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Resolution 2023-32623RESOLUTION NO. 2023-32623 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSAL (RFP) 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH EVERNORTH CARE SOLUTIONS, INC., THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP -RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH AETNA BEHAVIORAL HEALTH, LLC, THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE SECOND -RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH COMPSYCH EMPLOYEE ASSISTANCE PROGRAMS, INC., THE THIRD -RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, on February 22, 2023, the Mayor and City Commission approved the issuance of RFP 2023-258-WG Employee Assistance Program; and WHEREAS, on February 24, 2023, the RFP was issued; and WHEREAS, on April 14, 2023, the City received proposals from the following firms: Aetna Behavioral Health, LLC Compsych Employee Assistance Programs, Inc. Espyr, LLC Evernorth Care Solutions, Inc. Janus Associates Inc. Optum Ulliance, Inc.; and WHEREAS, the proposal submitted by Ulliance, Inc., was determined to be non- responsive for failure to meet the minimum experience requirement and received no further consideration; and WHEREAS, on May 12, 2023, an Evaluation Committee comprised of Marvin Adams, Employee Benefits Manager, Human Resources Department, Cindy Casanova, Assistant Director, Parks and Recreation Department, Lana Hernandez, Human Resources Administrator II, Human Resources Department, Manuel Marquez, Assistant Director, Finance Department, and Jennifer Sanchez, Senior Human Resources Specialist, Human Resources Department, convened to consider proposals; and WHEREAS, the Evaluation Committee was provided an overview of the project, information relative to the City's Cone of Silence Ordinance, the Government Sunshine Law, general information on the scope of services and a copy of each proposal; and WHEREAS, the Evaluation Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP; and WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: 1st Evernorth Care Solutions, Inc. 2nd Aetna Behavioral Health, LLC 31d Compsych Employee Assistance Programs, Inc. 4th Optum 51h Janus Associates Inc. and WHEREAS, after reviewing the proposals and the results of the evaluation committee, the City Manager recommends that the Administration negotiate with Evernorth Care Solutions, Inc., the top -ranked proposer who is most qualified to administer the City's Employee Assistance Program, and, if unsuccessful in negotiating an agreement with the top -ranked proposer, authorize the Administration to negotiate with Aetna Behavioral Health, LLC, the second -ranked proposer; and if unsuccessful in negotiating an agreement with the second - ranked proposer, authorize the administration to negotiate with Compsych Employee Assistance Programs, Inc., the third -ranked proposer; and further authorize the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the city manager, pursuant to Request for Proposal (RFP) 2023-258-WG Employee Assistance Program, authorize the Administration to enter into negotiations with Evernorth Care Solutions, Inc., the top -ranked proposer; further, if the Administration is unsuccessful in negotiating an agreement with the top -ranked proposer, authorize the Administration to negotiate with Aetna Behavioral Health, LLC, the second -ranked proposer; further, if the Administration is unsuccessful in negotiating an agreement with the second -ranked proposer, authorize the administration to negotiate with Compsych Employee Assistance Programs, Inc., the third -ranked proposer; and further authorize the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this o?9 day of 314>nt 2023. ATTEST: JUL — 5 2023 RAFAEL E. GRANADO, CITY CLERK APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION City Attorney Date DAN GELBER, MAYOR CORPORATE Comoetitive Bid Reports - C2 D /\A I A/\A I BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: June 28, 2023 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSAL (RFP) 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH EVERNORTH CARE SOLUTIONS, INC., THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP -RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH AETNA BEHAVIORAL HEALTH, LLC, THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS UNSUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE SECOND -RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH COMPSYCH EMPLOYEE ASSISTANCE PROGRAMS, INC., THE THIRD -RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS 'BY THE ADMINISTRATION. The Administration recommends that the Mayor and City Commission, approve the Resolution accepting the recommendation of the City Manager, pursuant to RFP 2023-258-WG for administration of the employee assistance program (EAP), which authorizes the Administration to negotiate an agreement with Evemorth Care Solutions, Inc. (a subsidiary of Cigna Corporation), the top -ranked proposer. If negotiations with Evemorth Care Solutions, Inc., are not successful, the Resolution authorizes the Administration to negotiate with Aetna Behavioral Health, LLC, the second -ranked proposer and, if unsuccessful, to negotiate with Compsych Employee Assistance Programs, Inc., the third -ranked proposer. Finally, the Resolution authorizes the City Manager and City Cleric to execute an agreement upon the conclusion of successful negotiations by the Administration. This solicitation is currently under the cone of silence. BACKGROUNDIHISTORY On January 1., 2017, the City entered into an agreement with Evemorth Behavioral Health, Inc. Page 61 of 1808 (a subsidiary of Cigna Corporation). for the Administration of its Employee Assistance Program. The existing Agreement is scheduled to expire September 30, 2023. The program is available to all full-time and part-time employees (approx. 2217), family members, and anyone that cohabitates with the employee. The EAP provides access to work/life resources and licensed clinicians to assist employees and their dependents with a wide variety of concems, from family and financial issues to substance abuse, emotional health, and stress. In light of the expiring contract, the Administration prepared RFP 2023-258-WG seeking proposals from qualified firm(s) with whom a replacement agreement could be negotiated, to be effective October 1, 2023. ANALYSIS On February 22, 2023, the Mayor and City Commission approved the issuance of RFP 2023- 258-WG Employee Assistance Program. On February 24, 2023, the RFP was issued. A voluntary pre -proposal conference to provide information to proposers submitting a response was held on March 8, 2023. One (1) addenda was issued. The Procurement Department issued bid notices to 11,379 companies utilizing the City's e-procurement system, with 43 prospective bidders accessing the solicitation. 'RFP responses were due and received on April 14, 2023. The City received proposals from the following seven (7) firms: Aetna Behavioral Health, LLC Compsych Employee Assistance Programs, Inc. Evemorth Care Solutions, Inc. Espyr, LLC Janus Associates Inc. Optum Ulliance, Inc. The proposal submitted by Ulliance, Inc. was determined to be non -responsive for failure to meet the minimum experience requirement and could not be further evaluated. Espyr, LLC withdrew its proposal and, therefore, received no further consideration. On May 12, 2023, the Evaluation Committee convened to consider the proposals received. The Committee was comprised of Marvin Adams, Employee Benefits Manager, Human Resources Department, Cindy Casanova, Assistant Director, Parks and Recreation Department, Lana Hernandez, Human Resources Administrator II, Human Resources Department, Manuel Marquez, Assistant Director, Finance Department, and Jennifer Sanchez, Senior Human Resources Specialist, Human Resources Department. The Committee was provided an overview of the project, and information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. The evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order (See Attachment A): 1 st Evemorth Care Solutions, Inc. 2nd Aetna Behavioral Health, LLC 3rd Compsych Employee Assistance Programs, Inc. Page 62 of 1808 4th Optum 5th Janus Associates Inc. The following is a summary of the top three ranked firms: Evemorth Care Solutions, Inc. Evemorth has been providing benefits to the government and education sector for over fifty years. Today, the firm has over 1.6 million covered lives in this sector and currently provides integrated benefits to a number of local government and education entities. Evemorth operates one of the leading behavioral health programs in the country. It serves over 1,200 EAP clients and over 22.9 million program participants. Driven by a holistic, integrated approach to employee health, its EAP and Work/Life support services are designed to meet the personal assistance needs of individuals and the program assistance needs of your managers, benefits staff, and organizational needs. Some of the local clients include the City of Fort Lauderdale, the City of Miami, and the City of Coral Springs. Aetna Behavioral Health. LLC Aetna offers a broad network of high-performance, and accountable care arrangements that connect members with high -quality, cost-effective care. Aetna's EAP program goes beyond the traditional network with local options that provide greater convenience and savings. Aetna, a division of CVS Health, is one of the nation's leading providers of behavioral health benefits. Founded in 1853 in Hartford, Connecticut, the firm entered the group health insurance business in 1913. Today, Aetna provides EAP services to numerous government organizations and companies in Florida and over 30 million members globally. Some of Aetna's clients include the City of Orlando, Polk County Government, and Sarasota County Government. Compsych Em looyee Assistance Programs. Inc. Founded in 1984, ComPsych serves 68,000 organizations, covering more than 139 million individuals throughout the United States and 200 countries, with customers ranging from Fortune 500 companies to smaller public and private entities, as well as governmental entities. Its customer base includes more than 1,180 public entities at the federal, state, and local levels. Additionally, Compsych serves a number of large customers in Florida, including but not limited to the Archdiocese of Miami, Inc., Hilton Grand Vacation, First Watch, Masonite, Red Lobster Seafood Co., OF Health Jacksonville, University of Florida, and Xerox SUPPORTING SURVEY DATA Not Applicable FI EAP Services fees for this contract are processed through the internal service fund accounts, managed by the Human Resources Department, Employee Benefits Division. The funding for the employee assistance program is analyzed and projected through actuarial services and approved in the budget process each year. Currently, the EAP Services fee for the plan year 2023 is $1.80 per employee per month (PEPM), $47,887 annually. Evemorth Care Solutions, Page 63 of 1808 Inc. proposes an EAP Services fee at the rate of $1.86 PEPM, $49,483 annually. This results in an increase in the annual cost of EAP Services of $1,606. This rate is guaranteed for the first three years. Years 4 and 5 are to be re-evaluated for renewal upon reaching the end of years 3 and 4, respectively. Amount(s)/Account(s): $49,483 annually 560-1793-000343-13.421-592-00-00-00- CONCLUSION After reviewing the proposals and the results of the evaluation committee, it is recommended that the Administration negotiate with Evemorth Care Solutions, Inc., the top -ranked proposer who is deemed most qualified to administer the City's Employee Assistance Program. While all of the proposing firms have sufficient experience to provide the required services, Evemorth Care Solutions, Inc., provides a unique familiarity with the City's employees, drives savings by predicting emerging mental health needs, closing gaps in care, and supporting synergy in mental and behavioral health. This data -driven approach includes measuring patients before, during, and after their mental health care journey. Additionally, Evemorth Care Solutions, I nc., as a subsidiary to Cigna Corporation, the City s current health care provider and recommended bidder for the upcoming agreement, is including an on -site representative to assist with any issues relating to health or EAP services at no additional cost. For the reasons stated herein, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Evemorth Care Solutions, Inc., as the top -ranked proposer, and, if unsuccessful, authorizing negotiations with Aetna Behavioral Health,, LLC, the second -ranked proposer, and, if unsuccessful, authorizing negotiations with Compsych Employee Assistance Programs, Inc.; further authorizing the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations by the Administration. his a "Residents Riah to Know" item. pursuant to City Code Section 2-14? No Legislative Tracking Human Resources/Procurement ATTACHMENTS: Description o Attachment A o Resolution Does this item utilize G.O. Bond Funds? No Page 64 of 1808