reported to the County?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 117
Maricopa County
2.3.2
Bid 11146-RFP
Explain your program for ongoing training of your staff in the intake, assessment, and utilization rev
functions.
Vendor Response
2.3.3
Explain your procedures for providing follow-up and after care once review and assessment is
completed.
Vendor Response
2.3.4
How does your organization ensure compliance with HIPAA? Describe any privacy/security breache
that your organization has had in the past 5 years. Have you been required to pay any fines as a re
of breaches? If so, please explain.
Vendor Response
2.3.5
Explain your credentialing and re-credentialing method for periodic review of relevant state and
national credentials and participation in continuing education or professional development program
How often is this reviewed?
Vendor Response
2.3.6
Dec 22, 2011 7:35:09 AM MST
What are your standard wait times for in-network triage and assessment, crisis counseling, urgent c
and routine care?
p. 118
Maricopa County
Bid 11146-RFP
Vendor Response
2.3.7
Provide your network directory for Maricopa County by specialty and office address. In Maricopa
County, what are your present and anticipated number and percentage of providers within each
specific professional responsibility (i.e., therapists, social workers, psychiatrists, psychologists, case
managers, etc.) and by specialty (marriage, family, adolescent, substance abuse, eating disorders,
sexual dysfunction, etc.)? What are your turnover rates for psychiatrists, psychologists, and clinical
social workers? Provide your current and target ratios for counselors/1,000 and counseling
sessions/1,000.
Vendor Response
2.3.8
Identify the location of your primary office(s) that will provide intake assessment services for the
County. Is intake assessment done in person or telephonically? Will you provide a toll-free telepho
number for assessment? What is the average hold time and abandonment rate? How long has this
office been operational?
Vendor Response
2.3.9
List your various facilities and clinics. Describe the scope of services available at each. Provide your
current and target ratio for(member) beds/1,000; target ratios for beds/1,000 under contract.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 119
Maricopa County
2.3.10
Bid 11146-RFP
Are professionals compensated on a per diem basis, discount from average billed charges or some
other method? Describe in detail, noting any differences by provider type. Do you have any specia
financial arrangements or performance incentive payments with providers in the event of relapse o
reoccurrence for the condition treated?
Vendor Response
2.3.11
Do you have a national network? Do you have any restrictions on the use of the network by out-of(or out-of-County) covered dependents?
Vendor Response
2.3.12
Describe your customer service philosophy and standards. How is customer satisfaction measured
reported to the County?
Vendor Response
2.3.13
What type of training do your IT professionals have in data security?
Vendor Response
2.3.14
Explain your process for the transition of care for employees (and consequently their dependents)
joining or leaving the County's employment. How will that work if the provider is not in your netwo
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 120
Maricopa County
2.3.15
Bid 11146-RFP
What is the role of the Medical Director in the utilization review process? Is the Medical Director
available full time to the EAP and behavioral health programs? What percentage of cases are revie
by this individual? What case criteria warrants the review and/or intervention of the Medical Direc
Vendor Response
2.4 Program Implementation
2.4.1
If your organization is selected to provide EAP/Behavioral Health services, what type of initial
orientation and communication do you recommend for the County and its employees? What type
ongoing training and seminars do you recommend? Are these services available on-site (including
behavioral health education)?
Vendor Response
2.4.2
Provide copies of your generic communication materials. Do you offer audio-visual presentations o
materials? If yes, please describe them. Do you offer any web-based training that could be accesse
several different employees from multiple locations at the same time?
Vendor Response
2.4.3
Describe how you would coordinate disability assessment and case management services with our
short-term disability contractor to ensure employees are being treated by the appropriate provider
return to work as quickly as possible. Describe how you would interface with the employee's super
if there was a work-related issue involved with the disability.
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 121
Maricopa County
2.4.4
Bid 11146-RFP
Suggest an implementation timetable to which your organization will be able to commit. Include
communications, training, network development and administrative set-up. Provide a list of tasks
along with the responsible party and the time anticipated to complete each task. Also, provide a pl
for transition-of-care issues.
Vendor Response
2.4.5
What portion of fees are you willing to put at risk to guarantee satisfactory compliance with the Sco
of Work?
Vendor Response
2.6 Reporting Capabilities
2.6.1
What type of internal review and analysis of providers and internal staff do you conduct for quality
assurance and fraud detection purposes?
Vendor Response
2.6.2
Provide copies of sample reports (e.g.; utilization reports) that can be produced for the County. Wh
specific data is stored within your database that can be released to third parties for independent
confidential evaluations/audits? In what format is the data made available?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 122
Maricopa County
2.6.3
Bid 11146-RFP
How will your organization determine whether your programs produce cost savings for the County?
What types of annual program evaluations will you prepare? Please include a sample evaluation.
Vendor Response
2.6.4
Describe the quality of your organization's systems used for patient tracking and producing reports
What mechanisms are in place to maintain confidentiality throughout the process?
Vendor Response
2.6.5
Are you currently equipped to provide quarterly reports to the County showing number of calls,
number of telephone assessments, number of in-office sessions, number of referrals analyzed by
general demographic and clinical categories? Can this be provided on a quarterly basis showing
monthly breakdowns? How soon after a quarter ends would the County receive such reports?
Vendor Response
2.6.6
Can your organization provide demographic analysis by employee, spouse and child and analysis by
diagnosis and length of stay on a case specific basis?
Vendor Response
2.6.7
Dec 22, 2011 7:35:09 AM MST
Complete the following utilization information for your organization's results in Maricopa County:
p. 123
Maricopa County
Bid 11146-RFP
Outpatient visits/1,000 members
Admissions/1,000 members
Bed Days/1,000 members
Average length of stay
Number of members covered
Vendor Response
2.6.9
Will you agree to conduct and report results on a Maricopa County-specific member satisfaction su
at least annually?
Vendor Response
2.7 Financial Status
Give your current financial position and the date at which such data is determined for the following
items:
2.7.1
Members
2.7.2
Assets
2.7.3
Liabilities
2.7.4
Net worth (assets – liabilities)
2.7.5
Net worth per member
2.7.6
Indicate the most recent ratings for your organization:
Standard & Poor
Duff & Phelps
A.M. Best
Moody’s
Vendor Response
Dec 22, 2011 7:35:09 AM MST
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Maricopa County
Bid 11146-RFP
2.8 Member Services
2.8.1
Can you make available a Maricopa County-specific toll free number for our members to use?
Vendor Response
2.8.2
What are your organization's hours of operation for EAP and/or Behavioral Health services? If not
available 24 hours/ 365 days per year, how do you handle emergency care?
Vendor Response
2.8.3
Is the first point of contact a voice activated system or a live individual?
Vendor Response
2.8.4
Describe the training process for the member services staff. What is the average length of service?
Would the County have a dedicated member services staff?
Vendor Response
2.8.5
How do you verify eligibility for EAP and/or behavioral health services? How do you handle callers
are reluctant to provide their name?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 125
Maricopa County
2.8.6
Bid 11146-RFP
How does your organization handle escalated issues?
Vendor Response
2.8.7
Please describe the grievance and dispute resolution process for participants and for providers.
Vendor Response
2.8.8
What level of experience and education must your member services staff possess?
Vendor Response
2.8.9
Does your organization coordinate mental health and chemical dependency benefits and referrals t
network or community resources?
Vendor Response
2.8.10
How does your organization ensure confidential service delivery to high profile clients?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 126
Maricopa County
2.8.12
Bid 11146-RFP
Describe your actions to continually add new providers to your network. On average, how many
individual and group providers join/leave your network annually?
Vendor Response
2.8.13
Are you able to accept wire transfers/electronic fund transfers?
Vendor Response
2.8.14
What is your turnover rate for your member services staff?
Vendor Response
2.8.15
Do your reports compare utilization for the County versus that of your overall or government book
business?
Vendor Response
2.8.16
What actionable steps have you taken from your most current customer satisfaction survey?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 127
Maricopa County
Bid 11146-RFP
2.8.17
At the County, active employees and members of their household (including domestic partners,
parents or stepchildren) have access to EAP services. Does this present any problems for your
organization? If so, what problems and why?
Vendor Response
Dec 22, 2011 7:35:09 AM MST
p. 128
Maricopa County
Bid 11146-RFP
services only; behavioral health
ny covered employees does that
managed behavioral health
st five (5) years in regard to any
uits, etc. Are there any
e years? If yes, please provide a
professional liability insurance?
on? Do all providers maintain a
alpractice insurance?
ntracted other than therapists and
Dec 22, 2011 7:35:09 AM MST
p. 129
Maricopa County
Bid 11146-RFP
y other managed behavioral health
ved the quality of the delivery of
outcome results to prove the point.
as NCQA or JCAHO? If so, what
reditation; and when does it
ically outlining the procedures
review criteria and how they were
nt visits without going through
on? Why or why not? Do you
Dec 22, 2011 7:35:09 AM MST
p. 130
Maricopa County
Bid 11146-RFP
th program. In general, what
t percentage of your EAP providers
a member if ongoing behavioral
not also a behavioral health
most prevalent behavioral health
n are determined to be necessary
lcohol dependency, chemical
seling, serious mental illness (i.e.,
sorders, etc. Specify any and all
Dec 22, 2011 7:35:09 AM MST
p. 131
Maricopa County
Bid 11146-RFP
ers in an out-patient setting.
your review and utilization
alternative levels of inpatient and
e planning process.
design changes for EAP and
mber and a scheduled visit to a
pes of cases eligible for case
lected for review. What diagnostic
our system? Will your organization
contractors for the purposes of
Dec 22, 2011 7:35:09 AM MST
p. 132
Maricopa County
Bid 11146-RFP
eatment options will be available
demonstrate progress in working
What are your procedures for
are for similar diagnosis, and what
roposing, using the census data
report. The report should include
Dec 22, 2011 7:35:09 AM MST
p. 133
Maricopa County
Bid 11146-RFP
d your process for monitoring and
ntract for the employer or
ective clients to view your website?
ent debriefings, trauma
drug use assessment? Indicate if
h services are in place within your
hose controls, and what areas are
eet quality requirements. How is
Dec 22, 2011 7:35:09 AM MST
p. 134
Maricopa County
Bid 11146-RFP
assessment, and utilization review
review and assessment is
be any privacy/security breaches
quired to pay any fines as a result
review of relevant state and
fessional development programs.
ment, crisis counseling, urgent care
Dec 22, 2011 7:35:09 AM MST
p. 135
Maricopa County
Bid 11146-RFP
d office address. In Maricopa
age of providers within each
ychiatrists, psychologists, case
ance abuse, eating disorders,
rists, psychologists, and clinical
s/1,000 and counseling
assessment services for the
you provide a toll-free telephone
nment rate? How long has this
available at each. Provide your
beds/1,000 under contract.
Dec 22, 2011 7:35:09 AM MST
p. 136
Maricopa County
Bid 11146-RFP
verage billed charges or some
r type. Do you have any special
viders in the event of relapse or
e use of the network by out-of-area
ustomer satisfaction measured and
nsequently their dependents)
he provider is not in your network?
Dec 22, 2011 7:35:09 AM MST
p. 137
Maricopa County
Bid 11146-RFP
cess? Is the Medical Director
t percentage of cases are reviewed
ervention of the Medical Director?
vices, what type of initial
and its employees? What type of
es available on-site (including
er audio-visual presentations or
training that could be accessed by
management services with our
ed by the appropriate provider and
ace with the employee's supervisor
Dec 22, 2011 7:35:09 AM MST
p. 138
Maricopa County
Bid 11146-RFP
l be able to commit. Include
set-up. Provide a list of tasks
te each task. Also, provide a plan
actory compliance with the Scope
taff do you conduct for quality
e produced for the County. What
hird parties for independent
Dec 22, 2011 7:35:09 AM MST
p. 139
Maricopa County
Bid 11146-RFP
ce cost savings for the County?
include a sample evaluation.
tracking and producing reports?
ut the process?
ty showing number of calls,
mber of referrals analyzed by
n a quarterly basis showing
unty receive such reports?
pouse and child and analysis by
s results in Maricopa County:
Dec 22, 2011 7:35:09 AM MST
p. 140
Maricopa County
Bid 11146-RFP
pecific member satisfaction survey
is determined for the following
Dec 22, 2011 7:35:09 AM MST
p. 141
Maricopa County
Bid 11146-RFP
for our members to use?
avioral Health services? If not
the average length of service?
es? How do you handle callers who
Dec 22, 2011 7:35:09 AM MST
p. 142
Maricopa County
Bid 11146-RFP
ticipants and for providers.
staff possess?
ndency benefits and referrals to
igh profile clients?
Dec 22, 2011 7:35:09 AM MST
p. 143
Maricopa County
Bid 11146-RFP
ork. On average, how many
ur overall or government book of
mer satisfaction survey?
Dec 22, 2011 7:35:09 AM MST
p. 144
Maricopa County
Bid 11146-RFP
ncluding domestic partners,
ent any problems for your
Dec 22, 2011 7:35:09 AM MST
p. 145
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 3
Count of Empl ID
Postal/Zip
Total
85001
6
85002
10
85003
47
85004
33
85005
6
85006
58
85007
49
85008
114
85009
78
85010
1
85011
3
85012
44
85013
108
85014
90
85015
109
85016
131
85017
69
85018
117
85019
55
85020
110
85021
101
85022
144
85023
98
85024
74
85027
112
85028
77
85029
133
85030
3
85031
41
85032
156
85033
99
85034
9
85035
93
85037
161
85040
65
85041
237
85042
131
85043
146
85044
124
85045
21
85046
1
85048
115
85050
69
85051
125
85053
108
Dec 22, 2011 7:35:09 AM MST
p. 146
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 3
85054
85060
85063
85064
85066
85067
85068
85069
85070
85071
85074
85076
85078
85079
85080
85082
85083
85085
85086
85087
85118
85119
85120
85122
85123
85124
85127
85128
85132
85138
85139
85140
85142
85143
85145
85178
85193
85194
85201
85202
85203
85204
85205
85206
85207
85208
85209
Dec 22, 2011 7:35:09 AM MST
10
5
7
6
15
8
5
8
1
3
1
3
1
6
4
7
70
61
113
20
11
22
20
9
4
1
2
1
2
39
20
53
90
34
1
2
1
2
91
91
85
150
94
81
92
61
83
p. 147
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 3
85210
85211
85212
85213
85214
85215
85216
85217
85218
85219
85220
85222
85224
85225
85226
85228
85232
85233
85234
85236
85238
85239
85240
85242
85243
85244
85246
85248
85249
85250
85251
85252
85253
85254
85255
85256
85257
85258
85259
85260
85262
85263
85266
85267
85268
85269
85272
Dec 22, 2011 7:35:09 AM MST
86
4
71
80
3
36
5
1
6
11
8
9
127
153
112
1
2
127
173
4
10
19
7
66
14
7
4
62
83
37
51
5
26
94
44
1
59
28
22
39
5
2
8
2
36
3
1
p. 148
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 3
85273
85274
85275
85277
85280
85281
85282
85283
85284
85285
85286
85295
85296
85297
85298
85299
85301
85302
85303
85304
85305
85306
85307
85308
85310
85311
85312
85318
85320
85321
85322
85323
85324
85325
85326
85327
85329
85331
85335
85337
85338
85339
85340
85342
85343
85345
85346
Dec 22, 2011 7:35:09 AM MST
1
1
3
2
4
80
140
144
47
11
72
86
148
93
49
13
123
164
112
114
41
95
42
205
50
5
10
4
3
1
2
225
11
1
202
4
4
43
108
15
266
220
135
6
1
242
1
p. 149
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 3
85351
85352
85353
85354
85355
85358
85361
85363
85364
85373
85374
85375
85376
85377
85378
85379
85380
85381
85382
85383
85385
85387
85388
85390
85392
85395
85396
85541
85635
85641
85653
85704
85718
85728
85745
85932
85935
86004
86047
86314
86323
86329
86332
86333
Grand Total
Dec 22, 2011 7:35:09 AM MST
38
1
170
20
49
4
15
18
1
49
155
22
1
6
19
189
5
109
128
97
4
28
80
9
170
89
33
2
1
1
1
1
1
1
1
1
1
1
1
3
1
1
1
3
11811
p. 150
Maricopa County
Count of Empl ID
Postal/Zip Total
85001
85002
85003
85004
85005
85006
85007
85008
85009
85010
85011
85012
85013
85014
85015
85016
85017
85018
85019
85020
85021
85022
85023
85024
85027
85028
85029
85030
85031
85032
85033
85034
85035
85037
85040
85041
85042
85043
85044
85045
85046
85048
85050
85051
85053
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
5
9
37
28
6
53
38
102
66
1
2
37
82
79
95
110
62
94
50
85
77
117
87
64
104
63
115
3
34
133
87
9
83
135
61
196
104
129
99
16
1
84
52
113
89
p. 151
Maricopa County
85054
85060
85063
85064
85066
85067
85068
85069
85071
85074
85076
85078
85079
85080
85082
85083
85085
85086
85087
85118
85119
85120
85122
85123
85124
85127
85128
85132
85138
85139
85140
85142
85143
85145
85178
85193
85194
85201
85202
85203
85204
85205
85206
85207
85208
85209
85210
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
8
4
6
6
15
7
5
8
3
1
2
1
6
4
7
53
46
88
16
7
20
18
6
4
1
2
1
2
34
18
44
71
26
1
2
1
1
84
82
75
127
76
65
74
56
70
79
p. 152
Maricopa County
85211
85212
85213
85214
85215
85216
85217
85218
85219
85220
85222
85224
85225
85226
85228
85232
85233
85234
85236
85238
85239
85240
85242
85243
85244
85246
85248
85249
85250
85251
85252
85253
85254
85255
85257
85258
85259
85260
85262
85263
85266
85267
85268
85269
85272
85273
85274
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
4
59
62
3
28
4
1
5
8
6
8
106
135
92
1
2
102
131
4
9
18
7
55
13
7
3
50
66
29
42
4
14
73
31
53
23
10
31
5
2
5
2
23
3
1
1
1
p. 153
Maricopa County
85275
85277
85280
85281
85282
85283
85284
85285
85286
85295
85296
85297
85298
85299
85301
85302
85303
85304
85305
85306
85307
85308
85310
85311
85312
85318
85320
85321
85322
85323
85324
85325
85326
85327
85329
85331
85335
85337
85338
85339
85340
85342
85345
85346
85351
85352
85353
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
3
2
4
68
112
112
33
10
60
67
117
67
41
10
111
135
96
96
36
81
37
163
41
3
10
2
1
1
2
189
10
1
175
4
4
31
87
10
220
186
98
3
209
1
30
1
144
p. 154
Maricopa County
85354
85355
85358
85361
85363
85364
85373
85374
85375
85376
85377
85378
85379
85380
85381
85382
85383
85385
85387
85388
85390
85392
85395
85396
85541
85635
85653
85704
85718
85932
86004
86047
86314
86323
86329
86332
86333
Grand Total
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
18
43
3
10
12
1
38
123
19
1
4
14
155
5
88
109
83
4
20
63
6
142
66
30
1
1
1
1
1
1
1
1
3
1
1
1
3
9769
p. 155
Maricopa County
EXHIBIT 4
Bid 11146-RFP
BEHAVIORAL HEALTH AND
EMPLOYEE ASSISTANCE PROGRAM SUMMARY
Maricopa County offers both an Employee Assistance Program (EAP) and Behavioral Health
Benefit administered by Magellan Health Services (Magellan). All employees (including contract
and temporary) and their dependents are eligible for the EAP Program. Dependents under EAP
are defined differently than under your health and dental plans. EAP services are available to
anyone living in your household and children attending school out-of-state or who live out-ofstate, if you are responsible for their benefits. However, the Behavioral Health benefit is limited
to those employees who have elected CIGNA medical coverage (except for CIGNA Choice Fund
Health Savings Account) and to their covered dependents.
Protecting your confidentiality is Magellan’s top priority. All records, including personal
information, referrals and evaluations, are kept confidential in accordance with federal and
state laws. Release of information can be given only with your written consent, except where
required by law (e.g., when child abuse is suspected or when posing a danger to self or others).
EAP PROGRAM SUMMARY
Sometimes employees face problems that they cannot solve. Concerns can become
overwhelming and affect work performance, personal happiness, family relations and personal
health. When this occurs, professional help may be needed to resolve the problem before it
becomes a larger issue.
The Employee Assistance Program (EAP) offered through Magellan is an employer-paid benefit
that provides short-term counseling for both personal and work-related issues for you and your
dependents. There is no premium charged to you for this benefit and there is no copayment
when you use this service. You will be assisted by a behavioral health professional who will
ensure that you receive treatment at the most appropriate level for your situation.
Your EAP provides a full range of counseling and referral services for individual, family and
marital concerns, stress and job-related matters, child and domestic abuse, chemical and
alcohol dependency assessment, and legal or financial issues. Counseling is available by phone
or in- person, depending on your preference.
Counseling
Your EAP benefit provides up to eight individual counseling sessions for you and your
dependents per person, per problem, per year. If sufficient need is shown, upon your approval,
your counselor may encourage other members of your family to participate in your sessions.
Legal Consultation
Your EAP provides legal consultation services. You can call and be referred to an attorney for a
prepaid initial in-person consultation or for an immediate telephonic consultation on issues
such as estate planning; family and divorce law, civil and criminal matters, and more. One free
one-hour consultation per plan year is covered. Ongoing services are offered at discounted
rates.
Financial Counseling
Your EAP also includes services to help you reach your financial goals. When you call, you’ll be
put in touch with a financial expert who can provide information and answer questions on a
Dec 22, 2011 7:35:09 AM MST
p. 156
Maricopa County
EXHIBIT 4
Bid 11146-RFP
wide range of topics, including planning for retirement, debt consolidation, and more.
Unlimited telephonic service is covered. Additionally, one free, initial in-person one hour
session is covered per plan year.
For more information regarding the EAP benefit or to make an appointment, contact Magellan
at 1-888-213-5125, 24 hours a day, seven days a week or online at www.magellanhealth.com.
For details about the EAP benefit, refer to the Magellan brochure located on the EBC/Intranet
at http://ebc.maricopa.gov/ehi or on the Internet Web site at www.maricopa.gov/benefits.
BEHAVIORAL HEALTH AND SUBSTANCE ABUSE BENEFIT SUMMARY
The behavioral health benefit, which is provided to you and covered dependents enrolled in a
CIGNA medical plan (except for CIGNA Choice Fund Health Savings Account), provides services
that support your well-being. You can receive confidential counseling whenever you and/or
your eligible dependents are faced with a personal challenge. These services help you deal with
a wide range of issues, including:
Alcohol or drug dependency
Anger management
Autism
Compulsive gambling
Depression
Eating disorders
Grief and loss
Severe stress and anxiety
And more
Provided below is a summary of your benefits. It is important for you to understand that innetwork benefits received through a participating provider are payable only if each service is
determined to be medically necessary and pre-authorized by Magellan before you start
treatment. Certain out-of-network services (such as inpatient, residential, intensive outpatient,
and partial hospitalization), also require pre-authorization by Magellan before services are
received. However, out-of-network outpatient individual or group counseling services do not
require pre-authorization.
In addition to the behavioral health and substance abuse services provided by Magellan,
Sheriff’s Office employees and their dependents may access the Sheriff’s Office Behavioral
Health Services Unit by calling 602-876-1852.
For details about the Magellan behavioral health and substance abuse benefit, refer to the
Behavioral Health and Substance Abuse Plan Description on the EBC/Intranet at
http://ebc.maricopa.gov/ehi or on the Internet Web site at www.maricopa.gov/benefits.
For more information regarding the Magellan behavioral health and substance abuse benefit,
claims payment, to obtain pre-authorization or to find a participating in-network provider,
contact Magellan, 24 hours a day, seven days a week at 1-888-213-5125.
Out-of-network claims should be mailed to Magellan, P. O. Box 1098, Maryland Heights, MO
63043.
Dec 22, 2011 7:35:09 AM MST
p. 157
Maricopa County
Level of
Care
In-Network
Benefit
EXHIBIT 4
In-Network
Rules
Bid 11146-RFP
Out-of-Network
Benefit
30 days per year (in- and out-ofnetwork combined)
Inpatient
Hospitalization
30 days per year
(in- and out-of-network
combined)
$25 co-pay per day
Preauthorization
required
Benefit is derived from
trading unused inpatient
hospitalization days for
up to 30 partial
hospitalization days per
year.
Partial
Hospitalization
30 partial day per year
(in- and out-of-network
combined) Benefit is
traded at 2 partial days
for 1 inpatient day.
$500 deductible; Plan pays $250
per day after deductible is met.
Pre-authorization required.
It is the member’s
responsibility to obtain preauthorization for initial and
concurrent reviews.
All other costs after plan payment
of $250 per day are member’s
responsibility.
Failure to obtain preauthorization results in no
reimbursement.
Benefit derived from trading
unused inpatient hospitalization
days for up to 30 partial
hospitalization days per year.
Preauthorization
required
$20 co-pay per day.
Pre-authorization required.
It is the member’s
30 partial days per year (in- and
responsibility to obtain preout-of-network combined) Benefit authorization for initial and
is traded at 2 partial days for 1
concurrent reviews.
inpatient day.
Failure to obtain
$250 deductible. Plan pays $125
Pre-authorization results in
per day after deductible. All costs no reimbursement.
after plan payment of $125 per
day are member’s responsibility.
Residential
Treatment
60 days per year;
$12.50 copay per day
Intensive
Outpatient
(IOP)
Pre-authorization
required.
$100/program copay
45 IOP visits per year (inapplies to a
and out-ofcontinuous episode
network combined)
of care in IOP. If
$100 co-pay per
patient discontinues
program.
& restarts program, a
new $100 copay is
applied.
45 IOP visits per year (in- and outof-network combined) Plan pays
$40 per visit. All other costs after
plan payment of $40 per visit are
member’s responsibility.
Outpatient
Therapy
(individual,
family, and
medication
evaluation)
Unlimited visits;
$20 co-pay per visit.
Preauthorization
required.
Unlimited visits; Plan pays $25 per
visit. All other costs after plan
No pre-authorization
payment of $25 per visit are
required
member’s responsibility.
Outpatient
Group
Psychotherapy
Unlimited visits;
$5 co-pay per visit.
Pre-authorization
required
Unlimited visits; Plan pays $15 per
visit. All other costs after plan
No pre-authorization
payment of $15 per visit are
required
member’s responsibility.
Ongoing
Medication
Management
Unlimited visits;
$10 co-pay per visit.
Pre-authorization
required
Unlimited visits; Plan pays $25 per
visit. All other costs after plan
No pre-authorization
payment of $25 per visit are
required
member’s responsibility
Lifetime
Maximums
No lifetime maximum
Autism Coverage
Dec 22, 2011 7:35:09 AM MST
Pre-authorization
required
Out-of-Network
Rules
No benefit
N/A
Pre-authorization required.
It is the member’s
responsibility to obtain preauthorization for initial and
concurrent reviews.
Failure to obtain preauthorization results in no
reimbursement.
No lifetime maximum
No maximum limit
p. 158
EXHIBIT
5
Maricopa
County
Dec 22, 2011 7:35:09 AM MST
Bid 11146-RFP
p. 159
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 6
Count of Empl ID
Employee Status
Regular
Dec 22, 2011 7:35:09 AM MST
Full/Part Time
Postal/Zip Full-Time
Part-Time Grand Total
85001
6
6
85002
11
11
85003
51
51
85004
33
1
34
85005
6
6
85006
65
1
66
85007
49
1
50
85008
123
1
124
85009
80
80
85010
1
1
85011
3
3
85012
48
48
85013
116
2
118
85014
97
97
85015
113
2
115
85016
141
3
144
85017
74
74
85018
126
3
129
85019
60
60
85020
116
2
118
85021
110
2
112
85022
144
2
146
85023
102
3
105
85024
80
1
81
85027
114
114
85028
78
3
81
85029
144
144
85030
4
4
85031
46
1
47
85032
162
162
85033
103
103
85034
13
13
85035
108
1
109
85036
1
1
85037
170
170
85040
74
74
85041
244
3
247
85042
140
2
142
85043
160
3
163
85044
130
130
85045
20
2
22
85046
1
1
85048
117
2
119
85050
73
1
74
85051
134
134
p. 160
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 6
85053
85054
85060
85063
85064
85066
85067
85068
85069
85071
85074
85076
85078
85079
85080
85082
85083
85085
85086
85087
85117
85118
85119
85120
85122
85123
85124
85127
85128
85130
85132
85138
85139
85140
85142
85143
85145
85178
85193
85194
85201
85202
85203
85204
85205
85206
85207
Dec 22, 2011 7:35:09 AM MST
114
11
6
7
8
16
10
5
8
4
2
3
1
6
4
8
74
64
111
20
1
12
26
18
10
4
1
3
1
1
2
43
22
52
91
38
1
1
1
1
99
95
88
155
93
84
96
2
1
2
3
1
1
1
4
1
3
1
114
13
6
7
8
16
11
5
8
4
2
3
1
6
4
8
74
66
114
20
1
12
26
18
10
4
1
3
1
1
2
43
22
52
91
39
1
2
1
1
100
99
88
156
96
85
96
p. 161
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 6
85208
85209
85210
85211
85212
85213
85214
85215
85216
85217
85218
85219
85220
85222
85224
85225
85226
85228
85232
85233
85234
85236
85238
85239
85240
85242
85243
85244
85246
85248
85249
85250
85251
85252
85253
85254
85255
85256
85257
85258
85259
85260
85262
85263
85266
85267
85268
Dec 22, 2011 7:35:09 AM MST
67
82
97
4
72
83
4
39
5
1
5
10
7
9
134
167
118
1
2
133
175
4
11
20
7
66
14
9
4
64
81
37
52
5
22
99
41
1
62
29
20
43
6
2
7
2
33
2
1
1
1
1
2
4
1
3
1
3
2
3
3
2
1
1
67
82
97
4
74
83
4
39
5
1
6
10
7
9
135
168
119
1
2
135
179
4
11
20
7
66
14
9
4
65
84
38
55
5
24
102
44
1
64
30
20
44
6
2
7
2
33
p. 162
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 6
85269
85271
85272
85273
85274
85275
85277
85280
85281
85282
85283
85284
85285
85286
85295
85296
85297
85298
85299
85301
85302
85303
85304
85305
85306
85307
85308
85310
85311
85312
85318
85320
85321
85322
85323
85324
85325
85326
85327
85329
85331
85335
85337
85338
85339
85340
85342
Dec 22, 2011 7:35:09 AM MST
3
1
1
1
2
3
2
5
82
146
155
49
11
72
88
146
88
52
14
136
171
116
120
42
98
43
212
50
6
10
4
2
1
2
236
11
1
215
4
4
42
116
13
281
232
133
4
2
3
3
1
1
4
1
2
1
1
1
1
4
2
1
1
2
1
1
3
1
1
1
2
3
2
5
84
149
158
49
12
72
89
150
89
54
14
137
171
117
120
42
98
44
213
54
6
10
4
2
1
2
238
11
1
215
4
4
42
117
14
283
233
134
4
p. 163
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 6
85343
85345
85346
85351
85352
85353
85354
85355
85358
85361
85363
85364
85373
85374
85375
85376
85377
85378
85379
85380
85381
85382
85383
85385
85387
85388
85390
85392
85395
85396
85541
85616
85635
85641
85653
85704
85718
85745
85756
85932
85935
86004
86047
86314
86323
86329
86332
Dec 22, 2011 7:35:09 AM MST
1
261
1
36
1
175
21
51
4
15
18
1
50
155
21
1
4
20
202
5
113
135
98
4
26
83
6
182
88
38
3
1
1
1
1
1
1
4
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
3
1
1
1
1
262
1
36
1
176
21
51
4
15
18
1
50
156
21
1
5
21
203
5
113
135
102
4
26
83
7
183
89
38
3
1
1
1
1
1
1
1
1
1
1
1
1
3
1
1
1
p. 164
Maricopa County
Bid 11146-RFP
11146 EXHIBIT 6
86333
R Total
Dec 22, 2011 7:35:09 AM MST
3
12333
141
3
12474
p. 165
Maricopa County
Bid 11146-RFP
EXHIBIT 7
Magellan Expenditures
Claims Paid
ASO Fees
Coaching Services
Total Expenditures
Dec 22, 2011 7:35:09 AM MST
Fiscal Year 2010
1,490,511.90
393,330.40
128,455.28
2,012,297.58
Fiscal Year 2011
1,095,439.85
301,770.00
194,900.00
1,592,109.85
p. 166
EXHIBIT
8
Maricopa
County
Sheriff
Joe Arpaio
County Attorney
William Montgomery
Superior Court
Judges &
Commissioners
Court Administration
Marcus Reinkensmeyer
Superintendent
of Schools
Don Covey
Constables
Recorder
Helen Purcell
Assessor
Keith Russell
Justices of the Peace
Superior Court
Norman Davis
Presiding Judge
Adult Probation
Barbara Broderick
Bid 11146-RFP
Municipal Court Judges
Elections
Karen Osborne
Star Call Center
David Sobieski
Treasurer
Charles Hoskins
Juvenile Probation
& Detention
Vincent Iaria
Clerk of the Court
Michael Jeanes
Elected
Position
KEY
Appointed
Position
Board of Supervisors
Citizens
Serving
Citizens
Andrew Kunasek, Chairman
Fulton Brock, Don Stapley, Max Wilson, Mary Rose Wilcox
Internal
Audit
Ross Tate
Maricopa County
Citizens
Gov’t Relations
Richard Bohan
Planning &
Development
Air Quality
William Wiley
Environmental
Services
John Kolman
Public Health
Dr. Robert
England
Administration
Chris Pinuelas
Communications
Cari Gerchick
Stadium District
Daren Frank
Regional
Development Services
Joy Rich,
Asst. County Manager
County Manager
David Smith
Justice System
Planning
Clerk of the
Board
Fran McCarroll
Diversity
Ed Guerrero
Integrated
Criminal Justice
Info. Systems
Facilities Mgmt.
Janet Palacino
Emergency
Management
Pete Weaver
Management
& Budget
Correctional
Health
Tom Tegeler
Human
Resources
Deputy County
Manager
Sandi Wilson
Risk
Management
Rocky Armfield
Community Collaboration
Dr. Rodrigo Silva
Asst. County Manager
General
Government
Shawn Nau
Parks and
Recreation
RJ Cardin
Dec 22, 2011 7:35:09 AM MST
Human
Services
Trish Georgeff
Public
Fiduciary
Gary Strickland
Public Advocate
Christina Phillis
Contract Counsel
Enterprise
Technology
Stephen Wetzel,
CIO
Public Works
Kenny Harris
Asst. County Manager
Equipment
Services
John Cantu
Flood Control
Tim Phillips
Chief Financial Officer
Shelby Scharbach
Public Defender
Jim Haas
Legal Defender
Marty Lieberman
Research
& Reporting
Ken Andersen
Library
District
Cindy
Kolaczynski
Medical
Examiner
David Boyer
Public Defense Services
James Logan
Legal Advocate
Bruce Peterson
Bus. Strategies &
Health Care Prog.
Chris Bradley
Animal Care
& Control
Citizens
Serving
Citizens
Transportation
John Hauskins
Solid Waste
(vacant)
Chief Procurement
Officer
Wes Baysinger
UPDATED 9/7/2011
CMO APPROVAL
p. 167
EXHIBIT
8
Maricopa
County
Sheriff
Joe Arpaio
County Attorney
William Montgomery
Superior Court
Judges &
Commissioners
Court Administration
Marcus Reinkensmeyer
Superintendent
of Schools
Don Covey
Constables
Recorder
Helen Purcell
Assessor
Keith Russell
Justices of the Peace
Superior Court
Norman Davis
Presiding Judge
Adult Probation
Barbara Broderick
Bid 11146-RFP
Municipal Court Judges
Elections
Karen Osborne
Star Call Center
David Sobieski
Treasurer
Charles Hoskins
Juvenile Probation
& Detention
Vincent Iaria
Clerk of the Court
Michael Jeanes
Elected
Position
KEY
Appointed
Position
Board of Supervisors
Citizens
Serving
Citizens
Andrew Kunasek, Chairman
Fulton Brock, Don Stapley, Max Wilson, Mary Rose Wilcox
Internal
Audit
Ross Tate
Maricopa County
Citizens
Gov’t Relations
Richard Bohan
Planning &
Development
Air Quality
William Wiley
Environmental
Services
John Kolman
Public Health
Dr. Robert
England
Administration
Chris Pinuelas
Communications
Cari Gerchick
Stadium District
Daren Frank
Regional
Development Services
Joy Rich,
Asst. County Manager
County Manager
David Smith
Justice System
Planning
Clerk of the
Board
Fran McCarroll
Diversity
Ed Guerrero
Integrated
Criminal Justice
Info. Systems
Facilities Mgmt.
Janet Palacino
Emergency
Management
Pete Weaver
Management
& Budget
Correctional
Health
Tom Tegeler
Human
Resources
Deputy County
Manager
Sandi Wilson
Risk
Management
Rocky Armfield
Community Collaboration
Dr. Rodrigo Silva
Asst. County Manager
General
Government
Shawn Nau
Parks and
Recreation
RJ Cardin
Dec 22, 2011 7:35:09 AM MST
Human
Services
Trish Georgeff
Public
Fiduciary
Gary Strickland
Public Advocate
Christina Phillis
Contract Counsel
Enterprise
Technology
Stephen Wetzel,
CIO
Public Works
Kenny Harris
Asst. County Manager
Equipment
Services
John Cantu
Flood Control
Tim Phillips
Chief Financial Officer
Shelby Scharbach
Public Defender
Jim Haas
Legal Defender
Marty Lieberman
Research
& Reporting
Ken Andersen
Library
District
Cindy
Kolaczynski
Medical
Examiner
David Boyer
Public Defense Services
James Logan
Legal Advocate
Bruce Peterson
Bus. Strategies &
Health Care Prog.
Chris Bradley
Animal Care
& Control
Citizens
Serving
Citizens
Transportation
John Hauskins
Solid Waste
(vacant)
Chief Procurement
Officer
Wes Baysinger
UPDATED 9/7/2011
CMO APPROVAL
p. 168
Maricopa County
Bid 11146-RFP
SERIAL 11146-RFP
(DRAFT CONTRACT)
CONTRACT PURSUANT TO RFP
SERIAL 11146 -RFP
This Contract is entered into this _____ day of ____________, 20__ by and between Maricopa County (“County”),
a political subdivision of the State of Arizona, and _______________________________, an Arizona corporation
(“Contractor”) for the purchase of Behavioral Health and employee Assistance services.
1.0
CONTRACT TERM:
1.1
This Contract is for a term of five (5) years, beginning on the 1st day of July, 2013 and
ending the 30th day of June, 2018.
1.2
The County may, at its option and with the agreement of the Contractor, renew the term
of this Contract for additional terms up to a maximum of five (5) years, (or at the
County’s sole discretion, extend the contract on a month-to-month bases for a maximum
of six (6) months after expiration). The County shall notify the Contractor in writing of its
intent to extend the Contract term at least thirty (30) calendar days prior to the expiration of the
original contract term, or any additional term thereafter.
2.0
FEE ADJUSTMENTS:
Any request for a fee adjustments must be submitted one hundred and eighty (180) days prior to the current
Contract expiration. Requests for adjustment in cost of labor and/or materials must be supported by
appropriate documentation. If County agrees to the adjusted fee, County shall issue written approval of the
change. The reasonableness of the request will be determined by comparing the request with the
(Consumer Price Index) or by performing a market survey.
3.0
PAYMENTS:
3.1
As consideration for performance of the duties described herein, County shall pay Contractor the
sum(s) stated in Exhibit “A.”
3.2
Payment shall be made upon the County’s receipt of a properly completed invoice.
3.3
INVOICES:
3.3.1
The Contractor shall submit two (2) legible copies of their detailed invoice before
payment(s) can be made. At a minimum, the invoice must provide the following
information:
•
•
•
•
Dec 22, 2011 7:35:09 AM MST
Company name, address and contact
County bill-to name and contact information
Contract serial number
County purchase order number
p. 169
Maricopa County
•
•
•
•
•
•
•
•
•
4.0
5.0
6.0
Bid 11146-RFP
Invoice number and date
Payment terms
Date of service
Quantity
Contract Item number(s)
Description of service provided
Pricing per unit of service
Extended price
Total Amount Due
3.3.2
Problems regarding billing or invoicing shall be directed to the County as listed on the
Purchase Order.
3.3.3
Payment shall be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
(www.maricopa.gov/finance/vendors).
3.3.4
EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
AVAILABILITY OF FUNDS:
4.1
The provisions of this Contract relating to payment for services shall become effective when funds
assigned for the purpose of compensating the Contractor as herein provided are actually available
to County for disbursement. The County shall be the sole judge and authority in determining the
availability of funds under this Contract. County shall keep the Contractor fully informed as to the
availability of funds.
4.2
If any action is taken by any state agency, Federal department or any other agency or
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection
with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in
connection with, this Contract. In the event of termination, County shall be liable for payment
only for services rendered prior to the effective date of the termination, provided that such services
are performed in accordance with the provisions of this Contract. County shall give written notice
of the effective date of any suspension, amendment, or termination under this Section, at least ten
(10) days in advance.
DUTIES:
5.1
The Contractor shall perform all duties stated in Exhibit “B”, or as otherwise directed in writing
by the Procurement Officer.
5.2
During the Contract term, County shall provide Contractor’s personnel with adequate workspace
for consultants and such other related facilities as may be required by Contractor to carry out its
contractual obligations.
TERMS and CONDITIONS:
6.1
INDEMNIFICATION:
6.1.1
Dec 22, 2011 7:35:09 AM MST
To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold
harmless County, its agents, representatives, officers, directors, officials, and employees
from and against all claims, damages, losses and expenses, including, but not limited to,
attorney fees, court costs, expert witness fees, and the cost of appellate proceedings,
relating to, arising out of, or alleged to have resulted from the negligent acts, errors,
omissions, mistakes or malfeasance relating to the performance of this Contract.
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Contractor’s duty to defend, indemnify and hold harmless County, its agents,
representatives, officers, directors, officials, and employees shall arise in connection with
any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions
or mistakes in the performance of this Contract by the Contractor, as well as any person
or entity for whose acts, errors, omissions, mistakes or malfeasance Contractor may be
legally liable.
6.2
6.1.2
The amount and type of insurance coverage requirements set forth herein will in no way
be construed as limiting the scope of the indemnity in this paragraph.
6.1.3
The scope of this indemnification does not extend to the sole negligence of County.
INSURANCE REQUIREMENTS:
6.2.1
Contractor, at Contactor’s own expense, shall purchase and maintain the herein stipulated
minimum insurance from a company or companies duly licensed by the State of Arizona
and possessing a current A.M. Best, Inc. rating of A-, VII or higher. In lieu of State of
Arizona licensing, the stipulated insurance may be purchased from a company or
companies, which are authorized to do business in the State of Arizona, provided that
said insurance companies meet the approval of County. The form of any insurance
policies and forms must be acceptable to County.
6.2.2
All insurance required herein shall be maintained in full force and effect until all work or
service required to be performed under the terms of the Contract is satisfactorily
completed and formally accepted. Failure to do so may, at the sole discretion of County,
constitute a material breach of this Contract.
6.2.3
Contractor’s insurance shall be primary insurance as respects County, and any insurance
or self-insurance maintained by County shall not contribute to it.
6.2.4
Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect the County’s right to coverage
afforded under the insurance policies.
6.2.5
The insurance policies may provide coverage that contains deductibles or self-insured
retentions. Such deductible and/or self-insured retentions shall not be applicable with
respect to the coverage provided to County under such policies. Contactor shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Contractor to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
6.2.6
County reserves the right to request and to receive, within 10 working days, certified
copies of any or all of the herein required insurance certificates. County shall not be
obligated to review policies and/or endorsements or to advise Contractor of any
deficiencies in such policies and endorsements, and such receipt shall not relieve
Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of
Contractor’s obligations under this Contract.
6.2.7
The insurance policies required by this Contract, except Workers’ Compensation shall
name County, its agents, representatives, officers, directors, officials and employees as
Additional Insureds.
6.2.8
The policies required hereunder, except Workers’ Compensation shall contain a waiver of
transfer of rights of recovery (subrogation) against County, its agents, representatives,
officers, directors, officials and employees for any claims arising out of Contractor’s
work or service.
6.2.9
Commercial General Liability.
Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000
Dec 22, 2011 7:35:09 AM MST
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Bid 11146-RFP
Products/Completed Operations Aggregate, and $2,000,000 General Aggregate Limit.
The policy shall include coverage for bodily injury, broad form property damage,
personal injury, products and completed operations and blanket contractual coverage, and
shall not contain any provision which would serve to limit third party action over claims.
There shall be no endorsement or modification of the CGL limiting the scope of coverage
for liability arising from explosion, collapse, or underground property damage.
6.2.10
Automobile Liability.
Commercial/Business Automobile Liability insurance and, if necessary, Commercial
Umbrella insurance with a combined single limit for bodily injury and property damage
of not less than $1,000,000 each occurrence with respect to any of the Contractor’s
owned, hired, and non-owned vehicles assigned to or used in performance of the
Contractor’s work or services under this Contract.
6.2.11
Workers’ Compensation.
6.2.11.1 Workers’ Compensation insurance to cover obligations imposed by federal and
state statutes having jurisdiction of Contractor’s employees engaged in the
performance of the work or services under this Contract; and Employer’s
Liability insurance of not less than $100,000 for each accident, $100,000 disease
for each employee, and $1,000,000 disease policy limit.
6.2.11.2 Contractor waives all rights against County and its agents, officers, directors and
employees for recovery of damages to the extent these damages are covered by
the Workers’ Compensation and Employer’s Liability or commercial umbrella
liability insurance obtained by Contractor pursuant to this Contract.
6.2.12
Professional Liability Insurance.
Professional Liability insurance and, if necessary, Commercial Umbrella insurance,
which will insure and provide coverage for errors or omissions of the Contractor, with
limits of no less than $1,000,000 for each claim.
6.2.13
Certificates of Insurance.
6.2.11.1 Prior to commencing work or services under this Contract, Contractor shall
furnish the County with certificates of insurance, or formal endorsements as
required by the Contract in the form provided by the County, issued by
Contractor’s insurer(s), as evidence that policies providing the required
coverage, conditions and limits required by this Contract are in full force and
effect. Such certificates shall identify this contract number and title.
6.2.11.1.1 In the event any insurance policy (ies) required by this Contract is
(are) written on a “claims made” basis, coverage shall extend for two
(2) years past completion and acceptance of Contractor’s work or
services and as evidenced by annual Certificates of Insurance.
6.2.11.1.2 If a policy does expire during the life of the Contract, a renewal
certificate must be sent to County fifteen (15) days prior to the
expiration date.
6.2.14
Cancellation and Expiration Notice.
Insurance required herein shall not be permitted to expire, be canceled, or materially
changed without thirty (30) days prior written notice to the County.
6.3
WARRANTY OF SERVICES:
6.3.1
Dec 22, 2011 7:35:09 AM MST
The Contractor warrants that all services provided hereunder will conform to the
requirements of the Contract, including all descriptions, specifications and attachments
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Bid 11146-RFP
made a part of this Contract. County’s acceptance of services or goods provided by the
Contractor shall not relieve the Contractor from its obligations under this warranty.
6.3.2
6.4
In addition to its other remedies, County may, at the Contractor's expense, require prompt
correction of any services failing to meet the Contractor's warranty herein. Services
corrected by the Contractor shall be subject to all the provisions of this Contract in the
manner and to the same extent as services originally furnished hereunder.
NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:
For County:
Maricopa County
Department of Materials Management
Attn: Director of Purchasing
320 West Lincoln Street
Phoenix, Arizona 85003-2494
For Contractor:
6.5
REQUIREMENTS CONTRACT:
6.5.1
6.6
Contractor signifies its understanding and agreement by signing this document that this
Contract is a requirements contract. This Contract does not guarantee any purchases will
be made (minimum or maximum.
TERMINATION FOR CONVENIENCE:
The County reserves the right to terminate the Contract, in whole or in part at any time, when in
the best interests of the County without penalty or recourse. Upon receipt of the written notice,
the Contractor shall immediately stop all work, as directed in the notice, notify all subcontractors
of the effective date of the termination and minimize all further costs to the County. In the event
of termination under this paragraph, all documents, data and reports prepared by the Contractor
under the Contract shall become the property of and be delivered to the County upon demand.
The Contractor shall be entitled to receive just and equitable compensation for work in progress,
work completed and materials accepted before the effective date of the termination.
6.7
Dec 22, 2011 7:35:09 AM MST
TERMINATION FOR DEFAULT:
6.7.1
In addition to the rights reserved in the Contract, the County may terminate the Contract
in whole or in part due to the failure of the Contractor to comply with any term or
condition of the Contract, to acquire and maintain all required insurance policies, bonds,
licenses and permits, or to make satisfactory progress in performing the Contract. The
Procurement Officer shall provide written notice of the termination and the reasons for it
to the Contractor.
6.7.2
Upon termination under this paragraph, all goods, materials, documents, data and reports
prepared by the Contractor under the Contract shall become the property of and be
delivered to the County on demand.
6.7.3
The County may, upon termination of this Contract, procure, on terms and in the manner
that it deems appropriate, materials or services to replace those under this Contract. The
Contractor shall be liable to the County for any excess costs incurred by the County in
procuring materials or services in substitution for those due from the Contractor.
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Maricopa County
6.7.4
6.8
Bid 11146-RFP
The Contractor shall continue to perform, in accordance with the requirements of the
Contract, up to the date of termination, as directed in the termination notice.
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. §38-511 the County may cancel this Contract without
penalty or further obligation within three years after execution of the contract, if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County is at any time while the Contract or any extension of the Contract is in effect,
an employee or agent of any other party to the Contract in any capacity or consultant to any other
party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to
A.R.S §38-511 the County may recoup any fee or commission paid or due to any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County from any other party to the contract arising as the result of the Contract.
6.9
OFFSET FOR DAMAGES;
In addition to all other remedies at law or equity, the County may offset from any money due to
the Contractor any amounts Contractor owes to the County for damages resulting from breach or
deficiencies in performance under this contract.
6.10
ADDITIONS/DELETIONS OF SERVICE:
The County reserves the right to add and/or delete products and/or services provided under this
Contract. If a requirement is deleted, payment to the Contractor will be reduced proportionately to
the amount of service reduced in accordance with the proposal price. If additional services and/or
products are required from this Contract, prices for such additions will be negotiated between the
Contractor and the County.
6.11
RELATIONSHIPS:
In the performance of the services described herein, the Contractor shall act solely as an
independent contractor, and nothing herein or implied herein shall at any time be construed as to
create the relationship of employer and employee, partnership, principal and agent, or joint venture
between the District and the Contractor.
6.12
SUBCONTRACTING:
The Contractor may not assign this Contract or subcontract to another party for performance of the
terms and conditions hereof without the written consent of the County, which shall not be
unreasonably withheld. All correspondence authorizing subcontracting must reference the
Proposal Serial Number and identify the job project.
6.13
AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa
County Materials Management shall be responsible for approving all amendments for Maricopa
County.
6.14
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
6.14.1
Dec 22, 2011 7:35:09 AM MST
In accordance with section MCI 367 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and
other records and back-up documentation relevant to this Contract for six (6) years after
final payment or until after the resolution of any audit questions which could be more
than six (6) years, whichever is latest. The County, Federal or State auditors and any
other persons duly authorized by the Department shall have full access to, and the right to
examine, copy and make use of, any and all said materials.
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Maricopa County
6.14.2
6.15
Bid 11146-RFP
If the Contractor’s books, records , accounts, statements, reports, files, and other records
and back-up documentation relevant to this Contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse Maricopa
County for the services not so adequately supported and documented.
AUDIT DISALLOWANCES:
If at any time, County determines that a cost for which payment has been made is a disallowed
cost, such as overpayment, County shall notify the Contractor in writing of the disallowance.
County shall also state the means of correction, which may be but shall not be limited to
adjustment of any future claim submitted by the Contractor by the amount of the disallowance, or
to require repayment of the disallowed amount by the Contractor.
6.16
ALTERNATIVE DISPUTE RESOLUTION:
6.16.1
6.17
After the exhaustion of the administrative remedies provided in the Maricopa County
Procurement Code, any contract dispute in this matter is subject to compulsory
arbitration. Provided the parties participate in the arbitration in good faith, such
arbitration is not binding and the parties are entitled to pursue the matter in state or
federal court sitting in Maricopa County for a de novo determination on the law and facts.
If the parties cannot agree on an arbitrator, each party will designate an arbitrator and
those two arbitrators will agree on a third arbitrator. The three arbitrators will then serve
as a panel to consider the arbitration. The parties will be equally responsible for the
compensation for the arbitrator(s). The hearing, evidence, and procedure will be in
accordance with Rule 74 of the Arizona Rules of Civil Procedure. Within ten (10) days
of the completion of the hearing the arbitrator(s) shall:
6.20.1.1
Render a decision;
6.20.1.2
Notify the parties that the exhibits are available for retrieval; and
6.20.1.3
Notify the parties of the decision in writing (a letter to the parties or their
counsel shall suffice).
6.16.2
Within ten (10) days of the notice of decision, either party may submit to the arbitrator(s)
a proposed form of award or other final disposition, including any form of award for
attorneys’ fees and costs. Within five (5) days of receipt of the foregoing, the opposing
party may file objections. Within ten (10) days of receipt of any objections, the
arbitrator(s) shall pass upon the objections and prepare a signed award or other final
disposition and mail copies to all parties or their counsel.
6.16.3
Any party which has appeared and participated in good faith in the arbitration
proceedings may appeal from the award or other final disposition by filing an action in
the state or federal court sitting in Maricopa County within twenty (20) days after date of
the award or other final disposition. Unless such action is dismissed for failure to
prosecute, such action will make the award or other final disposition of the arbitrator(s) a
nullity.
SEVERABILITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of this Contract.
6.18
RIGHTS IN DATA:
The County shall own have the use of all data and reports resulting from this Contract without
additional cost or other restriction except as provided by law. Each party shall supply to the other
party, upon request, any available information that is relevant to this Contract and to the
performance hereunder.
6.19
Dec 22, 2011 7:35:09 AM MST
INTEGRATION:
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Maricopa County
Bid 11146-RFP
This Contract represents the entire and integrated agreement between the parties and supersedes
all prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
6.20
6.21
6.22
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §414401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
6.20.1
By entering into the Contract, the Contractor warrants compliance with the Immigration
and Nationality Act (INA using e-verify) and all other federal immigration laws and
regulations related to the immigration status of its employees and A.R.S. §23-214(A). The
contractor shall obtain statements from its subcontractors certifying compliance and shall
furnish the statements to the Procurement Officer upon request. These warranties shall
remain in effect through the term of the Contract. The Contractor and its subcontractors
shall also maintain Employment Eligibility Verification forms (I-9) as required by the
Immigration Reform and Control Act of 1986, as amended from time to time, for all
employees performing work under the Contract and verify employee compliance using the
E-verify system and shall keep a record of the verification for the duration of the
employee’s employment or at least three years, whichever is longer. I-9 forms are available
for download at USCIS.GOV.
6.20.2
The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph
6.24.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the
County’s intent to inspect and shall make the documents available at the time and date
specified. Should the County suspect or find that the Contractor or any of its subcontractors
are not in compliance, the County will consider this a material breach of the contract and
may pursue any and all remedies allowed by law, including, but not limited to: suspension
of work, termination of the Contract for default, and suspension and/or debarment of the
Contractor. All costs necessary to verify compliance are the responsibility of the
Contractor.
VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES
§§35-391.06 AND 35-393.06 BUSINESS RELATIONS WITH SUDAN AND IRAN:
6.21.1
By entering into the Contract, the Contractor certifies it does not have scrutinized business
operations in Sudan or Iran. The contractor shall obtain statements from its subcontractors
certifying compliance and shall furnish the statements to the Procurement Officer upon
request. These warranties shall remain in effect through the term of the Contract.
6.21.2
The County may request verification of compliance for any contractor or subcontractor
performing work under the Contract. Should the County suspect or find that the Contractor
or any of its subcontractors are not in compliance, the County may pursue any and all
remedies allowed by law, including, but not limited to: suspension of work, termination of
the Contract for default, and suspension and/or debarment of the Contractor. All costs
necessary to verify compliance are the responsibility of the Contractor.
CONTRACTOR LICENSE REQUIREMENT:
6.22.1
Dec 22, 2011 7:35:09 AM MST
The Respondent shall procure all permits, insurance, licenses and pay the charges and
fees necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any required certification requirements, required by any and all governmental
or non-governmental entities as mandated to maintain compliance with and in good
standing for all permits and/or licenses. The Respondent shall keep fully informed of
existing and future trade or industry requirements, Federal, State and Local laws,
ordinances, and regulations which in any manner affect the fulfillment of a Contract and
shall comply with the same. Contractor shall immediately notify both Materials
Management and the using agency of any and all changes concerning permits, insurance
or licenses.
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Maricopa County
6.22.2
6.23
Respondents furnishing finished products, materials or articles of merchandise that will
require installation or attachment as part of the Contract, shall possess any licenses
required. A Respondent is not relieved of its obligation to posses the required licenses by
subcontracting of the labor portion of the Contract. Respondents are advised to contact
the Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1525 to ascertain
licensing requirements for a particular contract. Respondents shall identify which
license(s), if any, the Registrar of Contractors requires for performance of the Contract.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
6.23.1
6.24
Bid 11146-RFP
The undersigned (authorized official signing for the Contractor) certifies to the best of his
or her knowledge and belief, that the Contractor, defined as the primary participant in
accordance with 45 CFR Part 76, and its principals:
6.27.1.1
are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
6.27.1.2
have not within 3-year period preceding this Contract been convicted of or
had a civil judgment rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State or local) transaction or contract under a
public transaction; violation of Federal or State antitrust statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
6.27.1.3
are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (2) of this certification; and
6.27.1.4
have not within a 3-year period preceding this Contract had one or more
public transaction (Federal, State or local) terminated for cause of default.
6.23.2
Should the Contractor not be able to provide this certification, an explanation as to why
should be attached to the Contact.
6.23.3
The Contractor agrees to include, without modification, this clause in all lower tier
covered transactions (i.e. transactions with subcontractors) and in all solicitations for
lower tier covered transactions related to this Contract.
PRICES:
Contractor warrants that prices extended to County under this Contract are no higher than those
paid by any other customer for these or similar services.
6.25
GOVERNING LAW:
This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or
lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States
District Court for the District of Arizona, sitting in Phoenix, Arizona
6.26
ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this Contract and Contractor’s license agreement, if
applicable, the terms of this Contract shall prevail.
6.27
INCORPORATION OF DOCUMENTS:
The following are to be attached to and made part of this Contract:
6.27.1
Dec 22, 2011 7:35:09 AM MST
Exhibit A, Pricing;
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Maricopa County
6.27.2
Exhibit B, Scope of Work;
6.27.3
Exhibit C, Service Level Agreement
Bid 11146-RFP
IN WITNESS WHEREOF, this Contract is executed on the date set forth above.
CONTRACTOR
AUTHORIZED SIGNATURE
PRINTED NAME AND TITLE
ADDRESS
DATE
MARICOPA COUNTY
CHAIRMAN, BOARD OF SUPERVISORS
DATE
ATTESTED:
CLERK OF THE BOARD
DATE
APPROVED AS TO FORM:
LEGAL COUNSEL
Dec 22, 2011 7:35:09 AM MST
DATE
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Maricopa County
Bid 11146-RFP
Question and Answers for Bid #11146-RFP - BEHAVIORAL HEALTH AND
EMPLOYEE ASSISTANCE SERVICES
OVERALL BID QUESTIONS
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please click on the "Create New Question" button below.
Question Deadline: Jan 16, 2012 7:00:00 AM MST
Dec 22, 2011 7:35:09 AM MST
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