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Agreement for Employee Assistance Program ServicesDocuSign Envelope ID: B53E87AF-A891-4D1F-BDB7-56112478AD30 2023 3--7 ( 2-3 COVER SHEET TO AGREEMENT FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES Employer's Name City of Miami Beach ("Employer") Employer's Address 1700 Convention Center Drive, Fourth Floor, Miami Beach, FL 33139 Employer's Contact Person Sonia Walthour Evernorth Care Solutions, Inc.'s Name Evemorth Care Solutions, Inc. ("Evernorth") for itself and its affiliates Evernorth Care Solutions, Inc.'s Address One Express Way, Saint Louis, MO 63121 Evernorth Care Solutions, Inc.'s Contact Person Eva Borden, Vice President Agreement Effective Date October 1, 2023 Effective Date of Amendment Effective by Cover Sheet N/A Fee for Service $1.86 per employee per month Number of Employer Account Service Hours 24 per 1000 employees Number of Visits Available Per Assessed Problem For Clinical Services Five (5) Other The rest of this page intentionally left blank. DocuSign Envelope ID: 1399D895-FD34-43FE-A9F1-05CCA6F90F29 DocuSign Envelope ID: B53E87AF-A891AD1F-BDB7-56112473AD30 IN WITNESS WHEREOF the parties hereto have caused this Cover Sheet to be executed as of the Effective Date shown on this Cover Sheet, CITY OF MIAMI BEACH By: Name: Alina T. IIudak Title: City Manager Date: 9/ 19/2023 ATTEST: Ry; F�ned by: � f. C-,rXA,&k '--FAl38BA08FB5E4CF... Name: Rafael E. Granado Title: City Clerk 10/2/2023 1 1:43 EDT Date: WITH RESPECT TO THE PRIVACY ADDENDUM (EXHIBIT 3) ONLY: *CROUP IIEALT LAND LOY E R'S PLAN) By: Name: Alin "f. Hudak Title: City Manager Date: ql 1`ti 23 EVF.RNORTH CARE SOLUTIONS, INC. By: - Name: Eva Borden Title: Vice President Date: 8/16/23 * Group Health Plan is a defined term under I IIPAA (see 45 C.F.K. 160.103). It generally refers to an employee welfare benefit plan maintained by an employer for its employees. Typically, an Employer (Plan Sponsor) will designate an individual or a committee to carry out the Group Health Plan. An individual so authorized to act on behalf of the Group Ilealth Plan should sign here. APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION Axkv�� City Attorney ate DocuSign Envelope ID B53E87AF-A891-4DIF-BDB7-58112478AD30 AGREEMENT FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES This agreement for Employee Assistance Program Services ("Agreement") is made as of the date set forth as the Effective Date on the Cover Sheet to this Agreement between Evemorth and the Employer identified on the Cover Sheet to this Agreement as Employer. The term of this Agreement shall be for three (3) years. The City, through its City Manager, may extend this Agreement for two (2) additional one-year periods at the City's sole discretion. On or about the anniversary of each contract year, Evernorth may, and the City Manager may approve, a cost adjustment based on the documented cost increases for the following contract year. Evernorth's adjustment request must substantiate the requested increase. WITNESSETH: WHEREAS, Employer wishes to provide an Employee Assistance Program ("EAP") which includes Clinical Services as described herein to its employees, their dependents, and members of their households ("Participants") who do not reside in California. The Clinical Services' components of the EAP provided to Participants who reside in California are covered under the short -tern counseling policies issued to Employer by Cigna Health and Life Insurance Company, an Evemorth affiliate ("CHLIC") and not by the terns of this Agreement. All other EAP services for such Participants are covered under the terms of this Agreement; and WHEREAS, Evernorth has established and administers an EAP and has agreed to provide its EAP services to Employer for Participants. NOW, THEREFORE, in consideration of the mutual promises set forth herein, Employer and Evemorth agree as follows: 1. Res-nonsibilitics of Evernorth EAP-Servic l.l. Clinic Service: For mental health, alcoholism or substance use disorder services ("Clinical Services"), Evemorth shall provide assessment, referral and/or Mort -tern problem resolution sessions, up to the maximum number of visits per assessed problem as set forth on the then effective Cover Sheet, per contract year. 1.2. Work/Life Support Services: For family care, legal/financial intbrmation, Healthy Rewards, and promotional communications which includes but is not limited to, Frequently Asked Questions, article library, initial registration, online eligibility check, self -assessment tool and provider directory and search vehicle, F,vernorth shall provide assessment and referral services as requested by Participant or Employer. Legal assessment and referral services are not available to Participants if the issue is related to a potential cause of action against Employer. Any additional services ("Menu Options") purchased by Employer are attached hereto as Exhibit 2 of this Agreement. 1.3. Services shall be provided by Evernorth through its employees and/or providers of health care services who contract directly or indirectly with Evernorth to provide EAP Clinical Services to Participants ("Participating Providers'). Evernorth employees, Participating Providers and/or contractors shall look solely to Evernorth for payment for assessment, referral and/or short-term problem resolution services provided pursuant to this Agreement. Participants may access services from Evernorth through a toll -free telephone number maintained by Evernorth twenty-four (24) hours a day, seven (7) days a week. DocuSign Envelope ID* B53E87AF-A891-4D1F-BOB7.56112478AD30 1.4. Participant calls to the Evernorth toll -free number shall be handled by a personal advocate who shall refer the Participant to an appropriate resource. A. For Clinical Services, Evernorth shall offer an appointment with a Participating Provider, in a Clinical Services' emergency, trained clinicians shall be available at Evernorth to telephonically address the situation and to make a referral to a Participating Provider or crisis intervention center for assessment, referral and/or short-term problem resolution. For Work/Life Support Services, Evernorth may refer Participant to contracted specialty firms or to local resources for assessment and referral. Participants shall be responsible for costs of services provided pursuant to a referral. Contracted specialty firms may offer Participant a discount rate. Work/Life Support legal services and/or financial services shall include, at no charge to Participants, an initial thirty (30) minute consultation. 1.5. For Clinical Services, Evernorth shall maintain a nationwide network of local mental health and substance abuse counselors who shall assess the problem, provide short-term problem resolution and/or guide the Participant to appropriate local treatment resources. 1.6. Fees forClinical Services other than assessment, referral and short-term problem resolution services within the maximum number of visits per assessed problem as shown on the Cover Sheet shall be the Participant's responsibility. Evernorth shall not represent to the Participant that Evernorth's identification of or referral to treatment resources constitutes coverage under the provisions of Participant's medical coverage plan- 1.7. Evernorth shall provide Account Services as set forth in Exhibit 1 1.8. Participant -facing communication materials related to the availability of EAP services shall be available electronically. 1..9. Evernorth shall provide reports concenng utilization of EAP services by Participants on a quarterly basis to Employer. Individually identifiable Participant information shall be the property of Evernorth. Without the appropriate written consent of the Participant, Evernorth shall provide no information to Employer or any third party that includes any Participant specific identifiable information. 1.10. Evernorth and Employer agree not to use for any purposes other than the performance of this Agreement, and further agree not to disclose to others, any confidential or proprietary technical or business information of the other party obtained in connection with the performance of any services rendered, without the prior written consent of the other party. Each party shall treat and shall require its employees to treat as strictly confidential all such technical and business information it has learned in the course of this Agreement, and in discussions and proposals leading up to this Agreement. The provisions of this section shall survive the termination of this Agreement. Evernorth shall maintain as confidential all patient identifiable information received in the course of performing services under this Agreement, and shall not use or disclose such information except as may be permitted or required under applicable state and federal law. 1.11. Evernorth shall provide management consultations to supervisors who request assistance for work related problems of employees. Evemorth shall provide assistance with mandatory referrals for employees who are required, under continuation of employment, drug free workplace or other workplace policies, to receive ar, assessment under the EAP. However, Evernorth shall not nor shall any of its network of providers provide advice and/or make a determination regarding an employee's (a) ability to safely perform the functions of his/her job, (b) ability to return to work after a medical disability, involuntary suspension from duties or administrative leave of absence, and/or (c)otential for workplace violence. No individually identifiable employee information concerning the employee's treatment shall be provided without the employee's written consent on a form approved by Evernorth. DocuSign Envelope ID: B53E87AF-A891.4D1F-BDB7-56112478AD30 Resppnsibilities of Emalover 2.1. Employer shall distribute to employees the communication materials described in paragraph 1.8 above, ai Employer's expense and shall cooperate with Evernorth in other reasonable efforts to otherwise communicate with Participants concerning the services available to them pursuant to this Agreement. 2.2. Fmploycr shall inform Evernorth of Employer's management policies and procedures that guide supervisors in handling employees with performance concerns in order for Evernorth to provide tlic training set forth in Exhibit 1. Evemorth assumes no responsibility for the legal appropriateness of such policies and procedures. 7_3. Finployer shall compensate Evernorth for services provided under this Agreement in the amount shown on the then effective Cover Sheet. Employer agrees to pay Evernorth on the first day of each covered month. Payments by Employer shall be sent to Evernorth at the address set forth on the then effective Cover Sheet to this Agreement. Retroactive adjustments to the amount of the per employee per month fees paid to Evernorth shall be limited to twelve (12) months prior to the date the Employer notifies Evernorth of such a retroactive adjustment. 2.4. The amount set forth on the then effective Cover Sheet shall not include any state premium, sales, use tax, or similar tax (including penalties or interest thereon) assessed on the basis of the services provided by Evernorth pursuant to this Agreement. 2.5. Fvernorth shall have the right to revise Evernorth's fees and/or the number of hours available to Employer as Employer Account Services (i) thirty-six (36) months from the effective date of this Agreement, (ii) at any time thereafter, but no more frequently than once every twelve (12) months after the initial thirty-six (36) month term, by giving Employer not less than thirty (30) days' prior written notice, and (iii) when the number of employees varies by more than 10% from the number included on the first Evernorth billing for the initial thirty-six (36) month term and each subsequent twelve (12) month period of the Agreement. 2.6. Employer agrees that, annually, at least ninety (90) days prior to the anniversary date of the Effective Date of this Agreement, Employer shall furnish to Evernorth the number of employees who are Participants by state of residence. Ill. Miscellaneous Provisions 3.1. All notices required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly made when a) delivered in person, b) delivered to an agent, such as an overnight or similar delivery service, c) delivered electronically, or d) deposited in the United States mail, postage prepaid, and addressed to the address and contact person set forth on the then elicctive Cover Sheet to this Agreement. Notices shall be effective upon receipt by the party to which they are addressed. 3.2. Amendments to any of the provisions of this Agreement shall be binding on either party only if such amendment is in writing and signed by the duly authorized representatives of both parties. 3.3. This Agreement shall not be assigned without the written consent of the other party, except that either party may assign the Agreement to an affiliate by providing notice to the other party. 3.4. No waiver by either party of a breach or default of any provision of this Agreement, failure by either party, on one or more occasions, to enforce any of the provisions of this Agreement, or failure by either party to exercise any right or privilege hereunder shall be construed as a waiver of any subsequent breach or default of a similar nature, or as a waiver of such rights or privileges hereunder, unless and solely to the extent waived by the party against whom the waiver is sought in writing and signed. DocuSign Envelope ID' B53E87AF-A891.401F-BDB7-56112473AD30 3.5. Employer hereby delegates to Evemorth the authority, responsibility, and discretion to determine all questions of eligibility and status under the EAP, to interpret and construe the provisions of the EAP as necessary to reach factually supported conclusions and to make a full and fair review of each claim for EAP benefits which have been denied by Evemorth pursuant to the requirements of the Employee Retirement Income Security Act of 1974, as amended ("ERISA"). Everorth assumes no responsibility for Employer's ERISA plan except as set forth in this section. 3.6. This Agreement contains the entire agreement between Employer and Evemorth with respect to the services provided hereunder, and supersedes any and all prior discussions or agreements, written or oral, with respect thereto. 3.7. This Agreement shall remain in effect from the Effective Date until tenninated as follows: A. by Evemorth upon Employer's failure to pay Evemorth as provided in Section 2.3 within thirty (30) days of a written request from Evemorth; B. or by either party with ninety (90) days' prior written notice to the other party. 3.8. This Agreement shall be governed by, and shall be construed in accordance with all applicable federal laws, including ERISA, and the laws of the state of Florida. The exclusive venue for any litigation arising out of this agreement shall be Miami -Dade County, Florida, if in state court, and the U.S. District Court, Southern District of Florida, if in federal court. 3.9. The terms of Exhibit 3, Privacy Addendum ('*Business Associate Agreement"), shall be incorporated herein. 3.10. Florida Public Records Law A. Evemorth shall comply with Florida Public Records law under Chapter 119, Florida Statutes, as may be amended from time to time. Records made or received in connection with this Agreement are public records under Florida law, as defined in Section 1 I9.011(12), Florida Statutes. B. Pursuant to Section 119.0701 of the Florida Statutes, if the Evemorth meets the definition of "Contractor" as defined in Section 119.0701 ( 1)(a), Evemorth shall: a. Keep and maintain public records required by the Employer to perform the service; b. Upon request from the Employer's custodian of public records, provide the Employer with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes or as otherwise provided by law; c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by Iaw, for the duration of the contract term and following completion of the Agreement if Evemorth does not transfer the records to the Employer; d. Upon completion of the Agreement, transfer, at no cost to the Employer, all public records in possession of Everorth or keep and maintain public records required by the Employer to perform the service. If Evemorth transfers all public records to the Employer upon completion of the Agreement, Evemorth shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements, unless otherwise required to he maintained by Evemorth by law. If Evcrnorth keeps and maintains public records upon completion of the Agreement, Evemorth shall meet all applicable requirements for retaining public records. All public records stored electronically must be provided to the Employer, upon request from the Employer's custodian of public records, in a format that is compatible with the information technology systems of the Employer. DocuSign Envelope ID: B53E87AF-A891-4DiF-BDB7-56112478AD30 C. REQUEST FOR RECORDS; NONCOMPLIANCE. a. A request to inspect or copy public records relating to the Employer's contract for services must be made directly to the Employer. If the Employer does not possess the requested records, the Employer shall immediately notify Evernorth of the request, and Evemorth must provide the public records to the Employer or allow the records to be inspected or copied within a reasonable time. b. Evcmorth's failure to comply with the Employer's request for public records shall constitute a breach of this Agreement, and the Employer, at its sole discretion, may: (1) unilaterally terminate the Agreement; (2) avail itself of the remedies set forth under the Agreement; and/or (3) avail itself of any available remedies at law or in equity. c. A Contractor who fails to provide the public records to the Employer within a reasonable time may be subject to penalties under s. 119.10. D. CIVIL ACTION. a. If a civil action is filed against a Contractor to compel production of public records relating to the Employer's contract for services, the court shall assess and award against Evemorth the reasonable costs of enforcement, including reasonable attorney fees, if (i) The court determines that Evernorth unlawfully refused to comply with the public records request within a reasonable time; and (ii) At least 8 business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that Evemorth has not complied with the request, to the Employer and to Evernorth. h. A notice complies with subparagraph (1)(b) if it is sent to the Employer's custodian of public records and to Evernorth at Evernorth's address listed on its contract with the Employer or to Evernorth's registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. c. A Contractor who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. E. IF EVERNORTH HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO EVERNORTH'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY OF MIAMI BEACH ATTENTION: RAFAEL E. GRANADO, CITY CLERK 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 E-MAIL: RAFAEI.GRANADOia�MIAMIBEACHFL.GOV PHONE: 305-673-7411 3.11. Employer and Evernorth' s relationship with respect to each other is that of independent contractor and nothing in this Agreement is intended, and nothing shall be construed to, create an employer/employee, partnership, principal -agent, or joint venture relationship. 3.12 Inspector General Audit Rights A. Pursuant to Section 2-256 of the Code of Employer of Miami Beach, Employer has established the Office of the Inspector General which may, on a random basis, perform reviews, audits, inspections, and investigations on all Employer contracts, throughout the duration of said contracts. This random audit is separate and distinct from any other audit performed by or on behalf of Employer. DocuSign Envelope 10: B53E87AF-A891.4D1F-BDB7-56112473AD30 B. The Office of the Inspector General is authorized to investigate Employer affairs and empowered to review past, present and proposed Employer programs, accounts, records, contracts and transactions. in addition, the inspector General has the power to subpoena witnesses, administer oaths, require the production of witnesses and monitor Employer projects and programs. Monitoring of an existing Employer project or program may include a report concerning whether the project is on time, within budget and in conformance with the contract documents and applicable law. The Inspector General shall have the power to audit, investigate, monitor, oversee, inspect and review operations, activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of Evernorth Care Solutions, Inc., its officers, agents and employees, lobbyists, Employer staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption. Pursuant to Section 2- 378 of the City Code, Employer is allocating a percentage of its overall annual contract expenditures to fund the activities and operations of the Office of Inspector General. C. Upon ten (10) days written notice to Evernorth Care Solutions, Inc., Evernorth shall make all requested records and documents available to the Inspector General for inspection and copying. The inspector General is empowered to retain the services of independent private sector auditors to audit, investigate, monitor, oversee, inspect and review operations activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of Evernorth, Care Solutions, Inc. its officers, agents and employees, lobbyists, Employer staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption. D. The inspector General shall have the right to inspect and copy all documents and records in Evernorth's possession, custody or control which in the Inspector General's sole judgment, pertain to performance of the contract, including, but not limited to original estimate files, change order esumate files, worksheets, proposals and agreements from and with successful subcontractors and suppliers engaged specifically to provide services solely to the Employer, all project -related correspondence, memoranda, instructions, financial documents, construction documents, (NA/proposal) and contract documents, back change documents, all documents and records which involve cash, trade or volume discounts, insurance proceeds, rebates, or dividends received, payroll and personnel records and supporting documentation for the aforesaid documents and records. E. Evernorth shall make available at its office at all reasonable times the records, materials, and other evidence regarding the acquisition (bid preparation) and performance of this Agreement, for examination, audit, or reproduction, until three (3) years after final payment under this Agreement or for any longer period required by statute or by other clauses of this Agreement. In addition: (1) If this Agreement is completely or partially terminated, Evernorth shall make available records relating to the work terminated, excluding individually identifiable information, until three (3) years after any resulting final termination settlement; and (2) Evernorth Care Solutions, Inc. shall make available records relating to appeals or to litigation or the settlement of claims arising under or relating to this Agreement until such appeals, litigation, or claims are finally resolved. F. The provisions in this section shall apply to Evernorth, its officers, agents, employees, subcontractors and suppliers. Evernorth Care Solutions, Inc. shall incorporate the provisions in this section in all subcontracts with subcontractors specifically engaged by Evernorth to provide services solely to the Employer and all other agreements executed by Evernorth Care Solutions, inc.in connection with the performance of this Agreemert. G. Nothing in this section shall impair any independent right of Employer to conduct audits or investigative activities. The provisions of this section are neither intended nor shall they be construed to impose any liability on Employer by Evernorth Care Solutions, Inc. or third parties. DocuSign Envelope ID: B53E87AF-A891-4DiF-BDB7-58112478AD30 3.13 E-Verify A. To the extent applicable to the services offered herein, Evernorth shall comply with Section 448.095, Florida Statutes, "Employment Eligibility" C E-Verify Statute"), as may be amended from time to time. Pursuant to the E-Verify Statute, commencing on January 1, 2021, Evernorth shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees during the term of the Agreement. Additionally, Evernorth shall expressly require any subcontractor performing work or providing services pursuant to the Agreement to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. If Evernorth enters into a contract with an approved subcontractor, the subcontractor must provide Evernorth with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Evernorth shall maintain a copy of such affidavit for the duration of the Agreement or such other extended period as may be required under this Agreement. B. TERMINATION RIGHTS. i. If Employer hat a good faith belief that Evernorth has knowingly violated Section 448.09(i), Florida Statutes, Employer shall terminate this Agreement with Evernorth for cause with sixty (60) days* written notice, and Employer shall thereafter have or owe no further obligation or liability to Evernorth. ii. If Employer has a good faith belief that a subconsultant has knowingly violated the foregoing Subsection 3.13(A), but Evernorth Care Solutions, Inc. otherwise complied with such subsection, Employer will promptly notify Evernorth Care Solutions, Inc. and order Evernorth Care Solutions, inc.to immediately terminate the Agreement with the subconsultant. Evernorth' s failure to terminate a subconsultant shall be an vient of default under this Agreement, entitling Employer to terminate Evernorth Care Solutions, Inc.'s contract for cause. iii, A contract terminated under the foregoing Subsection (B)(l) or (13)(2) is not in breach of contract and may not be considered as such. iv. Employer or Evernorth or a subcontractor may file an action with the Circuit or County Court to challenge a termination under the foregoing Subsection (BXI) or (13)(2) no later than twenty (20) calendar days after the date on which the contract was terminated. V. If Employer terminates the Agreement with Evernorth under the foregoing; Subsection (13)(1), Evernorth may not be awarded a public contract for at least one (1) year after the date of termination of this Agreement. A. Evernorth is liable for any additional costs incurred by Employer as a result of the termination of this Agreement under this Section 3.13. IV. Liability and Indemnity 4.1. Evernorth shall be liable to and indemnify the Employer for any loss, cost or expense (including court costs and reasonable attorneys' fees) for which Employer may become liable in consequence of any negligent acts or omissions of Evernorth or its employees, agents, or representatives; or fraud, embezzlement, willful misconduct, or intentional disregard by Evernorth or its employees, agents, or representatives. The foregoing shall not include indemnification for: (1) the negligent acts or omissions of Participating; Providers, as by contract, Evernorth require Participating Providers to maintain adequate amounts of professional liability insurance, and Participating Providers remain responsible for their own professional conduct, or (2) any negligent acts or omissions of Employer or its employees, agents, or representatives; or fraud, embezzlement, willful misconduct or intentional disregard by Employer or its employees, agents, or representatives. DocuSign Envelope ID: B53E87AF-A891-4D1F-8DB7-5611247BAD30 V. Insurance 5.1 As a subsidiary of Cigna Corporation, Evernorth is covered under insurance program, which provides insurance coverage in amounts that requirements, which are described in the attached Exhibit 4, Miami Beach Employer's request, Evemorth will provide evidence of insurance coverages. VI. Audit Cigna Corporation's master meet or exceed Employer's Professional Services. Upon 6.1 Annual audits of Evernorth may be conducted by an independent third party on behalf of the Employer, at no additional cost to Employer; provided that the scope of the audit is limited to financial information or information related to Employer's fiduciary responsibilities, and provided that all security documents, non -disclosure agreements and authorizations arc completed in advance of the audit. Evernorth must receive such audit request no less than sixty (60) days prior to the proposed audit date. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] to DocuSign Envelope ID: 653E87AF-A891-4D1F-BD87-56112478AD30 EXHIBIT i EMPLOYER ACCOUNT SERVICES Employer is entitled to utilize, for the delivery of the Employer Account Services listed below, the number of hours set forth on the then effective Cover Sheet to this Agreement in each twelve month period from the Effective Date of this Agreement. Pro-rata adjustments in this number of hours may be computed pursuant to Section 2.5 of this Agreement. * Employee Orientation Sessions Management/Supervisory Training Sessions * Educational/Wellness Seminars * Critical Incident Response Services Other Employer Account Services - Employer Account Services requested by Employer for which Evernorth notifies Employer that those services shall be counted against Employer Account Services' hours, including but not limited to, executive briefings, reduction in workforce counseling, and Employer's on -site EAP promotional activities conducted by Evernorth EAP managers or Evcrnorth contracted EAP affiliates. Delivery of these Employer Account Services shall be as agreed upon by the parties. In the event Employer does not utilize or only partially utilizes these Employer Account Services' hours during the twelve (12) month period to which they relate, Employer shall not be entitled to any refund or account credit, or to carry those hours forward. If Employer cancels its request for these services or reduces the number of hours initially requested after an independent provider has been secured by Evernorth, Evcrnorth shall deduct that number of hours the provider had been secured from Employer Account Services' hours. Additional Employer Account Services' hours may be purchased by Employer from Evernorth at Evernorth's fee -far -service rates in effect at the time of the request for such Employer Account Services. Delivery of these additional Employer Account Services' hours shall be as agreed upon by the parties. (THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK) DocuSlgn Envelope ID: B53E87AF-A8914D7F-BD87-56112478AD30 EXHIBIT 2 MENU OPTIONS**** This page intentionally left blank. **** Only those additional Menu Options purchased by Employer will he listed on this page. IN DocuSign Envelope ID' B53E87AF-A891401F-BDB7-56112478AD30 EXHIBIT 3 PRIVACY ADDENDUM "Business Associate Agreement" 1. GENERAL. PROVISIONS Section 1. jagg. As of the Effective Date, the turfs and provisions of this Addendum are incorporated in and shall supersede any conflicting or inconsistent terms and provisions of the Agreement for Employee Assistance Program Servizes to which this Addendum is attached, including all exhibits or other attachments to and all documents incorporated by reference (the ''Agreement"), except for any provisions of the Agreement which are more stringent regarding the use or disclosure of Protected health Information ("PHI") by Evernorth than this Addendum. Any such more stringent provisions in the Agreement shall prevail over this Addendum. This Addendum sets out terms and provisions relating to the use and disclosure of PI If without written authorization from the Individual. Section 2. Amendment to Comply with Law. F.vemorth, Employer (also referred to as "Plan Sponsor") and the group health plan that is the subject of the Agreement (also referred to as the "Plan") agree to amend this Addendum to the extent necessary to allow either die Plan or Evernorth to comply with applicable laws and regulations including but not limited to the Hearth insurance Portability and Accountability Act of 1996 and its implementing regulations (45 C.F.R. Parts 160 to 164) ("IIIPAA Privacy and Security Rules") as well as any and all federal state and local laws pertaining to patient record confidentiality including, but not limited to, state mental health and developmental disability and confidentiality laws, state and federal drug and alcohol confidentiality taws and state AIDS.'HJV confidentiality laws. Section 3. Relationship of Parties. The parties intend that Evernorth is an independent contractor and not an agent of the Plan or the Plan Sponsor. 11. PERMITTED USES AND DISCLOSURES BY EVERNORT11 Section 1. lases and Disclosures Generally. Fxcep► as otherwise provided in this Addendum, Evernorth may use or disclose PHI to perform functions, activities or services for, or on behalf of, the Plan as specified in the Agreement, provided that such use or disclosure would not violate the HiPAA Privacy & Security Rules, 42 C.F.R. Part 2 (Confidentiality of Substance Use Disorder Patient Records), and other applicable federal and state privacy laws if done by the Plan. In the event there are inconsistencies between HIPAA and 42 C.F.R. Part 2 or state privacy laws, the more restrictive rulc(s) will control. Section 2. To Carry Out Plan Oblientioas. To the extent Evernorth is to carry out one or more of the Plan's obligations, except as otherwise limited by the Agreement or 42 C.F.R. Part 2, under Subpart L of 45 C.F.R. Pan 164, Evernorth agrees to comply with the requirements of Subpart E that apply to the Plan in the perfionnance of such obligations. Section 3. Management and Administration. (a) Evcrnorth may use PHI for the proper management and administration of Evernorth, or to carry out the legal responsibilities of Evernorth. (b) Evernotth may disclose PIII for the proper management and administration of Evernorth, provided that disclosures are: (i) required by law or (ii) F.vemorth obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as requited by law or for the purpose for which it is disclosed to the person, and the person notifies Evernorth of any instances of which it is aware in which the confidentiality of the information has been breached. (c) Livernorth may use or disclose PHi to provide Data Aggregation services relating to the Health Care Operations of the Plan, or to de -identify PHI, except as otherwise limited by 42 C.F.R. Part 2. Once information is de -identified, this Addendum shall not apply. Section 4. Required or Permitted by Law. Fvcrnonh may use or disclose PRI as required by law or permitted by 45 C-T.R. Q 164.512, except as otherwise limited by 42 C.F.R. Part 2. 13 DocuSign Envelope ID B-�3E87AF-A891-4D1F-6Dti7-58112478AD30 Section fi. Disclosure of Pill to Plan Sponsor, The Plan acknowledges and agrees that, except as otherwise limited by 42 C.F.R. Part 2, the HIPAA Privacy and Security Rules allow the Plan to permit Evernorth to disclose or provide access to PHI, other than Summary Health Information, to the Plan Sponsor only after the Plan Sponsor has attended its plan documents to provide for the permitted and required uses and disclosures of PHI and to require the Plan Sponsor to provide a certification to the Plan that certain required provisions have been incorporated into the Plan documents before the Plan may disclose, either directly or through a business associate, such as Evernorth, any PHI to the Plan Sponsor. The Plan hereby warrants and represents that no PHI will be provided to the Plan Sponsor nor to any of its employees, agents or other persona under its control. Therefore no such Plan document amendments have been made nor any such certification received from the Plan Sponsor, Ill. OTHER OBLIGATIONS AND ACTIMIES OF EVERNORTH Section 1. Receiving Remuneration in Exchange for PHI Prohibited_ Evernorih shall not directly or indirectly receive remuucration in exchange for any Pill of an Individual, unless an authoriiatticm is obtained from the Individual, in accordance with 45 C.F.R. 11 164.508, that specifies whether PHI can be exchanged for remuneration by the entity receiving PHI of that individual, unless otherwise permitted under the F41PAA Privacy Rule. Section 2. Limited Data $et or Minimum 'Necessary Standard: and Determination. Evernorth shall, to the extent practicable, limit the use, disclosure, or request of individuals' PHI, to the minimum necessary amount of Individuals' PHI to accomplish the intended purpose of such use, disclosure, or request and to perform its obligations under the underlying Agreement and this Addendum. Evemorth shall determine what constitutes the minimum necessary to accomplish the intended purpose of such disclosure. Evernorth shalt comply with 42 C.F.R. Pan 2 re -disclosure requirements, including 3 2.32 notice requirements. Section 3. Security Standards. Evemorth shall use appropriate safeguards and comply with Subpart C of 45 C.F.R. Pan 164 with respect to Electronic PHI to prevent use or disclosure of PHI other than as provided for by the Agreement. Section 4. Protection of Electronic PHI. With respect to Electronic PHl, Evernorth shall: (a) implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the Electronic PH that Evemorth creates, receives, maintains, or transmits on behalf of the Plan as required by the Security Standards; (b) Ensure that any agent, including a subcontractor, to whom Evernorth provides Electronic PI -II agrees to implement reasonable and appropriate safeguards to protect such information; and (c) In the event of a Security Incident, Evemorth shall report to the Plan in writing (i) any actual, successful Security Incident within I= (10) business days of the date on which Evemorth first becomes aware of such actual, successful Security Incident and (ii) to the extent commercially reasonable, the Plan may request Evemorth to report in writing attempted but unsuccessful Security Incidents involving Pill of which Evemorth becomes aware, provided however, that such reports are not required for trivial and routine incidents such as port scans, attempts to log -in with an invalid password or user name, denial of service attacks that do not result in a server being taken off-line, malware and pings or other similar types of events. Section 5. Reporting of Violations. F.vemonh shall report to the Plan any use or disclosure of the P141 not provided for by this Addendum of which it becomes aware. Section 6. Mitigation of Violations. Evernorth agrees to mitigate, to the extent practicable, any harmful effect from a use or disclosure of Pi it in violation of this Addendum of which it is aware. Section 7. Security Breach Notification. Evernorth will notify the Plan of a Breach (including privacy related incidents that might, upon further investigation, be deemed to be a Breach) without unreasonable delay and, in any event, within ten (10) business days after Evernorth's discovery of same. This notification will include, to the extent known: (a) the names of the individuals whose PHI was involved in the Breach, 14 DocuStgn Envelope ID: B53E87AF-A891-4D1F-BDB7-56112478AD30 (b) the circumstances surrounding the Breach; (c) die date of the Breach and the date of its discovery; (d) the information Breached; (e) any steps the impacted individuals should take to protect themselves, (f) the steps Evernorth is taking to investigate the Breach, mitigate losses, and protect against future Breaches; and, (g) a contact person who can provide additional information about the Breach. For purposes of discovery and reporting of Breaches. Evernorth is not the agent of the Plan or the Employer (as "agent" is defined under common law). Evernorth will investigate Breaches, assess their impact under applicable state and federal law, including HiTECH, and will make a recommendation to the Plan regarding whether notification is required pursuant to 45 C.F.R. §164,404-408 and/or applicable state breach notification laws. With the Plan's prior approval, Evernorth will issue notices to such individuals, state and federal agencies - including the Department of health and Human Services, and/or the media as the Plan is required to notify pursuant to, and in accordance with the requirements of, applicable law (including 45 C.F.R. § 164.404408). In the event of a Breach affecting multiple Evernorth clients when Evernorth believes notification to affected individuals is required in accordance with applicable law, Evernorth reserves the right to issue notifications to the affected individuals without Plan approval. Evernorth will pay the costs of issuing notices required by law and other remediation and mitigation which, in Evernorth's discretion, are appropriate and necessary to address the Breach. Evernorth will not be required to issue notifications that are not mandated by applicable law. Evernorthshall provide the Plan with information necessary for the Plan to fulfill its obligation to report Breaches affecting fewer than 500 individuals to the Secretary as required by 45 C.F.R. § 164.408(c). Section S. Disclosures to and Aereements with Third Parties. Fvemorth agree., to ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of Evernorth agree to substantially the same restrictions, conditions, and requirements that apply to Fvemorth with respect to such information. Any other provision of this Addendum notwithstanding, Evernorth may decline to disclose to any third party tiny information which the Agreement provides may not be disclosed to the Employer. Section 9. Access to PHI Evernorth shall provide an Individual with access to such Individual's PHI contained in a Designated Record Set in response to such Individual's request in the time and manner required in 45 C.F.R. § 164.524. Evemorlh shall comply with 42 C.F.R. Part 2 re -disclosure requirements, including §2.32 notice requirements. Section 10. Availability of PHI for Amendment. Evernorth shall respond to a request by an Individual for amendment to such Individual's Pi II contained in a Designated Record Set in the time and manner required in 45 C.F.R. §164.526. Section 11. Right to Confidential Communications and to Reaucst Restriction of Disclosures of Pill. Evcrnorth sball respond to a request by an Individual for confidential communications or to restrict the uses and disclosures of PHI contained in such Individual's Designated Record Set in the time and manner required by 45 C.F.R § 164.522. Gvernorth shall not be obligated to agree to, or implement any restriction, if such restriction would hinder Health Can Operations or the provisions of* the functions, activities or services, unless such restriction would otherwise be requited by 45 C.F.R. § I64.522(a). Section 12. Accountins of PHI Disclosures. Evcmorth shall provide the accounting of disclosures to an Individual who requests such accounting in the time required in 45 C.F.R. Section 164.528, Section 13. Availability of Books and Records. Evernorth hereby agrees to make its internal practices, honks and records relating to the use and disclosure of Pill received from, or created or received by Evernorth an behalf of the Plan. available to the Secretary for purposes of determining the I'lan's compliance with the Privacy Rule. 15 DocuSicgn Envelope ID' BE3E87AF-A891-4D1F-BDB7-5611247BAD30 IV. TERMINATION OF AGREEMENT WITH EVERNORTH Section 1. Termination Upon Breach of Provisions Applicable to PHI. Any outer provision of this Agreement notwithstanding, this Agreement may be terminated by the Plan upon prior written notice to Evernorth in the event that Evernorth materially breaches any obligation of this Addendum and fails to cure the breach within such reasonable time as the Plan may provide for in such notice. If Evemorth knows of a pattern of activity or practice of the Plan that constitutes a material breach or violation of the Plan's duties and obligations under this Addendum, Evernorth shall provide a reasonable period of time, as agreed upon by the parties, for the Plan to cure the material breach or violation_ Provided, however, that, if the Plan does not cure the material breach or violation within such agreed upon time period, Iivcm(.vth shall terminate the Agreement at the end of such period. Section 2. Use of PHI Upon Termination. The parties hereto agree that it is not feasible for Evemorth to return or destroy PHI at termination of this Agreement, therefore:, the protections of this Addendum for Pill shall survive termination of this. Agreement and Evernorth shall limit any further uses and disclosures of such Pill to the purpose or purposes which make the return or destruction of such PI.11 infeasible. V. OBLIGATIONS Ole THE PLAN AND PLAN SPONSOR Section 1. Disclosures Genet -ally. Except as otherwise provided for in this Addendum, the Plan will not request that Evernorth use or disclose PHI in any manner that would not be permissible under IIIPAA or FIITECH if done by the Plan. Seetlon 2. Disclosures to Third Parties. To the extent the Plan requests that Evemorth disclose PHI w a third party business associate acting for the Plan, the Plan represents and warrants that: (a) It only will request PHI for the purposes of Treatment, Payment, or I lealth Care Operations, or another permitted purpose under the IIIPAA Privacy Rule; (b) The information requested is the minimum necessary to achieve the purpose of the disclosure; and (c) The Plan has a business associate agreement in place with the third party. VI. DFF1NrnoNSFOR USKIN'rHISADDENDUM Definitions. Certain capitalized terms used in this Addendum shall have the meanings ascribed to them by HWAA and HITECH including their respective implementing regulations and guidance. if the meaning of any term defined herein is changed by regulatory or legislative amendment, then this Agreement will be modified automatically to correspond to the amended definition. All capitalized terms used herein that arc not otherwise defined have the meanings described in RIPAA and l ITCH. A reference in this Addendum to a section in the IIIPAA Privacy Rule, HIPAA Security Rule, or the HITECH Act means the section then in effect, as amended. "Breach" shall mean the unauthorized acquisition, access, use, or disclosure of Unsecured Protected 1 lealth Information ("Pill") which compromises the security or privacy of such information, except when an authorized person to whom such information is disclosed would not reasonably have been able to retain such information. A lireach does not include any unintentional acquisition, access, or use of Pill by an employee or individual acting under the authority of Evernorth if such acquisition, access, or use was made in good faith and within the course and scope of the employment or other professional relationship of such employee or individual with Evernorth; any inadvertent disclosure from an individual who is otherwise authorized to access PHI at a facility operated by fivernorth to another similarly situated individual at the same facility; and such information is not further acquired, accessed, used, or disclosed without authorization by any person. "Business Associate" means i:,vernorth Care Solutions, Inc. "Covered Entity" means Plan 16 Docu5lgn Envelope ID: 653E87AF-A891-401F-BDB7-56112478AD30 "Data Aggregation" shall mean the combining of PHI by Evernorth with the Individually Identifiable Health Information created or received by F.vernorih in its capacity as a business associate of another covered entity, to permit data analyses that relate to the health care operations of the Plan and the other covered entity. "Designated Record Set" shall have the same meaning as the term "designated record set' as set forts: in the Privacy Rule, limited to the enrollment, payment, claims adjudication, and case or medical management record systems maintained by Everorth for the Plan, or used, in whole or in part, by Evernorth or the Plan to make decisions nbout individuals. "Effective Date" shall mean the earliest date by which Evernorth and the Plan must enter into a business associate agreement under 45 C.F.R. Part 164, "Electronic Protected Realth information" shall mean PHI that is transmitted by, or maintained in, electronic media as that term is dcfinat in 45 C i. .1L Section 160.103. "Individually Identifiable Health Information" shall mean information that is a subset of health information, including demographic information collected from an individual, and: W is created or received by a health care provider, health plan, health cane clearinghouse (as those terms are defined in the Privacy Standards), or employer; and (ii) relates to the past, present, or future physical or mental health or condition of an individual; the provision of health can to an individual; or the past, present or future payment for the provision of health care to an individual; and (a) identifies the individual, or (b) with respect to which there is a reasonable basis to believe thr information can be used to identify the individual. "Limited Data Set" shall have the same meaning as the term "limited data set' as set forth in as defined in 45 C.F.R. Section 164.514(e)(2). "Protected health information" or "PHI" shall have the same meaning as set forth at 45 C:.f .R. § 160.103. "Secretary" shall mean the Secretary of the United States Department of Health and Human Services. "Security incident" shall have the same meaning as the term "security incident' as set forth in 45 C.F.R. § 164.304. "Summary Health Information" shall mean information, that may be Individually ldentifable Information, and (i) that summarizes the claims history, claims expenses, or type of claims experienced by individuals covered by the Plan; and (ii) from which the information described at 45 C.F.R. p164.514(b)(2)(i) has been deleted, except that the geographic information described in 45 C.F.R. § 164.514(bx2)(i)(B) need only be aggregated to the level of a five -digit zip code. "Unsecured Protected Health information" shall mean PHI that is net rendered unusable, unreadable, or indecipherable to unauthoruai individuals through the use of a technology or methodology specified by the Secretary in the guidance issued under Section 13402(h)(2) of ARRA. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] 17 DocuS+gn Envelope ID 653E87AF-A891-4D1F-BD67.56112.478AD30 EXHIBIT 4 MIAMI BEACH PROFESSIONAL SERVICES Before bcbirming any work. and throughout tlic term of the. contract (including renewal periods), the Provider• shall indicate that insurance coverage has been obtained which meets the requirements as outlined below: A Wcrkers' Compensation Insurance for all employees of the Contractor as required by Florida Statute Chapter 440 and Employer Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease Should the Contractor be exempt from this Statute, the Contractor and cach employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt contractor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption. B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage fur hired arm non -owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with limit no less than $1,000,000. Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's insurance. Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services. Waiver of Subrogation - Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from :he insurer. Acceptability of Insurers - Insurance must be placed with Insurers with a current A.M. Best rating of A:VII or higher If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e FWCIGA, FAJUA). Carriers may alsc be considered if they are licensed arid authorized to do insurance business in the State of Florida. Verification of Coverage - Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive DocuSign Envelope ID, B53E87AF-AB91-4DIF-BDB7-5611247BAD 30 the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time CERTIFICATE HOLDER MUST READ: CITY OF MIAMI BEACH :,/o EXIGIS Insurance Compliance Services r'.0 947 Murrieta, CA 92564 Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-mra mibeachriskwor ks.com Special Risks or Circumstances — The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. fTHE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANKi it ATTACHMENT A RESOLUTION & COMMISSION AWARD MEMO RESOLUTION 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: 151 Evernorth Care Solutions, Inc. 2n1 Aetna Behavioral Health, LLC 3rd Compsych Employee Assistance Programs, Inc. 4t' 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 3411C 2023. ATTEST: Jul - 5 2023 RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR APPROVED AS TO iNcaRP OAATED FORM & LANGUAGE � 21 & FOR EXECUTION \ .1 4 .. ::.. .�-- City Attorney Date Competitive Bid Reports - C2 D MIAMI 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. BACKGROUND/HISTORY 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. Gl1 —746 9 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 netvmrk 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 Employee 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 FINANCIAL INFORMATION 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. Amounts)/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, Inc., as a subsidiary to Cigna Corporation, the Citys 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. Is this a "Residents Right to Know" item. pursuant to City Code Section 2-14? No Legislative Tracking Human Resources/Procurement ATTACHMENTS: Description ❑ Attachment A ❑ Resolution Does this item utilize G.O. Bond Funds? No Page 64 of 1808 2023 UMO Effolay" VwVMAdVm AwWwWce MoV v auwftvm awomwo sAftm tRas urm For uml 76 1 , a Al Psych north Cera Sohdians,LnS. 79 is AM068163 Inc, dbe TO Fm --- --- — ff ...... 12- 771- is 06 2 80 15 9 74 5 15 16 3 76 U 14 —.2 . 77 '4 _. 12 5 79 2 12 9? T A i�2 IMROMPLAY PLIMPOWS ONLY. FINAL RANKING DOES NOT CONSTITUTE AN AWARE) RECOMMENDATION. _71 Page 65 of 1808 Jmardfar 9MdM Low AN(OWN, To"% ftmew1 4 76 15 0-11 91 'T A 14 3119 2 uil Competitive Bid Reports - C2 H MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: February 22, 2023 SUBJECT: REQUEST FOR APPROVAL TO ISSUE REQUEST FOR PROPOSALS (RFP) NO. 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM SERVICES. RECOMMENDATION It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of Request for Proposals (RFP) 2023-258-WG for employee assistance program services. BACKGROUND/HISTORY The City currently provides an employee assistance program (EAP) through Cigna. The program is available to all full-time and part-time employees, family members and anyone that cohabitates with employees (approx. 2212). EAP provides access to work/life resources and licensed clinicians with a wide variety of concerns, from family and financial issues to substance abuse, emotional health, and stress. On October 1, 2016, pursuant to RFP 2016-086-WG, the City entered into an agreement with Cigna for the administration of the EAP. The existing Agreement is scheduled to expire on September 30, 2023. Accordingly, the RFP seeks to establish a replacement agreement upon the expiration of the current agreement. ANALYSIS By way of this RFP, the City seeks proposals from qualified firms to provide confidential and professional EAP services to eligible employees and their dependents. Firms are required to submit proposals, including qualifications and costs, for the EAP services, a corresponding mobile application and routine printed materials disseminated to employees throughout the year. Following the receipt of proposals, an Evaluation Committee will review proposals in accordance with the criteria established in the attached RFP. SUPPORTING SURVEY DATA Not Applicable. FINANCIAL INFORMATION Services for this contract would be funded through the Department's budget subject to approval through the budget process. Grand funding is not anticipated to be used for this project. Amount(s)/Accou nt(s): The City's average annual expenditure on EAP services is $50,000. CONCLUSION I recommend that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of RFP 2023-258-WG for employee assistance program services. Applicable Area Citywide Is this a "Residents Right to Know" item,_pursuant to City Code Section 2-14? No Does this item utilize G.O. Bond Funds? No Strategic Connection Organizational Innovation - Improve employee safety and wellness. Legislative Tracking Human Resources/Procurement ATTACHMENTS: Description o Draft RFP 2023-258-WG ATTACHMENT B ADDENDUM AND RFP SOLICITATION /01AMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR PROPOSALS NO. 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM April 4, 2023 This Addendum to the above -referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). REVISION: RFP DUE DATE AND TIME. The deadline for the electronic receipt of bids is extended until 3:00 p.m., on Friday, April 14, 2023. All bids received and time stamped through BidSync, prior to the bid submittal deadline shall be accepted as timely submitted. Bids will be opened promptly at the time and date specified. Hard copy bids or bids received electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of bids are not acceptable and will be rejected. Late bids cannot be submitted, bidders are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. u. KtVlblUN: Kevise Section UJUU, I ab 4, Approach and Methodology as follows: = - Approach and Methodoloav Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to: • Include a schedule of benefits and any applicable discounts, costs, copays, etc. • Explain how the proposer will efficiently and accurately communicate with City personnel and the benefits consultant; • Explain proposer's approach to customer service and how it retains representatives with knowledge on Employee Assistance SpeGifiG detalls of the visieR PlaR, Glalms, and the Retwork of pFeviders, • Explain the process for receiving enrollment from the City via electronic enrollment; • Explain how the proposer will provide monthly billing reports with access to pull billing and other coverage information online securely,- - Explain the proposer's appeals procedure process for any member with dissatisfaction with a claim denial; • Explain how the proposer will efficiently process claims including verification of enrollment, determination of benefit coverage, application of appropriate provider reimbursement, creation and mailing of EOBs for all claims, timely payment, storage of all claims information; • Explain how the proposer will monitor and report plan financials, utilization, network performance, etc. • Any other services your per employee per month fee includes. III. ATTACHMENT: Exhibit A Utilization Reports ADDENDUM N0.1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 31d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov IV. RESPONSES TO QUESTIONS RECEIVED: Q1: I am seeking clarification on Tab 4's Approach and Methodology. Specifically in regard to the mentioned topics of vision plans, claims, copays, claim denial, claims information. We believe these items would not apply as they indicate detail on a Health plan. The EAP is a city sponsored service free to the employees & their dependents and would not require any claims processing. Al: This is a scrivener's error. Please refer to Revision II above. Q2: The Statement of Work states that urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days. For each clinical case, we provide a confirmed referral to a provider within 2-3 business days for standard cases. The member is then responsible for calling the provider directly to schedule an appointment at a date and time that works best for him/her. Does this process meet the City's expectations? A2: Cigna confirms that the process outlined above is our standard and exists today. Emergency and urgent requests are handled immediately during the call as required and they handle routine requests, as described above, in 3 days. Q3: The Statement of Work requests a five -session counseling model, but then additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services c. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse g. Financial Counseling h. Psychological Difficulties/Mental Health i. Legal Counseling j. Anxiety/Stress Grief Pet assistance (i.e bereavement, vets, etc.) also requests up to 5 Please clarify this request. We would typically provide a 5-session counseling model per separate clinical issue and then work -life, legal, financial, pet care, etc. telephonic consultation and referral is provided through our work -life benefit and does not count toward a set number of sessions. A3: Yes. Cigna EAP offers up to 5 sessions for face-to-face clinical counseling. Cigna also offers up to 3 referrals for the above -mentioned work/life requests. Lastly, Cigna offers 1 no - cost 30-minute consultation, per issue per year, for legal/financial concerns. Minimally, this is a format we would like to continue. 04: How many hours of the following services are included within the current EAP contract per year? • Onsite training/orientation/educational seminars • Onsite health fair/event participation ADDENDUM NO. 1 PROCUREMENT DEPARTMENT MIAMIBEACH 1755 Meridian Avenue, 3,d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov • Onsite critical incident support events (# events/# hours) • Webinar training A4: 52 actual hours are included per contract year based on a calculation of 24 hours per 1,000 employees. The way the hours are used is determined by the City of Miami Beach to best meet their needs. Q5: How many total hours of the following services were utilized in each of the last two (2) years? • Onsite training/orientation/educational seminars • Onsite health fair/event participation • Onsite critical incident support events (# events/# hours) • Webinar training A5: 52 actual hours are included per contract year based on a calculation of 24 hours per 1,000 employees. The way the hours are used is determined by the City of Miami Beach to best meet their needs. The City of Miami Beach typically utilizes all 52 hours per year. Q6: How do you utilize EAP in managing employee health and well-being? A6: Cigna's EAP for the City of Miami Beach offers the following avenues for wellness coordination, collaboration, and review: • seminar resources to complement and enhance wellness initiatives • targeted EAP seminars aligned to medical and disability cost drivers • EAP national wellness webcasts offered year-round on a bimonthly basis with on - demand access for 24 months • cross referrals for chronic conditions and other medical concerns through vendor integration • online resources to manage health, including self-service coaching modules • Healthy Rewards® that provides discounts on health and wellness products and services • face-to-face and virtual (video -based) counseling with EAP providers who can address wellness concerns (e.g., tobacco cessation, weight management, stress management), offer support for a new medical diagnosis, and speak to the comorbid symptoms of depression or anxiety, arising in response to a health crisis or chronic health condition • referrals to peer support groups specific to health and wellness concerns • EAP Resources for Managers and Organizations microsite • EAP giveaways for health fairs and biometric screening events (as well as the ability to use employer service hours to have a local EAP provider in attendance) • consultative account management support ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 31d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Q7: How do you currently track the effectiveness of the EAP program? A7: Our EAP offers valuable resources for evaluation and short-term counseling. In most cases, early intervention and expert clinical intervention can prevent behavioral treatment expenses. Based on our EAP book of business, 9 out of 10 participants resolve their needs through the EAP, eliminating the need for them to access their behavioral benefits. Two key EAP metrics help frame the cost -offset results: • Resolution Rate - When participants are able to resolve their presenting issue(s) within the EAP (i.e., without a referral to their behavioral health coverage), they avoid out-of- pocket expenses associated with behavioral health treatment. They also have fewer related medical claims. Sessions Provided Equates to Behavioral Outpatient Cost Offset - A simple calculation measures the cost offset: The number of paid EAP sessions for YTD closed cases is multiplied by the average cost per behavioral health outpatient visit. This equals the estimated cost offset (in dollars) tied to avoided behavioral health outpatient visits (excluding psychiatrist visits, which are outside the scope of the EAP). We can provide an employer -specific average based on the organization's outpatient behavioral health claims experience (if needed) when we also manage the behavioral health benefits. Q8: How do you currently track and manage contract compliance? A8: Our rigorous compliance program is designed to ensure that our operations comply with applicable state and federal laws and regulations. Our state government affairs office monitors emerging state and federal laws, and our regulatory compliance organization provides weekly summaries of new laws, including the company's compliance position, to affected business areas for implementation. Q9: How many employees covered under the EAP fall under Department of Transportation (DOT) regulations? A9: Employees with CDL licenses are not tracked globally by HR, but each department determines the positions that require CDL licenses. Q10: Are DOT Substance Abuse Professional (SAP) evaluations included within the EAP contract? If yes, is there a cap on the number of evaluations included each year within the EAP rate or are evaluations provided on a fee -for -service basis? A10: DOT/Substance Abuse cases are billed separately on a per case basis. Q11: How many Department of Transportation (DOT) Substance Abuse Professional (SAP) evaluations have been requested in each of the last three years? A11: None. ADDENDUM NO. 1 MIAMIBEACH Q12: Please provide insight into the condition of the workforce • Stress? • Morale? • Inflation? • Financial challenges? • Burnout? PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www miamibeachfl.gov Are your employees facing: Al2: The Human Resources department consistently provides EAP seminars to focus on the topics above. Although not required, the City of Miami Beach encourages and incentivizes employee participation. Q13, Have there been any major events in the last year (i.e. reductions in force, critical incidents, etc.)? A13: Yes, there have been major events including the loss of 3 employees. Q14: Is your EAP Helpline currently answered by customer service representatives or by clinical personnel? A14: Cigna's EAP personal advocates answer calls. They have a Masters -level degree in a mental health -related field. As required, licensed clinicians are available via warm transfer for urgentlemergent requests/calls. Q15: On a scale of 1-5 with 5 being the highest, how would you rate your current vendor? A15: Rating the City's current service provider is not a requirement of the RFP. 016, What are the three components that are most important to you in an EAP? A16: All components are important to the City, proposers shall submit their qualifications, proposed scopes of work, and revenue proposals to the City for the City's consideration in achieving the required scope of services and requirements as detailed in the RFP Q17: Appendix - A2 - Is monthly utilization reporting standard for the City? Would quarterly comprehensive utilization reporting suffice? A17: Yes. Q18: Overall Bid Question. Appendix A - A2 - The City is requesting up to five sessions per person, per issue, per year, correct? So "5 additional face-to-face Counseling Sessions" would refer to an additional case regarding a different issue, is that what is meant here? A18: Yes Q19: Overall Bid Question. Appendix A - A2 - Could the City provide historical data on the number of trainings and/or onsite crisis responses per year? A19: Yes. Please refer to Exhibit A Utilization Reports. ADDENDUM NO.1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www,miamibeachfl.gov Q20: Overall Bid Question: Appendix A - A2 - Could the City please clarify what is wanted or needed as it relates to "COMB specific Mobile App"? Are you simply looking for an App that is available and accessible to everyone? A20: Yes. 021: Overall Bid Question: Provider availability and timely connectivity are the biggest issues facing people in need of mental resources today. Is that the City's primary goal with an EAP partnership? To get your people connected and engaged in care? What are the other top challenges, as well as goals and needs of the City and its employee community? A21: Yes, provider availability and timely connectivity are the biggest challenges facing people in need of mental resources today. The goals and needs of the City and employee community are fluid and may change depending on circumstances. Q22: Why is the City of Miami Beach out to bid today? A22: Please refer to Section 0100, Instructions to Bidders, Paragraph 2. Background. Q23: What is the City of Miami Beach's current PEPM rate for their program today? A23: The City's current per -employee per -month rate is $1.80 and will increase on 10/112023 to $1.86 PEPM. Q24: Does Miami Beach anticipate conducting finalist meetings? A24: Please refer to Section 0400, Proposal Evaluation, Paragraph 1. Evaluation of Proposals. 025: Please confirm police and fire are included in the 2,212 full and part-time employee count. A25: Confirmed. The number includes all active full and part-time employees, including Police & Fire. Q26: Please confirm if the SQR report from Dun and Bradstreet must be received by the City within the bid process period or if it can be received upon request later on. A26: A Dun and Bradstreet Report is not required with a proposal response. The Report shall be provided within three (3) days, only when requested by the City. Q27: Regarding printed materials, please advise on the number of printed materials needed. Are materials mailed to member homes, and if so, which materials get mailed? A27: The current program offers home mailing at an additional cost. Currently, hard copy tri- fold brochures and posters are available for drop shipment directly to work sites at no additional cost. An initial 1000 brochures at the start of implementation, at no additional cost. ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www miamibeachfl.gov If additional communication materials are requested, provide the maximum before the additional cost is implemented. Q28:. Can the City please provide utilization reports for the past 3 years? A28: Yes. Please refer to Exhibit A Utilization Reports. Q29: How many training hours and critical incident hours would you like included in the rate? 52? A29: Please include a minimum of 24 hours per 1000 employees or 52 hours per contract year in the rate. Q30: Are WorkLife/concierge services also included in the current rate? A30: Work/life services are included in the current rate, high -touch (concierge) services where arrangements are handled on behalf of the customer are not. Q31: What are the onsite hours being used for today? Is one person doing the work or is Cigna providing different roles to conduct training and provide critical incident services? A31: The onsite hours are commonly used for health seminars, management & supervisor training, team building, grief counseling, etc. Cigna provides specialists based on the topic of interest. Q32: When it comes to emotional well-being, what is most important to your employees and family members? A32: Stress/Anxiety, Information/Inquiries, Marital/partner, family concerns, depression. The records that have reached the maximum and are closed out are adjustment disorder, anxiety disorder, stress, mood disorder, and career/job. Q33: Both Tab 1 Part 1.2 Minimum Qualifications Requirements and Tab 2 Part 2.1 Qualifications of Proposing Firm require the proposer to provide information on their experience and qualifications. I am seeking clarification on whether these requirements are intended to ask for the same information or if there are any differences in the qualifications that are being sought. A33: Tab 2, 2.1 Requests detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. Tab 1, 1.2 requires a minimum of five years of experience providing group employee assistance program services to City, County, or other local governmental organizations or public entities. They may be the same reference information if applicable. Q34: Will you accept electronic signatures on all proposal forms? 7 1 ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov A34: The bid submittal questionnaire, submitted electronically, allows for electronic signature. Q35: Who is your health plan provider and is the plan self -funded? A35: The City's health plan provider is Cigna and they are self -funded. Q36: Section 0200 - General Conditions - Is there any opportunity to negotiate language, add or subtract verbiage, or edit based on standard industry practices? A36: Please refer to Section 0200, Paragraph 13, Exceptions to Solicitation. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: ail: William Garviso 305-673 7000 ext. 7490 FWIMlliamGarviso@miamibeachfl. ov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. Sincerely, wi�LLEavu c,avvise for Alex Denis Alex Denis Procurement Director ADDENDUM N0. 1 MIAMI BEACH REQUEST FOR PROPOSALS (RFP) 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM TABLE OF CONTENTS SOLICITATION SECTIONS: 0100 INSTRUCTIONS TO PROPOSERS 0200 GENERAL CONDITIONS 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 0400 PROPOSAL EVALUATION APPENDICES: APPENDIX A MINIMUM REQUIREMENTS & SPECIFICATIONS APPENDIX B COST PROPOSAL FORM APPENDIX C INSURANCE REQUIREMENTS SECTION 0100 MIAMI BEACH INSTRUCTIONS TO PROPOSERS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and revenue proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Proposer(s) (the "contra ctor[s]") if this RFP results in an award. The City utilizes Periscope S2G (formally known as BidSync) (www,periscopeholdings.com or www.bidsync.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective Proposer who has received this RFP by any means other than through Periscope S2G must register immediately with Periscope S2G to ensure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of the proposal submitted. 2. BACKGROUND. On October 1, 2016, pursuant to RFP 2016-086-WG the City entered into an agreement with Cigna Health and Life Insurance Company, for the Administration of its Employee Assistance Program. The existing Agreement is scheduled to expire September 30, 2023. PURPOSE. The City currently provides an Employee Assistance Program (EAP) through Cigna (Evernorth Behavioral Health). The program is available to all full-time and part-time employees, family members and anyone that cohabitates with employee (approx. 2212). The EAP provides access to work/life resources, and licensed clinicians to assist employees and their dependents with a wide variety of concerns, from family and financial issues to substance abuse, emotional health, and stress. By way of this RFP the City seeks proposals from qualified firms to provide confidential and professional EAP services to eligible employees and their dependents. 3. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows: RFP Issued February 24, 2023 Pre -Proposal Meeting March 8, 2023 at 11:00 am ET Join on your computer, mobile app or room device Click here to. ioi_n_the _meetina Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 290 208 984# Deadline for Receipt of Questions March 29, 2023 at 5:00 pm ET Responses Due April 7, 2023 at 3:00 pm ET Join on your computer, mobile app or room device Click here to join the meeting Or call in (audio only) 1 786-636.1.480 United States, Miami Phone Conference ID: 747 628 471# Evaluation Committee Review TBD MIAMI BEACH Tentative Commission Approval TBD Contract Negotiations Following Commission Approval 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: William Garviso 305 673-7490 WilliamGarvisoC>miamibeachfl. The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE -PROPOSAL MEETING OR SITE VISIT(S). A pre -proposal meeting or site visit(s) may be scheduled, Attendance for the pre -proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Proposers interested in participating in the Pre -Proposal Meeting must follow these steps: Join on your computer, mobile app or room device Click here to join the meeting Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 290 208 984# Proposers who are participating should send an e-mail to the contact person listed in this RFP expressing their intent to participate. 6. PRE -PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre - submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Periscope S2G. Any prospective proposer who has received this RFP by any means other than through Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non- compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranadoomiamibeachfl.gov 8. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub -consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). MIAMI BEACH 9. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 10. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant, The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2) Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Manager may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals, 11. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer, Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 12. E-VERIFY. As a contractor you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term, 1.3. PERISCOPE S2G (FORMERLY BIDSYNC). The Procurement Department utilizes Periscope S2G, Supplier -to - Government electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City you must register and complete your vendor qualifications through Periscope S2G, Supplier -to - Government www,bidsync.com/Miami-Beach, Registration is easy and will only take a few minutes. For detailed instructions on how to register, complete vendor qualifications and submit electronic bids visit https://www.miamibeachfl.gov/city-hall/procuremenYfor-approval-how-to-become-a-vendor/. Should you have any questions regarding this system or registration, please visit the above link or contact Periscope S2G, Supplier -to -Government at support9bidsync.com or 800.990.9339, option 1, option 1. 14. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Periscope S2G, the City encourages vendors to register with our online Vendor Self- Service web MIAMI BEACH page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self -Service (VSS) webpage (https:Hselfservice.miamibeachfl.Qov/vss/Vendors/default.g5px) will also provide you with purchase orders and payment information. Should you have any questions and/or comments, do not hesitate to submit them to vendorsupport0miamibeachfl.gov 15. SUPPLIER DIVERSITY. In an effort to increase the number and diversity of supplier options in the procurement of goods and services, the City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC) and small and disadvantaged businesses, as certified by Miami -Dade County. See authorizing resolutions here. If your company is certified as an LGBT-owned business by NGLCC, or as a small or disadvantaged business by Miami -Dade County, click on the link below to be added to the City's supplier registry (Vendor Self -Service) and bid system (Periscope S2G, Supplier -to -Government). These are two different systems and it is important that you register for both. Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procuremenYhow-to- become-a-vendor/. Balance of Page Intentionally Left Blank SECTION 0200 GENERAL CONDITIONS FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer agrees to be bound by and in compliance with the Terms and Conditions for Services (version dated 10.27.2022), incorporated herein, which may be found at the following link; https://www.miamibeachfl. o� v/city-hall/procurement/standard-terms-and-conditions/ SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Periscope S2G (formerly BidSync) on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not acceptable and will be rejected. A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid. Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4, below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to assure that its bid, including all attachments, is uploaded successfully. Only proposal submittals received, and time stamped by Periscope S2G (formerly BidSync) prior to the proposal submittal deadline shall be accepted as timely submitted. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments, Any technical issues must be submitted to Periscope S2G (formerly BidSync) by contacting (800) 990-9339 (toll free) or S2GCperiscopeholdings.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue. It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in BidSync prior to the deadline for proposal submittals. 2. NON -RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non - responsiveness. Non -responsive proposals will not be considered. 1. Bid Submittal Questionnaire 2. Failure to comply with Minimum Eligibility Requirement (See Appendix A, Section A1). 3. Cost Proposal (Appendix B). 3.OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Bid Submittal Questionnaire (submitted electronically) and the Cost Proposal with the bid and by the deadline for submittals shall render a proposal non -responsive. Non -Responsive proposals will not be considered. With the exception of the Bid Submittal Questionnaire (completed and submitted electronically) and the Cost Proposal, the City reserves the right to seek any omitted information/documentation or any additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in proposal being deemed non -responsive. 4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted through the "Line Items" attachment tab in Periscope S2G. Cover Letter & Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix A, Minimum Requirements and Scope of Work. ence & Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of similar experience for the firm and/or any principal, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include name of principal). 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. of Services Submit detailed information addressing how Proposer will achieve each portion of the scope of services and technical requirements outlined in Appendix A, Minimum Requirements and Scope of Work. Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete a fully review and score the proposed scope of services. and Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to; • Include a schedule of benefits and any applicable discounts, costs, copays, etc. • Explain how the proposer will efficiently and accurately communicate with City personnel and the benefits consultant; • Explain proposer's approach to customer service and how it retains representatives with knowledge on specific details of the vision plan, claims, and the network of providers; • Explain the process for receiving enrollment from the City via electronic enrollment; • Explain how the proposer will provide monthly billing reports with access to pull billing and other coverage information online securely; • Explain the proposer's appeals procedure process for any member with dissatisfaction with a claim denial; • Explain how the proposer will efficiently process claims including verification of enrollment, determination of benefit coverage, application of appropriate provider reimbursement, creation and mailing of EOBs for all claims, timely payment, storage of all claims information; • Explain how the proposer will monitor and report plan financials, utilization, network performance, etc. • Any other services your per employee per month fee includes. SECTION 0400 PROPOSAL EVALUATION 1. EVALUATION OF PROPOSALS. All responsive proposals will be evaluated in accordance with this section. If more than one proposal is received, the City Manager may appoint an Evaluation Committee to consider and provide feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations, In the evaluation of proposals, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information within the time prescribed may result in the disqualification of proposal. 2. QUALITATIVE FACTORS (QUALIFICATIONS, SCOPE AND APPROACH). The Evaluation Committee shall only consider qualitative factors. The Evaluation Committee shall not consider quantitative factors (e.g. cost proposal, veterans preference, etc.) in its review of proposals. The Evaluation Committee's role is solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants or any other third -party, as well as consideration of the quantitative factors, in developing an award recommendation to be presented to the City Commission for consideration. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the following criteria. The Procurement Department will assign points for Veteran's Preference, pursuant to Section 2-374 of the City Code, as applicable. 3.QUANTITATIVE FACTORS. Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing a recommendation to the City Commission. In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third -party in developing an award recommendation in accordance with Sub -section 5 below. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula: Sample Objective Formula for Cost Example Maximum Formula for Calculating Points Vendor Allowable Points (lowest cost / cost of proposal being Total Points Vendor Cost (Points noted are for illustrative evaluated X maximum allowable Awarded Proposal purposes only. Actual points are points = awarded points) noted above.) Round to Vendor A $100.00 20 $100 / $100 X 20 = 20 20 Vendor B $150.00 20 $100 if $150 X 20 = 13 13 Vendor C $200.00 20 1 $100 / $200 X 20 =10 10 4. EVALUATION COMMITTEE RANKING FOR QUALITATIVE AND QUANTITATIVE FACTORS. The sum of qualitative and quantitative scores will be converted to rankings in accordance with the example below. 5. DETERMINATION OF AWARD. The City Manager shall consider qualitative and quantitative factors, in accordance with Sub -section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2) Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Manager may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. APPENDIX A &AIAMI BEACH Minimum Requirements & Specifications (RFP)2023-258-WG EMPLOYEE ASSISTANCE PROGRAM PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Al. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements shall be deemed non -responsive and shall not have its bid considered. 1. Bidder shall have a minimum of five years' experience providing group employee assistance program services to City, County, or other local governmental organizations or public entities. Required Submittals: Three (3) client references including name, contact information including address/telephone/email, length of services provided, and the actual services provided to the client. 2. If doing business as an insurance company in the State of Florida and you are responding to any aspect of this RFP that requires an insurance company service, please provide proof that your application to do business as an insurance company was submitted to the Florida Office of Insurance Regulation and approval was granted. A2. Scope of Services. Current EAP Program The City currently provides an Employee Assistance Plan (EAP) through Cigna (Evernorth Behavioral Health). The program is available to all full-time and part-time employees, including their dependents . Provide confidential and professional EAP services to eligible employees and their dependents with up to five face-to-face visits. In order to provide a response, please review the current EAP services provided below. At a minimum the following services are required as part of the Citys EAP Program. EAP Services A designated single point of contact (AE level) for Human as well as coordination of all other EAP services, billing, reports and management of the program is required, Monthly usage reporting Include up to 5 additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services c. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse g. Financial Counseling h. Psychological Difficulties/Mental Health i. Legal Counseling j. Anxiety/Stress k. Grief I. Pet assistance (i.e bereavement, vets, etc) • Telephonic Toll -Free Phone Service available 24/7 including video, one-to-one counseling, and onsite workshops • Urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days • Onsite services are included — at a minimum provide 24hrs. per 1,000 employees or 52 actual hrs. per contract year Mobile Application • Provide a detailed list of services found on your website and mobile application that can be accessed through your a. List all Well -Being resources found on Mobile Application and website. b. Show Website and Mobile App search feature by category or topic. c. Screen shots showing navigation around website using Mobile App. d. Show ease of finding providers and scheduling an appointment using the website and Mobile App. e. COMB specific Mobile App for employees to see what features are available and covered under f. EAP contracted services. Printed Materials • Include a budget per year as part of your overall per employee per month fee. a. Brochures b. Letters c. Policy Statements d. Posters e. Business -size EAP Cards In addition to the required services listed above please indicate any other services your per employee per month fee includes. A3. Special Conditions 1. TERM OF CONTRACT. The term of the Agreement resulting from this RFP shall be for an initial term of three (3) years. OPTION TO RENEW. The City, through its City Manager, will have the option to extend for two (2) additional one-year periods at the City's sole discretion. The successful contractor shall maintain, for the entirety of any renewal period, the same revenue share, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the successful contractor. 3. COST ADJUSTMENTS. On or about the anniversary of each contract year, the contractor may request, and the city manager may approve, a cost adjustment based on documented cost increases for the following contract year. The Contractor's adjustment request must substantiate the requested increase. The City of Miami Beach, through its city manager, reserves the right to approve a requested adjustment or may terminate the agreement and readvertise for bids for the goods or services. 4. ADDITIONAL SERVICES. Services not specifically identified in this request may be added to, or deleted from, any resultant contract upon successful negotiations and mutual consent of the contracting parties, and approval by the City Manager. APPENDIX B MIAMI BEACH Cost Proposal Form (RFP)2023-258-WG EMPLOYEE ASSISTANCE PROGRAM PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 APPENDIX B COST PROPOSAL FORM Proposer affirms that the prices stated on the cost proposal form below represent the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix B) shall be completed in its entirety. All corrections on the Cost Proposal Form (Appendix B) shall be initialed. APPENDIX C MIAMI BEACH Insurance Requirements (RFP)2023-258-WG EMPLOYEE ASSISTANCE PROGRAM PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 MIAMI BEACH INSURANCE REQUIREMENTS The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract. A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440, and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt Vendor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption. B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non -owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with limit no less than $1,000,000. Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's insurance. Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services. Waiver of Subrogation - Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers - Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida. Verification of Coverage - Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. CERTIFICATE HOLDER MUST READ: City of Miami Beach c/o Exigis Insurance Compliant Services P.O, Box 947 Murrieta, CA 92564 Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-miami beach 9riskworks.com Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. ATTACHMENT C SUNBIZ & PROPOSAL RESPONSE TO RFP DIVISION OF CORPORATIONS 4 Dr/mror of jw-o'9 an ujfjrtnl Strt/e f# Florida wrblite Department of State / Division of Corporations / Search Records / Search by Entity.Name / Detail by Entity Name Name Reservation EVERNORTH CARE SOLUTIONS, INC. Filing Information Document Number R21000000001 FEI/EIN Number NONE Date Filed 12/28/2020 State Status ACTIVE Principal Address Mailing Address Registered Agent Name & Address NONE Officer/Director Detail NONE Annual Reports No Annual Reports Filed Document Images No images are available for this filing. Honda Department of State, D-Sion of Corporations ATTACHMENT A RESOLUTION & COMMISSION AWARD MEMO RESOLUTION 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: 15S Evernorth Care Solutions, Inc. 2n1 Aetna Behavioral Health, LLC 3" Compsych Employee Assistance Programs, Inc. 41' 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 �u>1e- 2023. ATTEST-. f JUL - 5 2023 RAFAEL E. GRANADO, CITY CLERK APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION City Attorney Date DAN GELBER, MAYOR 101- ? NCORP ,OAATED; Competitive Bid Reports - C2 D MIAMI 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 BYTHE 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 Clerk to execute an agreement upon the conclusion of successful negotiations by the Administration. This solicitation is currently under the cone of silence. BACKGROUND/HISTORY 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 concerns, 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. 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): 1st Evemorth Care Solutions, Inc. 2nd Aetna Behavioral Health, L L C 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. Comosvch Employee 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)/Acount(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 joumey. Additionally, Evemorth Care Solutions, I nc., as a subsidiary to Cigna Corporation, the Citys 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 Cleric to execute an agreement upon the conclusion of successful negotiations by the Administration. Is this a "Residents Right to Know" itemursuant to City Code Section 2-14? No Legislative Tracking Human Resources/Procurement ATTACHMENTS: Description ❑ Attachment A ❑ Resolution Does this item utilize G.O. Bond Funds? IS Page 64 of 1808 111FP M3-19-K Employes lAaMn Adams Oncly Casanova Lane hen dsx AsdwWc* Plop— I I auelftift U.,ftc. Wa wbWW Atone Resources For Living 76 15 Al 1 41111 so 2 w 2 75 Is ESmErtll ��Iutwjs. 1-. _ _ 79 . __ .. .21 1 03 14 81 14 _ _PLm _ Janus Anociates Ina. dbe BHS 12 89 71— 12 L9,Pim- A 92 fj_. 12 Myer�ketrjs Rewurces For Liv(ng a Compsych Coepotation I E—r—th Care Solution, kr- Janus Associates Ina, d fts mm P�HS- — - - . ()Pl- 1. N la L —A. FOR DISPLAY PURPOWBONLY_ FINAL KilillIKING DOlB NOT CONSTITUTE AN AWARD RECOMMENDATION. -A Page 65 of 1808 ftnusl MarqWUL ftnchsa Low Tout. ad Quanaft.-ousnoto" subbw 2 74 15 A 15 -91- w 4 -1 89 4--. 7.6 Is 1-4 1 75 14 19 -1 T Js . .. t2' - L-1-31 .77. 12.. Competitive Bid Reports - C2 H MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: February 22, 2023 SUBJECT: REQUEST FOR APPROVAL TO ISSUE REQUEST FOR PROPOSALS (RFP) NO. 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM SERVICES. RECOMMENDATION It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, authorize the issuance of Request for Proposals (RFP) 2023-258-WG for employee assistance program services. BACKGROUND/HISTORY The City currently provides an employee assistance program (EAP) through Cigna. The program is available to all full-time and part-time employees, family members and anyone that cohabitates with employees (approx. 2212). EAP provides access to work/life resources and licensed clinicians with a wide variety of concerns, from family and financial issues to substance abuse, emotional health, and stress. On October 1, 2016, pursuant to RFP 2016-086-WG, the City entered into an agreement with Cigna for the administration of the EAP. The existing Agreement is scheduled to expire on September 30, 2023. Accordingly, the RFP seeks to establish a replacement agreement upon the expiration of the current agreement. ANALYSIS By way of this RFP, the City seeks proposals from qualified firms to provide confidential and professional EAP services to eligible employees and their dependents. Firms are required to submit proposals, including qualifications and costs, for the EAP services, a corresponding mobile application and routine printed materials disseminated to employees throughout the year. Following the receipt of proposals, an Evaluation Committee will review proposals in accordance with the criteria established in the attached RFP. SUPPORTING SURVEY DATA Not Applicable. FINANCIAL INFORMATION Services for this contract would be funded through the Department's budget subject to approval through the budget process. Grand funding is not anticipated to be used for this project. Amount(s)/Acount(s): The City's average annual expenditure on EAP services is $50,000. CONCLUSION I recommend that the Mayor and Commission of the City of Miami Beach, Florida, authorize the issuance of RFP 2023-258-WG for employee assistance program services. Applicable Area Citywide Is this a "Residents Right to Know" item,_pursuant to City. Code Section 2-14? No Does this item utilize G.O. Bond Funds? No Strategic Connection Organizational Innovation - Improve employee safety and wellness. Legislative Tracking Human Resources/Procurement ATTACHMENTS: Description ❑ Draft RFP 2023-258-WG ATTACHMENT B ADDENDUM AND RFP SOLICITATION MIA/01BEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR PROPOSALS NO. 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM April 4, 2023 This Addendum to the above -referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). REVISION: RFP DUE DATE AND TIME. The deadline for the electronic receipt of bids is extended until 3:00 p.m., on Friday, April 14, 2023. All bids received and time stamped through BidSync, prior to the bid submittal deadline shall be accepted as timely submitted. Bids will be opened promptly at the time and date specified. Hard copy bids or bids received electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of bids are not acceptable and will be rejected. Late bids cannot be submitted, bidders are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. REVISION: Revise Section 0300, Tab 4. Approach and Methodoloov as follows: roach and Methodo Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to. • Include a schedule of benefits and any applicable discounts, costs, copays, etc. • Explain how the proposer will efficiently and accurately communicate with City personnel and the benefits consultant; • Explain proposer's approach to customer service and how it retains representatives with knowledge on Employee Assistance speGifiG detailS Of the ViSiGR plaR, Glaims, and the RetWoFk of pmviders, • Explain the process for receiving enrollment from the City via electronic enrollment; • Explain how the proposer will provide monthly billing reports with access to pull billing and other coverage information online securely, • Explain the proposer's appeals procedure process for any member with dissatisfaction with a claim denial,- - Explain how the proposer will efficiently process claims including verification of enrollment, determination of benefit coverage, application of appropriate provider reimbursement, creation and mailing of EOBs for all claims, timely payment, storage of all claims information; • Explain how the proposer will monitor and report plan financials, utilization, network performance, etc. • Any other services your per employee per month fee includes. III. ATTACHMENT: Exhibit A Utilization Reports ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov IV. RESPONSES TO QUESTIONS RECEIVED: Q1: I am seeking clarification on Tab 4's Approach and Methodology. Specifically in regard to the mentioned topics of vision plans, claims, copays, claim denial, claims information. We believe these items would not apply as they indicate detail on a Health plan. The EAP is a city sponsored service free to the employees & their dependents and would not require any claims processing. Al: This is a scrivener's error. Please refer to Revision II above. Q2: The Statement of Work states that urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days. For each clinical case, we provide a confirmed referral to a provider within 2-3 business days for standard cases. The member is then responsible for calling the provider directly to schedule an appointment at a date and time that works best for him/her. Does this process meet the City's expectations? A2: Cigna confirms that the process outlined above is our standard and exists today. Emergency and urgent requests are handled immediately during the call as required and they handle routine requests, as described above, in 3 days. Q3: The Statement of Work requests a five -session counseling model, but then also requests up to 5 additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services c. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse g. Financial Counseling h. Psychological Difficulties/Mental Health i. Legal Counseling j. Anxiety/Stress k. Grief I. Pet assistance (i.e bereavement, vets, etc.) Please clarify this request. We would typically provide a 5-session counseling model per separate clinical issue and then work -life, legal, financial, pet care, etc, telephonic consultation and referral is provided through our work -life benefit and does not count toward a set number of sessions. A3: Yes. Cigna EAP offers up to 5 sessions for face-to-face clinical counseling. Cigna also offers up to 3 referrals for the above -mentioned work/life requests. Lastly, Cigna offers 1 no - cost 30-minute consultation, per issue per year, for legallfinancial concerns. Minimally, this is a format we would like to continue. Q4: How many hours of the following services are included within the current EAP contract per year? • Onsite training/orientation/educational seminars • Onsite health fair/event participation ADDENDUM N0. 1 PROCUREMENT DEPARTMENT MIAMIBEACH 1755 Meridian Avenue, 31d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov • Onsite critical incident support events (# events/# hours) • Webinar training A4: 52 actual hours are included per contract year based on a calculation of 24 hours per 1,000 employees. The way the hours are used is determined by the City of Miami Beach to best meet their needs. Q5: How many total hours of the following services were utilized in each of the last two (2) years? • Onsite training/orientation/educational seminars • Onsite health fair/event participation • Onsite critical incident support events (# events/# hours) • Webinar training A5: 52 actual hours are included per contract year based on a calculation of 24 hours per 1,000 employees. The way the hours are used is determined by the City of Miami Beach to best meet their needs. The City of Miami Beach typically utilizes all 52 hours per year. Q6: How do you utilize EAP in managing employee health and well-being? A6: Cigna's EAP for the City of Miami Beach offers the following avenues for wellness coordination, collaboration, and review: • seminar resources to complement and enhance wellness initiatives • targeted EAP seminars aligned to medical and disability cost drivers • EAP national wellness webcasts offered year-round on a bimonthly basis with on - demand access for 24 months • cross referrals for chronic conditions and other medical concerns through vendor integration • online resources to manage health, including self-service coaching modules • Healthy Rewards® that provides discounts on health and wellness products and services • face-to-face and virtual (video -based) counseling with EAP providers who can address wellness concerns (e.g., tobacco cessation, weight management, stress management), offer support for a new medical diagnosis, and speak to the comorbid symptoms of depression or anxiety, arising in response to a health crisis or chronic health condition • referrals to peer support groups specific to health and wellness concerns • EAP Resources for Managers and Organizations microsite • EAP giveaways for health fairs and biometric screening events (as well as the ability to use employer service hours to have a local EAP provider in attendance) • consultative account management support ADDENDUM NO.1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Q7: How do you currently track the effectiveness of the EAP program? A7: Our EAP offers valuable resources for evaluation and short-term counseling. In most cases, early intervention and expert clinical intervention can prevent behavioral treatment expenses. Based on our EAP book of business, 9 out of 10 participants resolve their needs through the EAP, eliminating the need for them to access their behavioral benefits. Two key EAP metrics help frame the cost -offset results: • Resolution Rate - When participants are able to resolve their presenting issue(s) within the EAP (i.e., without a referral to their behavioral health coverage), they avoid out-of- pocket expenses associated with behavioral health treatment. They also have fewer related medical claims. Sessions Provided Equates to Behavioral Outpatient Cost Offset - A simple calculation measures the cost offset: The number of paid EAP sessions for YTD closed cases is multiplied by the average cost per behavioral health outpatient visit. This equals the estimated cost offset (in dollars) tied to avoided behavioral health outpatient visits (excluding psychiatrist visits, which are outside the scope of the EAP). We can provide an employer -specific average based on the organization's outpatient behavioral health claims experience (if needed) when we also manage the behavioral health benefits. Q8: How do you currently track and manage contract compliance? A8: Our rigorous compliance program is designed to ensure that our operations comply with applicable state and federal laws and regulations. Our state government affairs office monitors emerging state and federal laws, and our regulatory compliance organization provides weekly summaries of new laws, including the company's compliance position, to affected business areas for implementation. 09: How many employees covered under the EAP fall under Department of Transportation (DOT) regulations? A9: Employees with CDL licenses are not tracked globally by HR, but each department determines the positions that require CDL licenses. Q10: Are DOT Substance Abuse Professional (SAP) evaluations included within the EAP contract? If yes, is there a cap on the number of evaluations included each year within the EAP rate or are evaluations provided on a fee -for -service basis? A10: DOT/Substance Abuse cases are billed separately on a per case basis. Q11: How many Department of Transportation (DOT) Substance Abuse Professional (SAP) evaluations have been requested in each of the last three years? A11: None. ADDENDUM NO. 1 MIAMIBEACH 012: Please provide insight into the condition of the workforce • Stress? • Morale? • Inflation? • Financial challenges? • Burnout? PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 31d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Are your employees facing: Al2: The Human Resources department consistently provides EAP seminars to focus on the topics above. Although not required, the City of Miami Beach encourages and incentivizes employee participation. Q13: Have there been any major events in the last year (i.e. reductions in force, critical incidents, etc.)? A13: Yes, there have been major events including the loss of 3 employees. Q14: Is your EAP Helpline currently answered by customer service representatives or by clinical personnel? A14: Cigna's EAP personal advocates answer calls. They have a Masters -level degree in a mental health -related field. As required, licensed clinicians are available via warm transfer for urgent/emergent requests/calls. Q15: On a scale of 1-5 with 5 being the highest, how would you rate your current vendor? A15: Rating the City's current service provider is not a requirement of the RFP. Q16: What are the three components that are most important to you in an EAP? A16: All components are important to the City, proposers shall submit their qualifications, proposed scopes of work, and revenue proposals to the City for the City's consideration in achieving the required scope of services and requirements as detailed in the RFP Q17: Appendix - A2 - Is monthly utilization reporting standard for the City? Would quarterly comprehensive utilization reporting suffice? A17: Yes. 018: Overall Bid Question: Appendix A - A2 - The City is requesting up to five sessions per person, per issue, per year, correct? So "5 additional face-to-face Counseling Sessions" would refer to an additional case regarding a different issue, is that what is meant here? A18: Yes 019: Overall Bid Question: Appendix A - A2 - Could the City provide historical data on the number of trainings and/or onsite crisis responses per year? A19: Yes. Please refer to Exhibit A Utilization Reports. ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3,d Floor Miami Beach, Florida 33139 www, miamibeachfl.gov Q20: Overall Bid Question: Appendix A - A2 - Could the City please clarify what is wanted or needed as it relates to "COMB specific Mobile App"? Are you simply looking for an App that is available and accessible to everyone? A20: Yes. Q21: Overall Bid Question: Provider availability and timely connectivity are the biggest issues facing people in need of mental resources today. Is that the City's primary goal with an EAP partnership? To get your people connected and engaged in care? What are the other top challenges, as well as goals and needs of the City and its employee community? A21: Yes, provider availability and timely connectivity are the biggest challenges facing people in need of mental resources today. The goals and needs of the City and employee community are fluid and may change depending on circumstances. Q22: Why is the City of Miami Beach out to bid today? A22: Please refer to Section 0100, Instructions to Bidders, Paragraph 2. Background. Q23: What is the City of Miami Beach's current PEPM rate for their program today? A23: The City's current per -employee per -month rate is $1.80 and will increase on 101112023 to $1.86 PEPM. 024: Does Miami Beach anticipate conducting finalist meetings? A24: Please refer to Section 0400, Proposal Evaluation, Paragraph 1. Evaluation of Proposals. Q25: Please confirm police and fire are included in the 2,212 full and part-time employee count. A25: Confirmed. The number includes all active full and part-time employees, including Police & Fire. Q26: Please confirm if the SQR report from Dun and Bradstreet must be received by the City within the bid process period or if it can be received upon request later on. A26: A Dun and Bradstreet Report is not required with a proposal response. The Report shall be provided within three (3) days, only when requested by the City. Q27: Regarding printed materials, please advise on the number of printed materials needed. Are materials mailed to member homes, and if so, which materials get mailed? A27: The current program offers home mailing at an additional cost. Currently, hard copy tri- fold brochures and posters are available for drop shipment directly to work sites at no additional cost. An initial 1000 brochures at the start of implementation, at no additional cost. ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue; 31d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov If additional communication materials are requested, provide the maximum before the additional cost is implemented. Q28:. Can the City please provide utilization reports for the past 3 years? A28: Yes. Please refer to Exhibit A Utilization Reports. Q29: How many training hours and critical incident hours would you like included in the rate? 52? A29: Please include a minimum of 24 hours per 1000 employees or 52 hours per contract year in the rate. Q30: Are WorkLife/concierge services also included in the current rate? A30: Work/life services are included in the current rate, high -touch (concierge) services where arrangements are handled on behalf of the customer are not. Q31: What are the onsite hours being used for today? Is one person doing the work or is Cigna providing different roles to conduct training and provide critical incident services? A31: The onsite hours are commonly used for health seminars, management & supervisor training, team building, grief counseling, etc. Cigna provides specialists based on the topic of interest. Q32: When it comes to emotional well-being, what is most important to your employees and family members? A32: Stress/Anxiety, Information/Inquiries, Maritalipartner, family concerns, depression. The records that have reached the maximum and are closed out are adjustment disorder, anxiety disorder, stress, mood disorder, and career/job. Q33: Both Tab 1 Part 1.2 Minimum Qualifications Requirements and Tab 2 Part 2.1 Qualifications of Proposing Firm require the proposer to provide information on their experience and qualifications. I am seeking clarification on whether these requirements are intended to ask for the same information or if there are any differences in the qualifications that are being sought. A33: Tab 2, 2.1 Requests detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. Tab 1, 1.2 requires a minimum of five years of experience providing group employee assistance program services to City, County, or other local governmental organizations or public entities. They may be the same reference information if applicable. Q34: Will you accept electronic signatures on all proposal forms? ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3,d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov A34: The bid submittal questionnaire, submitted electronically, allows for electronic signature. Q35: Who is your health plan provider and is the plan self -funded? A35: The City's health plan provider is Cigna and they are self -funded. Q36: Section 0200 - General Conditions - Is there any opportunity to negotiate language, add or subtract verbiage, or edit based on standard industry practices? A36: Please refer to Section 0200, Paragraph 13, Exceptions to Solicitation. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: William Garviso 305-673-7000 ext. 7490 WilliamGarviso@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. Sincerely, w��ia✓� C,afor Alex Denis Alex Denis Procurement Director ADDENDUM NO. 1 MIAMI BEACH REQUEST FOR PROPOSALS (RFP) 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM TABLE OF CONTENTS SOLICITATION SECTIONS: 0100 INSTRUCTIONS TO PROPOSERS 0200 GENERAL CONDITIONS 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 0400 PROPOSAL EVALUATION ADDPKlnir�c- APPENDIX A MINIMUM REQUIREMENTS & SPECIFICATIONS APPENDIX B COST PROPOSAL FORM APPENDIX C INSURANCE REQUIREMENTS MIAMI BEACH SECTION 0100 INSTRUCTIONS TO PROPOSERS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and revenue proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Proposer(s) (the "contractor[s]") if this RFP results in an award. The City utilizes Periscope S2G (formally known as BidSync) (www.periscopeholdings.com or www.bidsync.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFP. Any prospective Proposer who has received this RFP by any means other than through Periscope S2G must register immediately with Periscope S2G to ensure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of the proposal submitted. 2. BACKGROUND. On October 1, 2016, pursuant to RFP 2016-086-WG the City entered into an agreement with Cigna Health and Life Insurance Company, for the Administration of its Employee Assistance Program. The existing Agreement is scheduled to expire September 30, 2023, PURPOSE. The City currently provides an Employee Assistance Program (EAP) through Cigna (Evernorth Behavioral Health). The program is available to all full-time and part-time employees, family members and anyone that cohabitates with employee (approx. 2212). The EAP provides access to work/life resources, and licensed clinicians to assist employees and their dependents with a wide variety of concerns, from family and financial issues to substance abuse, emotional health, and stress. By way of this RFP the City seeks proposals from qualified firms to provide confidential and professional EAP services to eligible employees and their dependents. 3. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows: RFP Issued February 24, 2023 Pre -Proposal Meeting March 8, 2023 at 11:00 am ET Join on your computer, mobile app or room device Click_here_t_o join the_meetina Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 290 208 984# Deadline for Receipt of Questions March 29, 2023 at 5:00 pm ET Responses Due April 7, 2023 at 3:00 pm ET Join on your computer, mobile app or room device Click here to join the meeting Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 747 628 471# Evaluation Committee Review TBD MIAMI BEACH Tentative Commission Approval TBD Contract Negotiations Following Commission Approval 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: William Garviso Telephone. 305 673-7490 Email WilliamGarvi The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE -PROPOSAL MEETING OR SITE VISIT(S). A pre -proposal meeting or site visit(s) may be scheduled. Attendance for the pre -proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Proposers interested in participating in the Pre -Proposal Meeting must follow these steps: Join on your computer, mobile app or room device Click here to join the meeting Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 290 208 984# Proposers who are participating should send an e-mail to the contact person listed in this RFP expressing their intent to participate. 6. PRE -PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre - submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Periscope S2G. Any prospective proposer who has received this RFP by any means other than through Periscope S2G must register immediately with Periscope S2G to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. CONE OF SILENCE. This RFP is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non- compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov 8. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub -consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). MIAMI BEACH 9. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 10. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2) Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Manager may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 11. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. 12. E-VERIFY. As a contractor you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term. 13. PERISCOPE S2G (FORMERLY BIDSYNC). The Procurement Department utilizes Periscope S2G, Supplier -to - Government electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City you must register and complete your vendor qualifications through Periscope S2G, Supplier -to - Government www.bidsync.com/Miami-Beach. Registration is easy and will only take a few minutes. For detailed instructions on how to register, complete vendor qualifications and submit electronic bids visit https://www.miamibeachfl.gov/city-hall/procuremenVfor-approval-how-to-become-a-vendor/. Should you have any questions regarding this system or registration, please visit the above link or contact Periscope S2G, Supplier -to -Government at supporto-)bidsync.com or 800.990.9339, option 1, option 1. 14. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Periscope S2G, the City encourages vendors to register with our online Vendor Self- Service web MIAMI BEACH page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self -Service (VSS) webpage (https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx) will also provide you with purchase orders and payment information. Should you have any questions and/or comments, do not hesitate to submit them to vendorsupport@miamibeachfl.gov 15. SUPPLIER DIVERSITY. In an effort to increase the number and diversity of supplier options in the procurement of goods and services, the City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC) and small and disadvantaged businesses, as certified by Miami -Dade County. See authorizing resolutions here. If your company is certified as an LGBT-owned business by NGLCC, or as a small or disadvantaged business by Miami -Dade County, click on the link below to be added to the City's supplier registry (Vendor Self -Service) and bid system (Periscope S2G, Supplier -to -Government). These are two different systems and it is important that you register for both. Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procuremenYhow-to- become-a-vendor/. Balance of Page Intentionally Left Blank SECTION 0200 GENERAL CONDITIONS FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer agrees to be bound by and in compliance with the Terms and Conditions for Services (version dated 10.27.2022), incorporated herein, which may be found at the following link: https://www.miam1beachfl. og v/city-hall/procurement/standard-tenns-and-conditions/ SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Periscope S2G (formerly BidSync) on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not acceptable and will be rejected. A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid. Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4, below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to assure that its bid, including all attachments, is uploaded successfully. Only proposal submittals received, and time stamped by Periscope S2G (formerly BidSync) prior to the proposal submittal deadline shall be accepted as timely submitted. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Periscope S2G (formerly BidSync) by contacting (800) 990-9339 (toll free) or S2G(c�periscopeholdings.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue. It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in BidSync prior to the deadline for proposal submittals. 2. NON -RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non - responsiveness. Non -responsive proposals will not be considered. 1. Bid Submittal Questionnaire 2. Failure to comply with Minimum Eligibility Requirement (See Appendix A, Section Al). 3. Cost Proposal (Appendix B). 3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Bid Submittal Questionnaire (submitted electronically) and the Cost Proposal with the bid and by the deadline for submittals shall render a proposal non -responsive. Non -Responsive proposals will not be considered. With the exception of the Bid Submittal Questionnaire (completed and submitted electronically) and the Cost Proposal, the City reserves the right to seek any omitted information/documentation or any additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in proposal being deemed non -responsive. 4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs, and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic proposal shall be submitted through the "Line Items" attachment tab in Periscope S2G. Cover Letter & Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix A, Minimum Requirements and Scope of Work. erience & Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of similar experience for the firm and/or any principal, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include name of principal). 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. of Services Submit detailed information addressing how Proposer will achieve each portion of the scope of services and technical requirements outlined in Appendix A, Minimum Requirements and Scope of Work. Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete a fully review and score the proposed scope of services. and M Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to: • Include a schedule of benefits and any applicable discounts, costs, copays, etc. • Explain how the proposer will efficiently and accurately communicate with City personnel and the benefits consultant; • Explain proposer's approach to customer service and how it retains representatives with knowledge on specific details of the vision plan, claims, and the network of providers; • Explain the process for receiving enrollment from the City via electronic enrollment; • Explain how the proposer will provide monthly billing reports with access to pull billing and other coverage information online securely; • Explain the proposer's appeals procedure process for any member with dissatisfaction with a claim denial,- - Explain how the proposer will efficiently process claims including verification of enrollment, determination of benefit coverage, application of appropriate provider reimbursement, creation and mailing of EOBs for all claims, timely payment, storage of all claims information, • Explain how the proposer will monitor and report plan financials, utilization, network performance, etc. • Any other services your per employee per month fee includes. TAB ••• . • "119••• • `••- • i Failure to submit Appendix B, Cost Proposal Form, in its entirety by the deadline establishe=for =receipto proposals will result in proposal being deemed non -responsive and being rejected. SECTION 0400 PROPOSAL EVALUATION 1. EVALUATION OF PROPOSALS. All responsive proposals will be evaluated in accordance with this section. If more than one proposal is received, the City Manager may appoint an Evaluation Committee to consider and provide feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. In the evaluation of proposals, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information within the time prescribed may result in the disqualification of proposal. 2. QUALITATIVE FACTORS (QUALIFICATIONS, SCOPE AND APPROACH). The Evaluation Committee shall only consider qualitative factors. The Evaluation Committee shall not consider quantitative factors (e.g. cost proposal, veterans preference, etc.) in its review of proposals. The Evaluation Committee's role is solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants or any other third -party, as well as consideration of the quantitative factors, in developing an award recommendation to be presented to the City Commission for consideration. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the following criteria. The Procurement Department will assign points for Veteran's Preference, pursuant to Section 2-374 of the City Code, as applicable. 3.QUANTITATIVE FACTORS. Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing a recommendation to the City Commission. In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third -party in developing an award recommendation in accordance with Sub -section 5 below. Cost Proposal Evaluation. The cost proposal points shall be developed in accordance with the following formula: Sample Objective Formula for Cost Example Maximum Formula for Calculating Points Vendor Allowable Points (lowest cost / cost of proposal being Total Points Vendor Cost (Points noted are for illustrative evaluated X maximum allowable Awarded Proposal purposes only. Actual points are points = awarded points) noted above.) Round to Vendor A $100.00 20 $1001$100 X 20 = 20 20 Vendor B $150.00 20 $1001$150 X 20 = 13 13 10 Vendor C $200.00 1 20 1 $1001$200 X 20 =10 4. EVALUATION COMMITTEE RANKING FOR QUALITATIVE AND QUANTITATIVE FACTORS. The sum of qualitative and quantitative scores will be converted to rankings in accordance with the example below. Qualitative Points 82 76 80 Committee Quantitative Points 22 15 12 Member 1 Total 104 91 92 Rank 1 3 2 Qualitative Points 79 85 72 Committee Quantitative Points 22 15 12 Member 2 Total 101 100 84 Rank 1 2 3 Qualitative Points 80 74 66 Committee Quantitative Points 22 15 12 Member 2 Total 102 89 78 Rank 1 2 3 5. DETERMINATION OF AWARD. The City Manager shall consider qualitative and quantitative factors, in accordance with Sub -section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2) Whether the Proposer can perform the contract within the time specified, without delay or interference. (3) The character, integrity, reputation, judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Manager may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. •''921010AV1 MIAMI BEACH Minimum Requirements & Specifications (RFP)2023-258-WG EMPLOYEE ASSISTANCE PROGRAM PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Al. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements shall be deemed non -responsive and shall not have its bid considered. 1. Bidder shall have a minimum of five years' experience providing group employee assistance program services to City, County, or other local governmental organizations or public entities. Required Submittals: Three (3) client references including name, contact information including address/telephone/email, length of services provided, and the actual services provided to the client. 2. If doing business as an insurance company in the State of Florida and you are responding to any aspect of this RFP that requires an insurance company service, please provide proof that your application to do business as an insurance company was submitted to the Florida Office of Insurance Regulation and approval was granted. A2. Scope of Services. Current EAP Program The City currently provides an Employee Assistance Plan (EAP) through Cigna (Evernorth Behavioral Health). The program is available to all full-time and part-time employees, including their dependents . Provide confidential and professional EAP services to eligible employees and their dependents with up to five face-to-face visits. In order to provide a response, please review the current EAP services provided below. At a minimum the following services are required as part of the Citys EAP Program, EAP Services • A designated single point of contact (AE level) for Human as well as coordination of all other EAP services, billing, reports and management of the program is required. • Monthly usage reporting • Include up to 5 additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services c. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse Financial Counseling Psychological Difficulties/Mental Health Legal Counseling Anxiety/Stress k. Grief I. Pet assistance (i.e bereavement, vets, etc) • Telephonic Toll -Free Phone Service available 24/7 including video, one-to-one counseling, and onsite workshops • Urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days • Onsite services are included — at a minimum provide 24hrs. per 1,000 employees or 52 actual hrs. per contract year Mobile Application • Provide a detailed list of services found on your website and mobile application that can be accessed through your a. List all Well -Being resources found on Mobile Application and website. b. Show Website and Mobile App search feature by category or topic. c. Screen shots showing navigation around website using Mobile App. d. Show ease of finding providers and scheduling an appointment using the website and Mobile App. e. COMB specific Mobile App for employees to see what features are available and covered under f. EAP contracted services. Printed Materials • Include a budget per year as part of your overall per employee per month fee. a. Brochures b. Letters c. Policy Statements d. Posters e. Business -size EAP Cards In addition to the required services listed above please indicate any other services your per employee per month fee includes. A3. Special Conditions 1. TERM OF CONTRACT. The term of the Agreement resulting from this RFP shall be for an initial term of three (3) years. 2. OPTION TO RENEW. The City, through its City Manager, will have the option to extend for two (2) additional one-year periods at the City's sole discretion. The successful contractor shall maintain, for the entirety of any renewal period, the same revenue share, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the successful contractor. 3. COST ADJUSTMENTS. On or about the anniversary of each contract year, the contractor may request, and the city manager may approve, a cost adjustment based on documented cost increases for the following contract year. The Contractor's adjustment request must substantiate the requested increase. The City of Miami Beach, through its city manager, reserves the right to approve a requested adjustment or may terminate the agreement and readvertise for bids for the goods or services. 4. ADDITIONAL SERVICES. Services not specifically identified in this request may be added to, or deleted from, any resultant contract upon successful negotiations and mutual consent of the contracting parties, and approval by the City Manager. APPENDIX B MIAMI BEACH Cost Proposal Form (RFP)2023-258-WG EMPLOYEE ASSISTANCE PROGRAM PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3ra Floor Miami Beach, Florida 33139 APPENDIX B COST PROPOSAL FORM Proposer affirms that the prices stated on the cost proposal form below represent the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix B) shall be completed in its entirety. All corrections on the Cost Proposal Form (Appendix B) shall be initialed. APPENDIX C MIAMI BEACH Insurance Requirements (R F P) 2023-258-W G EMPLOYEE ASSISTANCE PROGRAM PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 MIAMI BEACH INSURANCE REQUIREMENTS The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract. A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440, and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt Vendor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption. B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non -owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with limit no less than $1,000,000. Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's insurance. Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services. Waiver of Subrogation — Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers — Insurance must be placed with insurers with a current A.M. Best rating of &VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida. Verification of Coverage — Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. CERTIFICATE HOLDER MUST READ: City of Miami Beach c/o Exigis Insurance Compliant Services P.O. Box 947 Murrieta, CA 92564 Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-miamibeach (a riskworks.com Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. ATTACHMENT C SUNBIZ & PROPOSAL RESPONSE TO RFP DIVISION OF CORPORATIONS Drislu'r of rut offirud .51rur t# f7urrda wrknite Department of State / Division of Corporations / Search Records / Search by Entity,Name / Detail by Entity Name Name Reservation EVERNORTH CARE SOLUTIONS, INC. Filing Information Document Number R21000000001 FEI/EIN Number NONE Date Filed 12/28/2020 State Status ACTIVE Principal Address Mailing Address Registered Agent Name & Address NONE Officer/Director Detail NONE Annual Reports No Annual Reports Filed Document Images No images are available for this filing. Electronic Submission April 2023 A Proposal for: EAP Coverage Provided by: Listed below are the legal names of the companies submitting this response to the City of Miami Beach Request for Proposal. In this proposal, the name "Cigna" and other service marks, or division/trade names, may be used to refer to these companies and/or the products and services offered by them or their affiliates. All affiliated Cigna companies and operating subsidiaries are indirectly wholly owned subsidiaries of Cigna Corporation, a publicly traded corporation. Evernorth Care Solutions, Inc. -%`f,I . Together, all the way. .�-:-Cigna All Cigna products and services are provided exclusively by or through operating subsidiaries of Cigna Corporation. The Cigna name, logos and other Cigna marks are owned by Cigna Intellectual Property, Inc. © 2019 Cigna Yesenia Sanchez Vice President for CHLIC Authorized Signatory for Evernorlh Care Solutions, Inc. April 6, 2023 City of Miami Beach Mr. William Garviso Procurement Services 1700 Convention Center Drive Miami Beach, FL 33139 \�/i cigna healthcare- 1640 Dallas Parkway Plano, TX 75093 Wynde.Bryant@cigna.com SooltHardner@cigna.com Re: Cigna Response to Requestfor Proposal (RFP) 2023-258-WG Employee Assistance Program Dear Mr. Graviso, On behalf of Cigna, we are pleased to submit our responseto the Employee Assistance Program (EAP) RFP for City of Tempe (the City). Since 1975, Cigna operates one of the leading behavioral health programs in the country. We serve over 1,100 EAP clients and over 29 million employees. We are leading the way in integrating behavioral and physical health to positively influencethe health and well-being of individualswe serve as well as in measuring the impact of our programs on employee productivity and workplace effectiveness. Based on our 2022 member satisfaction survey, employees who used our EAP reported: 94.58% better able to manage stress; 92.39% improved their ability to balance work and life; 86.84% increased their work productivity; and 94.29% improved overall attendance. At Cigna, we are driven by a holistic, integrated approach to employee health. We are confident this approach will support the city's goals to maintain a healthy, engaged workforce. Our 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. Our success is derived from a deep commitment to programmatic customization, clinical and service performance excellence, and a philosophy to always do what is right for employees and their dependents. In addition to a unique clinical management model and flawless NCQA results in our clinical operation, Business Insurance readers selected Cigna as the best EAP in the Readers' Choice Awards for six consecutive years. We were recognized for our commitment to integrated care, quality, service, and innovation. While Business Insurance no longer surveys for this award, it highlights Cigna's legacy in delivering a meaningful EAP solution. "Cigna" is a registered service mark, and the "Tree of Life" logo is a service mark, of Cigna Intellectual Property, Inc., licensed for use by Cigna Corporation and its operating subsidiaries. All products and services are pro\nded by or through such operating subsidiaries and not by Cigna Corporation. Such operating subsidiaries include Connecticut General Life Insurance Company, Cigna Health and Life Insurance Company, and HMO or service company subsidiaries of Cigna Health Corporation and Cigna Dental Health, Inc. City of Miami Beach EAP RFP April 6, 2023 Page 2 Financial Headlines: Cigna is pleased to offer our EAP and work/life services to the City at the following rate: Years 1-3: $ 1.86 Per Employee Per Month (PEPM) 1 — 5 Sessions and Full -Service Work/Life. Years 4 & 5: Will not exceed a 3% increase based on annual review. Offer Headlines: Peace of mind. With Cigna, vte offer unlimited telephonic and digital access to our customer assistance team24/7/365. And, vie offer total person support through our full portfolio of Work/Life services including legal and financial counseling. })Critical Incident Stress Management(CISM). We are ready— anytime, day or night —to deliver critical incident response services for any situation that causes workplace trauma. In 2021, 99.0 %of our CISM survey respondents reported satisfaction with these specific services. Access to care. We connect individuals to quality providers through ourextensive national EAP 1��J1 network made up of psychologists, social workers, and other licensed master's -level therapistswho specialize in EAP services. Account M anageme nt. We will tailor the EAP program to meet the City's needs and achieve 95 percent client satisfaction with implementations. We look forward to speaking with you further regarding our capabilities. We are confident our services will enhance the health, well-being, and sense of security of the employees and dependents of the City. Sincerely, Yesenia Sanchez Vice President for CHLIC, Authorized Signatory for Evernorth Care Solutions, Inc. "Cigna" is a registered service mark, and the "Tree of Life" logo is a service mark, of Cigna Intellectual Property, Inc., licensed for use by Cigna Corporation and its operating subsidiaries. All products and services are provided by or through such operating subsidiaries and not by Cigna Corporation. Such operating subsidiaries include Connecticut General Life Insurance Company, Cigna Health and Life Insurance Company, and HMO or service company subsidiaries of Cigna Health Corporation and Cigna Dental Health, Inc. Tab 1 - Cover Letter, Table of Contents & Minimum Qualifications Requirements Title Page 1.1 Cover Letter & Table of Contents 1.2 Minimum Qualifications Requirements • Appendix A o Al. Minimum Eligibility Requirements ■ Client References ■ Licenses ■ Appendix C — Insurance Requirements ■ Proof of Insurance o A3. Scope of Services o A4. Special Conditions • Submittal Questionnaire • Addendums • RFP Clarifications • T&C Clarifications • Exhibits Tab 2 — Experience & Qualifications 2.1 Qualifications of Proposing Firm 2.2 Qualifications of Proposer Team Tab 3 — Scope of Services Proposed 3.1 Scope of Services 3.2 Exhibits Tab 4 — Approach and Methodoloav 4.1 Approach and Methodology 4.2 Implementation Calendar Tab 5 — Cost Proposal 5.1 Attachment B 5.2 EAP Financial Proposal cigna hc,,l[hcam City of Miami Beach, Florida Minimum Qualifications Requirements RFP #2023-2588-WG Employee Assistance Program Al. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements shall be deemed non -responsive and shall not have its bid considered. Bidder shall have a minimum of five years' experience providing group employee assistance program services to City, County, or other local governmental organizations or public entities. Required Submittals: Three (3) client references including name, contact information including address/telephone/email, length of services provided, and the actual services provided to the client. City of Fort Lauderdale Guy Hine 100 North Andrews Avenue Fort Lauderdale, FL 33301 954-828-5494 / GHine@fortlauderdale.gov Client since: January 1, 2012 Services Provided: Medical, Behavioral, Pharmacy, Stop Loss, EAP, Dental PPO, Dental DHMO City of Miami Ann Marie Sharpe ARM-P 444 SW 2"d Ave, 9th Floor Miami, FL 33130 305-416-1381 / asharpe@miamigov.com Client since: January 1, 2008 Services Provided: Medical, Behavioral, Pharmacy, Stop Loss, EAP, Dental PPO, Dental DHMO, Vision, Medicare PDP, F.S.A City of Coral Springs Kathy Reul 9500 West Sample Road Coral Springs, FL 33065 954-344-1167 / kreul@coralsprings.org Client since: January 1, 2008 Services Provided: Medical, Behavioral, Pharmacy, EAP, Stop Loss, F.S.A, Dental DHMO, Dental DPPO If doing business as an insurance company in the State of Florida and you are responding to any aspect of this RFP that requires an insurance company service, please provide proof that your application to do business as an insurance company was submitted to the Florida Office of Insurance Regulation and approval was granted. Please refer to the following section for copies of applicable licenses. 3/8/23, 2:42 PM https://companysearch.myfloridacfo.gov/each_comp.aspx?IREID=l02155&AUTHID=102155&FICTNAME=&CCRCNAME=&passC... Company Directory: Search Results This information is current as of 31712023 EVERNORTH BEHAVIORAL HEALTH, INC. FEIN--- --- 41-1648670 Florida Company Code 45155 _ NAIC Company Code Company Type THIRD PARTY ADMINISTRATOF e State Site IlAuthorization Type ►CERTIFICATE OF AUTHORITY II orization Status JACTIVE Licensed in Florida Date 08/23/1999 Addresses �e Address I11095 VIKING DRIVE SUITE 350, MINISTRATIVE EDEN PRAIRIE MN 55344 :UNITED STATES 11095 VIKING DRIVE SUITE 350, ME EDEN PRAIRIE MN 55344 UNITED STATES 11095 VIKING DRIVE SUITE 350, ,ILING EDEN PRAIRIE MN 55344 UNITED STATES i 11095 VIKING DRIVE SUITE 350, ZATION OF RECORDS EDEN PRAIRIE MN 55344 UNITED STATES Authorized Lines of Business Line of Business Type Phone 1(800) 433-5768 i 1(800) 433-5768 (800) 433-5768 (800) 433-5768 https://companysearch.myfloridacfo.gov/each_comp.aspx?IREID=l 02155&AUTH ID=102155&FICTNAME=&CCRCNAME=&passCompanyType=THIR... 1 /3 3/8/23, 2:42 PM https://companysearch.myfloridacfo.gov/each_comp.aspx?IREID=l02155&AUTHID=102155&FICTNAME=&CCRCNAME=&passC... ,'THIRD PARTY DIRECT AND !1ADMINISTRATORS REINSURANCE New Search DISCLAIMER The Florida Office of Insurance Regulation ("Office") provides access to company and other information on this Web site as a public service. Although reasonable efforts have been made to ensure that all electronic information made available is current, complete and accurate, the Office does not warrant or represent that this information is current, complete and accurate. All information is subject to change on a regular basis, without notice. The Office assumes no responsibility for any errors in the information provided, nor assumes any liability for any damages incurred as a consequence, directly or indirectly, of the use and application of any of the contents of the Office Web site. Unless otherwise noted on an individual document, file, webpage or other Web site item, the Office grants users permission to reproduce and distribute all information available on this website for non- commercial purposes and usage, as long as the contents remain unaltered and as long as it is noted that the contents have been made available by the Florida Office of Insurance Regulation. Any electronic information or inquiries that the Office receives from a Web site user shall not be considered as, or treated as, confidential. The inclusion of, or linking to, other web site URLs does not imply our endorsement of, nor responsibility for, those web sites, but has been done as a convenience to our Web site visitors. EXAMPLES The Office of Insurance Regulation company search does not require you to know exactly how Office of Insurance Regulation has the company's name recorded. It will take your input and return every name that contains your input as it appears in any part of all records. In other words, if your search is: Floricorp then the search will return all the names that have "Floricorp" in any part of the record. For example: FLORICORP, INC. FLORICORP PROPERTY AND CASUALTY COMPANY SOUTHERN FLORICORP UNLIMITED If you entered Floricorp P you would get only FLORICORP PROPERTY AND CASUALTY COMPANY Note that even though the whole name is searched, the service still looks for an exact match. So if you entered h��):iI https://companysearch.myfloridacfo.govleach_comp.aspx?IREID=102155&AUTHID=102155&FICTNAME=&CCRCNAME=&passCompanyType=THIR... 2/3 3/8/23, 2:42 PM https://companysearch.myfloridacfo.gov/each_comp.aspx?IREID=102155&AUTHID=102155&FICTNAME=&CCRCNAME=&passC... (i.e., with a comma) you would only get FLORICORP, INC. Office of Insurance Regulation 200 East Gaines Street Tallahassee, FI 32399 '850) 413-3140 Office of Insurance Commissioner Copyright © Florida Office of Insurance Regulation 2023 https:/lcompanysearch.myfloridacfo.gov/each_comp.aspx?IREID=102155&AUTH ID=102155&FICTNAME=&CCRCNAME=&passCompanyType=THIR.. 3/3 3/14/23, 9A2 AM Detail by Entity Name DNISION OF CORPOR TIONS 4'k .org ��..•-�--'-�,.,..--.-�••..,,, rw uBlrlrrt :su�tr uJFlLdrlu �v�,.drr Department of State / Division of Corporations / Search Records / Search by Entity Name / Detail by Entity Name Foreign Profit Corporation EVERNORTH CARE SOLUTIONS, INC. Filing Information Document Number F21000000378 FEI/EIN Number N/A Date Filed 01/20/2021 State DE Status ACTIVE Principal Address ONE EXPRESS WAY SAINT LOUIS, MO 63121 Changed: 02/21 /2023 Mailing Address ONE EXPRESS WAY SAINT LOUIS, MO 63121 Changed: 02/21 /2023 Registgred Agent Name & Address CT CORPORATION SYSTEM 1200 SOUTH PINE ISLAND ROAD PLANTATION, FL 33324 Officer/Director Detail Name & Address Title PRESIDENT HARVEY, JOAN BERING ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title ASSISTANT SECRETARY JUSINO, JANE ONE EXPRESS WAY SAINT LOUIS, MO 63121 https://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=lnitial&searchNameOrder=EVERNO... 1 /3 3/14123, 9:42 AM Detail by Entity Name Title TREASURER LAMBERT, SCOTT ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title ASSISTANT SECRETARY METROW, SUSAN ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title VICE PRESIDENT MIMLITZ, JOHN ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title ASSISTANT SECRETARY PEREZ, LYNN ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title VICE PRESIDENT REYNOLDS, DREW ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title ASSISTANT SECRETARY SCHMEHL, SANDRA J. ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title VICE PRESIDENT FLEMING, MARK ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title VICE PRESIDENT HART, JOANNE ONE EXPRESS WAY SAINT LOUIS, MO 63121 Title Director https://search.sunbiz. org/Inquiry/CorporationSearch/SearchResultDetaiI?inquirytype=EntityName&directionType=Initial&searchNameOrder-EVERNO... 2/3 3/14/23, 9:42 AM Detail by Entity Name Ifzrtfa fl .r i , of Sta," Davison of E,, Po, d,,.." https://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=Initial&searchNameOrder-EVERNO .. 3/3 City of Miami Beach, Florida Appendix C — Insurance Requirements RFP #2023-2588-WG Employee Assistance Program The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract. A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440, and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt Vendor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers' Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption. Acknowledged. B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate. Acknowledged. C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non -owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage. Acknowledged. D. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with limit no less than $1,000,000. Acknowledged. Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's insurance. Acknowledged. Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services. Cigna will provide the City with a notice of cancellation of any of our insurance programs if any insurance policies are cancelled or non -renewed and not immediately replaced by a substantially similar insurance program. Cigna's insurance premiums, on every insurance program, are paid in full City of Miami Beach, Florida Appendix C — Insurance Requirements RFP #2023-2588-WG Employee Assistance Program at policy inception thereby eliminating any chance of policy cancellation due to non-payment of premiums; none of the insurance policies have been cancelled due to non-payment of insurance premiums. Waiver of Subrogation — Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer. Acceptability of Insurers — Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida. Cigna's comprehensive insurance programs, spanning over 30 countries and 85 insurance policies, require significant coordination and administration from various internal and external partners. Since various forms of risk -financing options are utilized to manage enterprise -wide risks (self- insurance, captive insurance programs, and insurance purchase), Cigna is unable to accommodate any requests for client approval of Cigna's insurers, or to make any changes to its policies. With the exception of captive and self-insurance programs, all of Cigna's primary insurers have at least an "A- , VIII" rating from A.M. Best at the time of insurance placement or renewal, whichever is later. Verification of Coverage — Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time. Since Cigna's insurance programs are nonstandard and considered tailored (where our insurance policies are heavily manuscripted), almost all of Cigna's insurers require us to execute a confidentiality and nondisclosure statement as a precondition to obtaining preferential insurance coverage terms. Moreover, as a publicly -traded organization, disclosure of insurance policy copies may be construed as a disclosure of material, nonpublic information. Therefore, we are unable to disclose copies of insurance policies to a non -Cigna entity or a non -regulatory entity or agency. As a substitute to such requests, Cigna can provide evidence of insurance coverage(s) via the industry - standard ACORD`I Certificate of Insurance form. CERTIFICATE HOLDER MUST READ: City of Miami Beach c/o Exigis Insurance Compliant Services P.O. Box 947 Murrieta, CA 92564 Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at: Certificates-miamibeach@riskworks.com City of Miami Beach, Florida Appendix C — Insurance Requirements RFP #2023-2588-WG Employee Assistance Program Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. Please see provided certificates of insurance in the following section A�ORO® CERTIFICATE OF LIABILITY INSURANCE OATE(MM/D 03/74/2023 ) 2023 1 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terns and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsemerl PRODUCER CONTACT NAME: AOn Risk Services Central, Inc. Philadelphia PA office p PHONE pX (AIc. No. Est): (866) 283-7122 (FOX. No.): (800) 363-0105 100 North 18th street 15th Floor E-MAIL ADDRESS: Philadelphia PA 19103 USA INSURER(S) AFFORDING COVERAGE NAIC 0 INSURED INSURER& ACE American Insurance Company 22667 Cigna Corporation Et Al 900 Cottage Grove Road NsuRERe: Indemnity Insurance Co of North America 43575 INSURERC: ACE Property & Casualty Insurance Co. 20699 Bloomfield CT 06002 USA INSURERD: Lexington Insurance Company 19437 INSURERE: American Guarantee & Liability Ins co 126247 INSURER F: COVERAGES CERTIFICATE NUMBER: 570098292520 RGVICInm NI IaaRFR• THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, Limits shown are as requested LTR TYPE OF INSURANCE INSD SUBIR WVD POLICY NUMBER (POLICY EFF MM/DDni (MM/DDA%i LIMITS A X COMMERCIAL GENERAL LIABILITY HDOG724 5 0710112023 EACH OCCURRENCE S2,000,00 CLAIMS-MADE OCCUR SIR applies per policy to s & condl ions DAMAGETO ENT D PREMISES (Es occurrence) 32,000,00 MED EXP (Any one person) S5,00( PERSONAL S ADV INJURY $2, 000, OO GEN'LAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE S4,000,00 X POLICY F JECTPRO- ❑ LOC PRODUCTS - COMP/OP AGG S2,000, OO OTHER A AUTOMOBILE LIABILITY ISA H25558285 SIR applies per policy terms 07/01/2022 & condi 07/01/2023 ions COMBINED SINGLE LIMIT (Ea accident) $2,000,00 BODILY INJURY ( Per person) X ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIREDAUTOS NON -OWNED ONLY AUTOS ONLY BODILY INJURY (Per accident) PROPERTY DAMAGE (Per accident) C % UMBRELLALIAB X OCCUR XEUG7258448AO01 07/01/2022 07/01/2023 EACH OCCURRENCE S10,000,00 EXCESS UAB CLAIMS -MADE Excludes Pol# #35407110 AGGREGATE $10,000,00 DED RETENTION B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN WLRC68915247 SIR applies per policy to 07/01/2022 s & COndl 07/01/2023 ions X PERSTATUTE OTH- ER E.L. EACH ACCIDENT S1,000,000 ANY UTI%E FFICER/MEMBE PARTNER/ N EXECUTIVE OFFICER/MEMBER N / A E.L. DISEASE.EAEMPLOYEE S1,000,00 IMandatory, in NH) If Yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT S1,000,00 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) The Products Liability policy #35407110 evidenced on this certificate is a claims made policy. certificate Holder is included as Additional Insured in accordance with the policy provisions of the General Liability, Automobile Liability and Umbrella Liability policies. See the attached list of additional Named insureds. CERTIFICATE HOLDER CANCELLATION = SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. city Of Miami Beach AUTHORIZED REPRESENTATIVE C/o Exigis Insurance compliant ServicesAttn�r Murri William 64 US o PO BOX 947 Murrieta CA 92564 USA ©1988-2015 ACORD CORPORATION. All rights reserved ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: 10042023 LOC #: ACORO ADDITIONAL REMARKS SCHEDULE Page of AGENCY Aon Risk Services Central, Inc. NAMEDINSURED Cigna Corporation Et Al POLICY NUMBER See Certificate Numbe 570098292520 CARRIER See Certificate Numbe 570098292520 NAIC CODE EFFECTIVE DATE. ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance INSURER(S) AFFORDING COVERAGE NAIC # INSURER INSURER INSURER INSURER ADDITIONAL POLICIES Ifa policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. INSR LTR TYPE OF INSURANCE ADDL IVSD StBR wY'U POLICY NU MBEH POLICY EFFECTIVE DATE POLICY EXPIRATION DATE (MMIDDfVVVY) LIMIT'S EXCESS LIABILITY E AXF967096614 07/01/2022 07/01/2023 Aggregate $5,000,000 Each Occurrence $5,000,000 OTHER D Products Liability 35407110 Express Scripts Only 07/01/2022 07/01/2023 Comp/Op Agg $4,000,000 ACORD 101 (2008101) © 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Additional Named Insureds (1 of 2) Accredo Health Group, Inc. Cigna HealthCare of St. Louis, Inc. Accredo Health, Incorporated Cigna HealthCare of South Carolina, Inc AHG of New York, Inc. Cigna Healthcare of Tennessee, Inc_ Airport Holdings, LLC Cigna HealthCare of Texas, Inc. Allegiance Benefit Plan Management, Inc. Cigna Healthcare of Utah, Inc. Allegiance Cobra Services, Inc_ Cigna Healthcare, Inc_ Bravo Health Mid -Atlantic, Inc. Connecticut General Life Insurance Company Brighter Inc. CuraScript, Inc Biopartners in Care, Inc. Diversified NY IPA, Inc Care Continuum, Inc Diversified Pharmaceutical Services, Inc. CareCore National Group, LLC Econdisc Contracting Solutions, LLC CareCore National Intermediate Holdings, LLC ESI Canada CareCore National, LLC ESI GPCanada ULC CareCore NJ, LLC ES1 GP Holdings, Inc CareNext Managed Care, LLC ES1 GP2 Canada ULC CareNext Post -Acute, LLC ESI Mail Order Processing, Inc. Chiro Alliance Corporation ESI Mail Pharmacy Service, Inc.. Cigna Corporate Services, LLC ESI Partnership Cigna Dental Health of California, Inc ES1 Resources, Inc - Cigna Dental Health of Delaware, Inc_ Evemorth Behavioral Health Inc - Cigna Dental Health of Florida, Inc. f/k/a Cigna Behavioral Health, Inc. Cigna Dental Health of Kentucky, Inc Evemorth Behavioral Health of California, Inc. Cigna Dental Health of Maryland, Inc f/k/a Cigna Behavioral Health of California, Inc - Cigna Dental Health of Missouri Evemorth Behavioral Health of Texas, Inc. Cigna Dental Health of New Jersey, Inc. f/k/a Cigna Behavioral Health of Texas, Inc. Cigna Dental Health of North Carolina, Inc. Evemorth Care Group f/k/a Cigna Medical Group Cigna Dental health of Ohio, Inc_ Evemorth Care Solutions, Inc - Cigna Dental Health of Pennsylvania, Inc. Evemorth Direct Health, LLC Cigna Dental Health of Texas, Inc. eviCore healthcare MSI, LLC Cigna Dental Health of Virginia, Inc. Express Reinsurance Company Cigna Dental Health Plan of Arizona, Inc. Express Scripts Administrators LLC Cigna Dental Health, Inc. Express Scripts Canada Co. Cigna European Services (UK) Limited Express Scripts Canada Holding Co. Cigna Health and Life Insurance Company Express Scripts Canada Holding, LLC Cigna Health Management, Inc. Express Scripts Canada Services Cigna Healthcare of Arizona, Inc. Express Scripts Canada Wholesale Cigna Healthcare of California, Inc Express Scripts Holding Company Cigna HealthCare of Colorado, Inc Express Scripts Holding Company, Inc - Cigna HealthCare of Connecticut, Inc. Express Scripts, Inc. Cigna HealthCare of Florida, Inc. Express Scripts Pharmaceutical Procurement, LLC Cigna Healthcare of Georgia, Inc Express Scripts Pharmacy Atlantic, Ltd. Cigna HealthCare of Illinois, Inc. Express Scripts Pharmacy Central, Ltd. Cigna HealthCare of Indiana, Inc. Express Scripts Pharmacy Ontario, Ltd_ Cigna HealthCare of New Hampshire, Inc. Express Scripts Pharmacy West, Ltd. Cigna HealthCare of Newlersey, Inc. Express Scripts Pharmacy, Inc. Cigna Healthcare of North Carolina, Inc_ Express Scripts Sales Operations, Inc. I![21oV2022 116 Additional Named Insureds (2 of 2) Express Scripts Senior Care Holdings, Inc- SpectraCare Health Care Ventures, Inc_ ExpressScripts Senior Care, Inc. SpectraCare., Inc. ExpressScripts Specialty Distribution Services, Inc. Tel -Drug of Pennsylvania, LLC_ Express .Scripts Strategic Development, Inc. Tel -Drug, lnr— Express Scripts Services Co- Verity Solutions Group, Inc - Express Scripts Utilization Management Company Freco, Inc. Freedom Service Company, LLC Guffquest, LP Healthbridge Reimbursement & Product Support, Inc. Healthbridge, Inc. HeatthCare of Colorado, Inc- Heafthspring Life & Health Insurance Company, Inc, Heafthspring of Florida, Inc. Healthspring USA, LLC Heafthspring, Inc. Home Physicians Management, LLC Innovative Product Alignment, LLC Inside RX, LLC Lynnfield Compounding Center, Inc. Lynnfield Drug, Im. MAH Pharmacy, LLC Matrix GPO, LLC Matrix Healthcare Services, Inc- MDLIVE, Inc. Medco Containment Insurance Company of NY Medco Containment Life Insurance Company Medco Health Services, Inc_ MedcoHealth Solutions, Inc. MedSolutions Holdings, Inc MedSolutions of Texas, Inc. MHS Holdings, CV MSI Health Organization of Texas, Inc MyM Technology Services, LLC myMatrixx Holdings, LLC myMatrixx-B, LLC Newcluest Management Northeast, LLC Newquest Management of Alabama, LLC Newquest, LLC Palladian Health of Florida, LLC Palladian Independent Practice Association, LLC Priority Healthcare Corporation Priority Healthcare Distribution, Inc. QPID Health, LLC Quallent Pharmaceuticals Health LLC Specialty Products Acquisitions, LLC 117 12/01/2022 AC7ORD` CERTIFICATE OF LIABILITY INSURANCE DATE(MM/D03/14J2023 ) 2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Aon Risk services Central, Inc. Phi 1 adel phi a PA Office 100 North 18th Street 15th Floor NAME ): (866) 283-7122 , (Aic.. N . Eat(800) 363-0105 No): E-MAIL ADDRESS: Philadelphia PA 19103 USA INSURER(S) AFFORDING COVERAGE NAIC a INSURED INSURER A: Lexington Insurance company 19437 Cigna Corporation Et Al Express Scripts Holding Company 900 Cottage Grove Road INSURER B: INSURER C: Bloomfield CT 06002 USA INSURER O: INSURER E: NSURER F: COVERAGES CFRTIFICATF NIIMRFP- 570098293500 vrvlclnkh rul IaaQco• THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BYTHE POLICIES DESCRIBED HEREIN IS SUBJECT TOALL THE TERMS, Limits shown are as requested ML TYPE OF INSURANCE ADDL INSD SU WVD POLICY NUMBER POLICY EFF (MOUCY Y (PMOLICY EXP MIDD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS -MADE ❑OCCUR EACH OCCURRENCE DANIA NTE PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL ti ADV INJURY GEN'L AGGREGATE LIMIT APPLIES PER: POLICY nPROJECT ❑ LOC OTHER: GENERAL AGGREGATE PRODUCTS - COMP/OP AGG AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED ONLY AUTOS ONLY COMBINED SINGLE LIMIT (Ea ..iderd) BODILY INJURY ( Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE (Peracddenq UMBRELLA LIAR EXCESS UAS OCCUR CLAIMS -MADE EACH OCCURRENCE AGGREGATE DED I RETENTION WORKERS C O MPENSATION AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR / PARTNER / EXECUTNE OFFICER/MEMBER E (Mandatory in NH) If es describe under DESCRIPTION OF OPERATIONS below NIA PER STATUTE ORTH- E E.L. EACH ACCIDENT E.L. DISEASE -EA EMPLOYEE E.L. DISEASE -POLICY LIMIT DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101. Additiorul Remarks Schedule, may be attached B more space is required) See attached list of additional Named Insureds. Please see second page for Lobs and Limits. CERTIFICATE HOLDER CANCELLATION zrt SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City Of Miami Beach AUTHORIZED REPRESENTATIVE j c/o Exigis Insurance compliant services �- Attn: William Garviso PO Box 947 Murrieta C4 92564 USA 4 cV-Qya?y 7'I,/ Je>Lydc�ao �zlEa,G �Jy� M ©1988-2015 ACORD CORPORATION. All rights reserved ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: 10042023 "'1 ® LOC #: AFRO ADDITIONAL REMARKS SCHEDULE Page _ of AGENCY Aon Risk Services Central, Inc. NAMED INSURED Cigna corporation Et Al POLICY NUMBER See Certificate Numbe 570098293500 CARRIER see Certificate Numbe 570098293500 I NAIC CODE Ell-I-EIDATE ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance INSURER(S) AFFORDING COVERAGE NAIC # INSURER INSURER INSURER fNSLR1'R \DD11'10\AI POLICIES IFS If a policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. I NSR 1:1'R TYPEOFINSURANCE ADDI, INSD SUBR WVD POLICYNUMBER POLICY F,FE DATE DATF. POLICY EXPIRATION DATE (MM/DD/YYYY) LI Nil FS OTHER A Miscellaneous Medic Professional Liab 35407109 Healthcare Prof Liab 07/01/2022 07/01/2023 HC Limit - Claims Made $15,000,000 ACORD 101 (2008101) O 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Additio al Named I su s (1 of 2) Acc d H h G up, I c. Acc d H h, I c p d AHG f N w Y k, I c. A p H d gs, LLC A g c B f P M g m ,I C. A g c Cb S vcs,Ic. B v H hMd-A c,I C. Bgh Ic. B p s C ,I C. C C uum, I C. C C N G up, LLC C C N I an d H d gs, LLC C C N , LLC C C NJ, LLC C N x M g d C , LLC C N x P s -Acu , LLC Ch A c C p Cg C p S vc s, LLC Cg D H h fC f ,I C. Cg D H h fD w ,I c. Cg D H h fF d ,I c. Cg D H h f K I C. Cg D H h f M d, I c. Cg D H h fMss u Cg D H h fNwJ s ,Ic. Cg D H h fN hC ,I C. Cg D H h fOh ,I c. Cg D H h fP s v ,I C. Cg D H h fT x s, I c. Cg D H h fVg ,Ic. Cg D H hP fA z ,I C. C g D H h, I c. Cg Eu p S vc s( K)Lm d Cg H h dLf I su c C mp Cg H hM g m ,I c. Cg H he fAz C. Cg H he fC f , I C. Cg H hC fC d ,I c. Cg H hC f C c cu , I C. Cg H hC fF d ,I c. Cg H he fG g ,I c. Cg H hC fl s,I C. Cg H hC fl d ,I c. Cg H hC f N w H mpsh , I c. Cg H hC fN wJ s ,I c. Cg H he fN hC ,I C. Cg H hC fSA us,l c. Cg H hC fS u hC ,I C. Cg H he f T ss , I C. Cg H hC f T x s, I c. Cg H he f U h, I c. C g H he , I c. C c cu G L f I su c C mp Cu Sc p , I C. Dv sf dNYIPA,I c. Dv sf dPh m c u c S vc s,I c. Ec d sc C c gs u s, LLC ESI C d ESI GP C d ULC ESI GP H d gs, I c. ESI GP2 C d ULC ESI M O d P c ss g, I c. ESI M Ph m e S v c, I c. ESI P sh p ESI R s u c s, I c. Ev hB h v H hl c. f/k/ C g B h v H h, I c. Ev hB b y H h fC f ,I C. f/k/ C g B h v H h f C f , I C. Ev h B h v H h f T x s, I c. f/k/ C g B h v H h f T x s, I c. Ev h C G up f/k/ C g M d c G up Ev hC S u S, I C. Ev h D c H h, LLC v C h he MSI, LLC Exp ss R su c C mp Exp ss Sc p s Adm s s LLC Exp ss Sc p s C d C. Exp ss Sc p s C d H d g C Exp ss Sc p s C d H d g, LLC Exp ss Sc p s C d S v c s Exp ss Sc p s C d Wh s Exp ss Sc p s H d g C mp Exp ss Sc p s H d g C mp , I c. Exp ss Sc p s, I c. Exp ss Sc p s Ph m c u c P cu m , LLC Exp ss Sc p s Ph m e A c, L d. Exp ss Sc p s Ph m e C , L d. Exp ss Sc p s Ph m e O , L d. Exp ss Sc p s Ph m e W s, L d. Exp ss Sc p s Ph m c, I c. Exp ss Sc p s S s Op s, I C. 12/01/2022 Additio al Named I s eds (2 of 2) Exp ss Sc p s S C H d gs, I c. Exp ss Sc p s S C , I C. Exp ss Sc p s Sp c Ds bu S v c s, I C. Exp ss Sc p s S g c D v pm , I c. Exp ss Sc p s S v c s C. Exp ss Sc p s U z M g m C mp F c , I c. F d m S v c C mp , LLC Gu fqu s , LP H hb dg R mbu s m & P duc Supp , I c. H hb dg , I c. H hC fC d ,I c. H hsp g L f & H h I su c C mp H hsp g f F d, I c. H hsp g USA, LLC H hsp g, I c. H m Ph sc sM g m ,LLC I v v P duc A g m , LLC I s d RX, LLC L f dCmpud gC Ic. L f dD ug,I c. MAH Ph m c , LLC M x GPO, LLC M x H he S v c s, I c. MDLIVE, I c. M do C m I su c C mp M do C m L f I su c C mp M do H h S v c s, I c. M do H hS u s,I C. M dS u s H d gs, I c. M dS u s f T x s, I c. MHS H d gs, CV MSIH hog z fT x s,I c. M MT ch g S v c s, LLC M M xx H d gs, LLC m M xx-B, LLC N wqu s M g m N h s, LLC N wqu s M g m fA b m ,LLC N wqu s , LLC P d H h f F d, LLC P d I d p d P c c Ass c P H he C p P H he Ds bu I C. QPID H h, LLC Qu Ph m c u c s H h LLC Sp c P duc s Acqu s s, LLC f NY , LLC Sp c C H h C V u s, I c. Sp C ,Ic. T -D ug f P s v , L.L.C. T -D ug, I c. V S u s G up, I c. 12/01/2022 Scope of Services A2. Scope of Services. Current EAP Program City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program The City currently provides an Employee Assistance Plan (EAP) through Cigna (Evernorth Behavioral Health). The program is available to all full-time and part-time employees, including their dependents. Provide confidential and professional EAP services to eligible employees and their dependents with up to five face-to-face visits. In order to provide a response, please review the current EAP services provided below. At a minimum the following services are required as part of the City's EAP Program. Acknowledged. EAP Services • A designated single point of contact (AE level) for Human as well as coordination of all other EAP services, billing, reports and management of the program is required. Confirmed. Lisa McDonald will continue to service as primary point of contact for the City's EAP benefits. • Monthly usage reporting Confirmed. We will continue offering the City unique management and data reporting advantages through online access. Our quarterly EAP reporting package includes the following: • quarter -by -quarter utilization results and service details • month -by -month utilization graphs • book -of -business norms • comparisons to the base reporting period • demographic analysis • life event (work/life) services and demographic analysis • presenting issues profile • assessment profile • EAP resolution rate (percentage of cases closed because EAP services met participant needs) • closed case analysis of resolution and referral types • session frequency distribution and average number of sessions per unique client (applies to clients with face-to-face EAP session models) • web utilization data, which includes the following: time -of -day breakouts o top accessed areas Scope of Services o average minutes per session o average pages viewed per session City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program number of online authorizations for face-to-face counseling • organizational services summary, which includes the following: reasons for management consultation reasons for critical incident response services summary of employer service hours activity We post quarterly reports to a secure website by the 15th business day following the end of each reporting period. Reports are also available in PowerPoint format. We can also make available detailed employer service hour reports throughout the year. As an integrated client, the City can continue accessing all their reports through a single -user credential. In addition, the account management team meets with EAP clients on a mutually defined frequency to review program utilization and trends and to offer targeted recommendations and plan updates. • Include up to 5 additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services C. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse g. Financial Counseling h. Psychological Difficulties/Mental Health I. Legal Counseling j. Anxiety/StressGrief k. Pet assistance (Le bereavement, vets, etc) Confirmed with deviations. Legal and financial consultations are part of each participants no -cost 30 minute benefit and are not part of the available 1-5 sessions. We provide work/life support to address a variety of needs at every stage of life by offering up to three qualified referrals per request —and encouraging individuals to call us if they require more assistance. Our standard response time for work/life referrals is 12 business hours; emergency requests are completed within six business hours. Scope of Services City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program • Telephonic Toll -Free Phone Service available 24/7 including video, one-to-one counseling, and onsite workshops Confirmed. We are available, telephonically, 24/7 for ALL levels of care applicable to EAP. As necessary, we also offer immediate one-to-one assistance with a licensed telephonic counselor. We also offer virtual EAP sessions via over 51,000 in -network EAP providers. Virtual care services are video -based and available via smartphone, tablet, and computer. Sessions via in -network providers come at no cost to the participant. Individuals make appointments based on a virtual care provider's availability. We also offer new and innovative network service modalities that allow for greater choice and reduced access barriers. This includes video -based psychotherapy, confidential text -therapy, mobile app resources, online scheduling, and more. Members can search for contracted, virtual/digital EAP providers on our online provider directory; referrals are not required. Our digital EAP providers include the following: • Talkspace - Available on a national scope, participants can utilize confidential text -messaging and/or video -based sessions within the available session per issue per year model. One week of confidential messaging equates to one EAP session per issue, regardless of how many messages are sent. Participants can also access a wealth of mental health resources via the HIPAA-compliant Talkspace mobile app. • SonderMind - Members can connect remotely with a licensed therapist via live video. Providers are matched to suit individuals' specific needs and preferences based on a brief assessment. Participants can also enjoy the ease of use provided via online scheduling. Access availability varies by state. • Grow Therapy - Grow's mission is to get more people into therapy by bridging the gap between therapists and people seeking mental health care. Customers can search and choose a unique, qualified therapist who accepts their insurance, identifies with them and specializes in the areas of their life that they would like to focus on. In -person and virtual sessions are available. Accessibility varies by state. • Headway - Headway is an online, virtual, and in -person therapy and medication management service that matches licensed mental health practitioners with patients based on their unique needs. Appointments are available in as little as 48 hours with availability to book in real time; all ages are treated. Accessibility varies by state. • MDLIVE - Members can expect to have increased access to EAP virtual care and online scheduling through the MDLIVE network later in 2023. MDLIVE also provides integrated virtual services for members with Cigna medical and behavioral health coverage. Onsite Workshops EAP wellness seminars are health promotion trainings held at the client's site or via webinar (using the client's technology/platform). EAP wellness seminars and management trainings address common personal and work -related concerns and provide employee audiences with valuable information, tools, and strategies. EAP wellness seminars (onsite or via a client -hosted webinar) use employer service hours purchased by the City. Scope of Services City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program • Urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days Confirmed. Emergent and urgent requests can be handled immediately during the call at the request of the caller. We also help to alleviate the stress associated with scheduling an initial EAP provider appointment for routine care. Our personal advocates offer the City's population our new appointment availability search service, Find a Provider, whereby we provide a curated list of available providers that meet participants' specific needs. When individuals call us, we gain a thorough understanding of what they are looking for in a provider (and if they are unsure, we ask clarifying questions to steer members toward the appropriate type of care). Searchable criteria includes geographic location, specialties (e.g., depression, grief/loss, relationship counseling), gender, ages treated, additional languages spoken, and (if available) voluntarily submitted characteristics such as ethnicity, veteran status, and sexual orientation. We can also advise whether providers offer virtual sessions and/or are part of our national fast access network. Within three business days, we outreach to the participant with the current and verified information, so they may schedule a mutually convenient appointment with the EAP provider. If there are issues in locating suitable providers within the timeframe, we may ask members to broaden their search criteria. Our contractual standard states that we must find the participant an appointment with a provider within two business days of the initial call or upon request. Licensed clinicians address crisis situations immediately. • Onsite services are included — at a minimum provide 24hrs. per 1,000 employees or 52 actual hrs. per contract year Confirmed. Mobile Application • Provide a detailed list of services found on your website and mobile application that can be accessed through your a. List all Well -Being resources found on Mobile Application and website. To access online services, members simply visit myCigna. From there, they can do the following: • Review Coverage Information - Members can obtain information about available services, copays, and eligibility. • Search for Health Care Providers - Members can browse for health care providers at their convenience with our online provider directory using several criteria, including location, language, gender, and ethnicity (if the provider has volunteered that information). By entering a zip code and/or city and state, members can search for providers within 5, 10, 15, 20, or 25 miles of their desired location. We list available providers in order of proximity along with contact information and maps. • Use Our Interactive Assessment Tool - Upon logging in to our secure and confidential website, myCigna, a member can use our interactive assessment tool. This tool gauges the City of Miami Beach, Florida Scope of Services RFP #2023-2588-WG Employee Assistance Program current state of a member's behavioral health and offers a snapshot of his or her emotional and social outlook, stress level, and general well-being. • Learn About Health Management - For topical information and guidance, our website offers interactive assessments, personal development plans, quick information sections, articles, audio clips, and discussion transcripts on issues surrounding mental health, personal development, management and the workplace, health and behavior, and aging and elder care. • Browse Our Article Library - The online article library includes hundreds of easy -to -read -and - print articles covering a variety of topics. Members can find answers, tips, and facts that are credible and relevant to behavioral care by searching by topic or browsing by article title. • Get Discounts on Products and Services (Healthy Rewards' Program) - Through Healthy Rewards, members can make staying healthy easier and more affordable, with up to 60 percent off a variety of health and wellness products and services. By visiting the Rewards and Programs section of our Wellness Center, members can learn more about what we offer as well as locate a participating health care provider. The discounts are on products and services such as these: acupuncture chiropractic care eye exams, eyewear, and contact lenses fitness club memberships hearing exams and aids LASIK vision correction massage therapy natural supplements QuitNet and Tobacco Solutions o walking programs weight management and nutrition Yoga Journal b, Show Website and Mobile App search feature by category or topic. Please refer to the EAP Screenshots located at the end of this tab for examples of search capabilities. Functionality and services are organized by the four life category tiles of Emotional Health & Family Support, Home Life Referrals, Financial & Legal Assistance and Job & Career Support. In addition, we offer the provider search tools, wellness tab to access relevant well-being content and Healthy Rewards discounts, and the behavioral resource links. This includes links, for example, to the EAP Wellness Webcast portal, online legal resource center. Lastly, under the work/life navigation, the categories are organized by the following: Parenting, Aging, Balancing, Thriving, Working, Living and International. Under each category, there are sub -categories. Scope of Services City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program For example, under Parenting: Parenting, Adoption, Child Care, Developmental Stages, Kids' Wellbeing, and Education. From there, the content and resources are organized by type, e.g., articles, audio, forms, calculators, online seminars, resources, etc. There are also links to the online on -demand seminars, Alzheimer's Education Center, Savings Center discounts, self-service provider locator tools and more. C. Screen shots showing navigation around website using Mobile App. Please refer to the mobile app demo slide screenshots located at the end of this tab. Show ease of finding providers and scheduling an appointment using the website and Mobile App. Please refer to the myCigna and mobile app demo slide screenshots located at the end of this tab. COMB specific Mobile App for employees to see what features are available and covered under Our online tools make it easy for members who want to help themselves by providing convenient, confidential access to the information they need when they need it. Members can look up coverage, get self-help information, browse the article library, and visit the education and resource center. We know that technology is a helpful tool only when used in conjunction with qualified care, so we offer members the option of calling toll -free to speak with a staff member 24 hours a day, 7 days a week, 365 days a year. Printed Materials • Include a budget per year as part of your overall per employee per month fee. a. Brochures b. Letters C. Policy Statements d. Posters e. Business -size EAP Cards Applicable printed communication materials include trifold brochures and posters. These are included in your fees as follows: Tri-Fold Brochures - first year, one for each employee (100 percent); subsequent years, one for 50 percent of employees Posters — 1 per 100 employees In addition to the required services listed above please indicate any other services your per employee per month fee includes. Employers and employees, along with their household members, have access to the following EAP and work/life services: City of Miami Beach, Florida Scope of Services RFP #2023-2588-WG Employee Assistance Program • problem assessment, resolution, and/or referral services • unlimited, telephonic, 24/7 consultations with licensed clinicians • access to text -therapy via Talkspace (as part of the visit per issue model) • virtual counseling • online authorizations and appointment scheduling • find -a -provider appointment service search • access to sessions per issue via MDLIVE later in 2023 (a Cigna affiliate) • national network of over 127,000 EAP providers includes our behavioral fast access network subset of our behavioral health network for seamless referrals • 24/7 crisis triage assistance • extensive work/life resources and referrals • legal, financial, and identity theft consultation(s) • online EAP and work/life tools and resources • follow-up on referrals • mindfulness, resiliency, and stress management tools • Healthy Rewards' program • online savings center • orientations, seminars, and trainings (virtual, onsite) • EAP national wellness webcasts with on -demand archives • management consultation and referrals • critical incident stress management (CISM) • disaster response resources • EAP Resources for Managers and Organizations microsite • Coronavirus Resource Center • Advancing the Race Dialogue microsite • LGBTQ+ resources • communications (e.g., posters, brochures) • quarterly, monthly, and ad hoc reporting 0 designated account management services Scope of Services City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program Our EAP also offers optional buy -up services. Examples include onsite EAP services, geriatric case management, fitness -for -duty review, substance abuse provider evaluations, and lactation consultation services. City of Miami Beach, Florida Special Conditions RFP #2023-2588-WG Employee Assistance Program 1. TERM OF CONTRACT. The term of the Agreement resulting from this RFP shall be for an initial term of three (3) years. Acknowledged. 2. OPTION TO REN EW. The City, through its City Manager, will have the option to extend for two (2) additional one-year periods at the City's sole discretion. The successful contractor shall maintain, for the entirety of any renewal period, the same revenue share, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the successful contractor. Confirmed for the initial 36 months. We will re-evaluate for years 4 and year 5 upon reaching the completion of years 3 and 4, respectively. 3. COST ADJUSTMENTS. On or about the anniversary of each contract year, the contractor may request, and the city manager may approve, a cost adjustment based on documented cost increases for the following contract year. The Contractor's adjustment request must substantiate the requested increase. The City of Miami Beach, through its city manager, reserves the right to approve a requested adjustment or may terminate the agreement and readvertise for bids for the goods or services. Acknowledged. 4. ADDITIONAL SERVICES. Services not specifically identified in this request may be added to, or deleted from, any resultant contract upon successful negotiations and mutual consent of the contracting parties, and approval by the City Manager. Acknowledged. BID SUBMITTAL QUESTIONNAIRE SECTION 1 - BID CERTIFICATION FORM This document is a REQUIRED FORM that must be submitted fully completed and submitted. Solicitation No: Solicitation Title: Solicitation 2023-258-VC EmoloveeAssistance Proaram BIDDER'S NAME Evemorth Care Solutions,. Inc. NO. OF YEARS IN BUSINESS 8 N0.OF YEARS IN BUSINESS LOCALLY 24 yea r� 7 562 OTHERNAME(S) BIDDER HAS OPERATED UNDER INTHE LAST 10YEARS : Cigna Behavioral Health, Inc. BIDDER PRIMARY ADDRESS (HEADQUARTERS): Fone Express Way cITY: St Louis STATE MO TZIPCODE[ 33121 TELEPHONE NQ: 52-996-2000 TOLL FREE NQ 800-433-5768 FAXNO.: N/A BIDDER LOCALADDREss: 1571 Sawgrass Corporate ParkwaySuj 30C C ITY Fsunrise STATE: FL ZIP CODE 33323 PRIMARYACCOUNTREPRESENTATNE FOR THIS ENCAGEMENTJ MichelleAlpenslein ACCOUNTREP TELEPHONE NQ: 860-902-5449 ACCOUNT REP TOLL FREENQ: I Sj61-430-0119 ACCOUNT REP EMAIL:jM i chelle Alperstein@Cigna.com FEDERAL TAXIDENTIFICATION NO.: 86-1465626 By virtue of submitting a bid, bidder agrees: a) to complete and unconditional acceptance of the terms and conditions of this document and the solicitation, including all addendums specifications, attachments, exhibits, appendices and any other document referenced in the solicitation c) that the bidder has not divulged, discussed, or compared the proposal with other bidders and has not colluded with any other bidder or party to any other bid; d) that bidder acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; e) if bid is accepted, to execute an appropriate City of Miami Beach document for the purpose of establishing a formal contractual relationship between the bidder and the City of Miami Beach, Florida, for the performance of all requirements to which the bid pertains; and f) that all responses, data and information contained in the bid submittal are true and accurate. The individual named below affirms that s/he: is a principal of the applicant duly authorized to execute this questionnaire, and that the contents of said document(s) are complete, true, and correct to the best of his/her knowledge and belief. and Title of Bi Representative: Yeseni a Sanchez, Authorized signatory for ECS Signature of Bidder 's Authorized Representative: Evemorth iscommittedto a continued partnership withthe Cityandwe lookforward to meeting yourneeds. Historically, ourEAP legal team worked with the City to create a customized agreement. Should the City's preference be the d eve lopment of anewagreement, Evemorth agrees to work in good faithwith the Cityto negotiate an agreement agreeable to the Parties. Asthe incumbent EAP provider, our preference isto continue to operateunderthe existing agreement. Discrepancies, ifany, between the termsofthisRFP and the agreementwillbe decidedin the favorof the agreement. SECTION 2 - ACKNOWLEDGEMENT OF ADDENDUM After issuance of solicitation, the City may release one or more addendum to the solicitation, which may provide additional information to bidders or alter solicitation requirements. The City will strive to reach every bidder having received solicitation through the City's e-procurement system. However, bidders are solely responsible for assuring they have received any and all addendum issued pursuantto solicitation. This Acknowledgement of Addendum section certifies that the bidder has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Enter Initial Enter Initial Enter Initial to to Confirm to Confirm Confirm Receipt Receipt Receipt Addendum 1 dendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required, submit under separate cover. SECTION 3 - CONFLICT OF INTEREST All bidders must disclose the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all bidders must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the bidder entitv or anv of its affiliates At time of request by the City. bidder shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City, with bid or within three (3) days of request. Bidder shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report (SQR) directly to the City. No proposal will be considered without receipt (when requested), by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the bidder. The bidder shall request the SQR report from D&B at: https://supplie rportal.d nb.com/we bapp/wcs/stores/se ry let/Su pplie rPortal? storeld=11696 Bidders are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each bidder review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun & Bradstreet at 800-424-2495. Cigna does not subscribe to ratings from Dun & Bradstreet. We carry ratingswith three major rating agences: A.M. Best, Moody's, and Standard and Poor's, all of which are highly regarded in the industry. Because we believe these relationships provide ample coverage of our companies, we do not seek ratingsfrom additional agencies. Additionally, Dun & Bradstreet uses publicly available data to develop ratingswithoutanyinput, review, orinteraction with Cigna. Wthout managements review of financial data used in the rating process, we cannot vouch forthe reliability and/or completeness of the rating. SECTION 5 - REFERENCES AND PAST PERFORMANCE Project No. RFP 2023-258AAC Project Title Employee Assistance Program Bidder shall submit at least three (3) references for whom the bidder has completed work similar in size and nature as the work referenced in solicitation. Bidder may submit additional references as part of its bids submittal. Reference No.1 Firm Name: I Cityof Fort Lauderdale Contact Individual Name and Guy Hine, Risk Manager ___1 Address: 1 100 No An rewsAvenue'; Fort Lauderdale, FL 33301 Telephone: 54-828-5494 Contact's Email: I GHine@fortlauderdale.gov Narrative on Scope of Services Provided, Project Budget, and Project Dates: Provide medical, behavioral, pharmacy, stop loss, EAP, dental PPO, and dental HMO services. Group has been client since January1, 2012 Project Budget: $48,708 Reference No.2 Firm Name: Cityof Miami Contact Individual Name and Ann Marie Sharpe, Director of Risk Management Address: 1 444 SW 2nd Ave, 9th Floor; Miami, FL 33130 J Telephone: 305-416-1381 Contact's Email: I asharpe@miamigov.com Narrative on Scope of Services Provided, Project Budget, and Project Dates: Provide medical, behavioral, pharmacy, stop loss, EAP, dental PPO, dental HMO,vision, Medicare PDPand FSA services. Group has beenclient sinceJanuary 1, 2008 Project Budget: $1,246,S69 Title: Title: Reference No.3 Firm Name: I CityofCoral Springs Contact Individual Name and Title: Ka thy Reul, Assistant D irector of H R Address: 1 9500 West Sample Road; Coral Springs, FL 33065 Telephone: 1 954-344-1167 Contact's Email: kreul@coralsprings.org 1 Narrative on Scope of Services Provided, Project Budget, and Project Dates: Provide medical, behavioral, pharmacy, EAP, stop loss, FSA, dental HMO, and dental PPO services. Group has beenclientsincelanuary1,2008. Project Budget: $59,217.48 SECTION 6 -SUSPENSION, DEBARMENT, OR CONTRACT CANrFI, I ATInN Has bidder ever been debarred, suspended or other legal violation, or had a contract cancelled due to non-performance by any public sector agency? YES NO If answer to above is "YES," bidder shall submit a statement detailing the reasons that led to action(s). See clarification below Section 8. SECTION 7 - SMALL AND DISADVANTAGED BUSINESS ��"' �'IFICATION Pursuant to Resolution 2020-31519, the City is tracking the Small and Disadvantaged Businesses, as certified by Miami -Dade County that have been certified as Small or Disadvantaged Business by Miami -Dade County. Does bidder possess Small or Disadvantaged Business certification by Miami -Dade County? YES 0 NO '9FCT1f)N 9 - I (;RT RIISINFRc FNTFRPRIFF r'I=PTIFIr AT!10K' Pursuant to Resolution 2020-31342, the City is tracking the utilization of LGBT owned firms that have been certified as an LGBT Business Enterprise by the National Gay and Lesbian Chamber of Commerce (NGLCC). Does bidder possess LGBT Business Enterprise Certification by the NGLCC7 YES X NO SECTION6: Cigna certifiesto the best of itslviowledge and belief, that neitherthe bidding entities, nor itspri nci pals have been debarred, suspended. proposed for debarment, declared ineligible, orvoluntanlyexcluded from participation in thistransaction byany Federal department or agency forthe services contemplated under thisproposal. Although Cigna Health and Life Insurance Company (CHLIC) and certain otheroperating subsidiaries of Cigna may have been subject to regulatory actions, fines, sanctions, and/or administrative penalties by certain federal and state governmental regulatory bodies, CHLIC's ability to fulfill its obligations under this RFP is not materially impacted. Our business operates in a heavily regulated industry. We are subject to numerous regularinquines and oversight by various state and federal authorities. In perhapsan overabundance of caution, we should note that effective January 2l, 2016, CMS imposed intermediate sanctionson Cigna -Health Spring citing variouscomphance-related issuesdiscovered in the course of a 2015 audit. On June 16, 2017, Cignareceived notification from CMS that the marketing and enroll m ent sancti onsi m posed by CMS on January2l, 2016, had been lifted. Further, contractsterminatefora variety of reasonsby both parties. Cignadoesnot trackthe causesforsuch contract terminations. Additional information is restricted and cannot be shared externally. SECTION 9 - BYRD ANTI -LOBBYING AMENDMENT CERTIFICATION FORM APPENDIX A, 44 C.F.R. PART 18 — CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned Contractor certifies, to the best of his or her knowledge, that 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress. an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperati\,e agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language ofthis certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants. and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to filethe required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The undersigned Contractor certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure if any. By virtue of submitting bid, bidder certifies or affirms its compliance with the Byrd Anti -Lobbying Amendment Certification. Name and Title of Bidders Authorized Signature of Bidder 's Authorized Representative: Representative: esenia Sanchez, authorized signatorvfo� ECS� SECTION 10 - SUSPENSION AND DEBARMENT CERTIFICATION The Contractor acknowledges that: (1) This Contract is a covered transaction for purposes of 2 C.F. R. pt. 180 and 2 C.F. R. pt. 3000. As such the contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C. F. R. § 180.940) or disqualified (defined at 2 C. F. R. § 180.935). (2) The Contractor must comply with 2 C. F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (3) This certification is a material representation of fact relied upon by the City. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R_ pt. 3000, subpart C, in addition to remedies available to the City, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The Contractor agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The Contractor further agrees to include a provision requiring such compliance in its lower tier covered transactions." By virtue of submitting bid, bidder certifies or affirms its compliance with the Suspension and Debarment Certification. Name and Title of Bidder's Authorized Signature of Bidder 's Authorized Representative: Represe tative: Yesenia Sanchez, authorized ECS SECTION 11 - CONE OF SILENCE Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised and until an award recommendation has been forwarded to the City Commission by the City Manager are under the "Cone of Silence." The Cone of Silence ordinance is available at https://Iibrary.municode,com/fl/miami beach/codes/code_of ordinances? nodeld=SPAGEOR CH2AD ARTVIISTCO DIV4PR S2-486COS1 Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception communications with the Procurement Director, or his/her administrative staff responsible for administering the procurement process for this solicitation providing said communication is limited to matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado _.miamibeachfl.gov . By virtue of submitting bid, bidder certifies that it is in compliance with the Cone of Silence Ordinance, pursuant to Section 2-486 of the City Code. SECTION 12 - CODE OF BUSINESS ETHICS Pursuant to City Resolution No.2000-23789, the Bidder shall adopt a Code of Business Ethics prior to executing a contract with the City. The Code of Business Ethics shall be submitted to the Procurement Department with its response or within three (3) days of request by the City. The Code shall, at a minimum, require the Bidder, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City Code. In lieu of submitting Code of Business Ethics, bidder may indicate that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics, available at http://www.miamibeachfl.gov/city- hall/procurement/procure me nt-related-ordinance-and-pro cedures/ Bidder will submit firm's Code of Business Ethics within three (3) days of request by the City? YES NO Bidder adopts the City of Miami Beach Code of Business Ethics? 0 YES See clarification below Section 17. SECTION 13 —LOBBYIST 0 e REGISTRATION & CAMPAIGN ^NTRIBUTION REQUIREMENTS This solicitation is subject to, and all bidders are expected to be or become familiar with, all City lobbyist laws, including lobbyist registration requirements and prohibition on campaign contributions, including: Lobbyist Registration Requirements sections 2-397 through 2-485.3 of City Code (https://Iibrary.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIISTCO DIV3L0) • Campaign Contribution Requirements sections 2-487 and 2-488 of City Code (https://Iibrary.municode.com/fl/miami beach/codes/code of ordinances nodeld=SPAGEOR CH2AD ARTVIISTCO DIV5CAFIRE) By virtue of submitting bid, bidder certifies or affirms that they have read and understand the above Lobbyist Registration & Campaign Contribution Requirements. SECTION 14 — NON -DISC RIMINATIOu The Non -Discrimination ordinance is available at: https://Iibrary.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIPR DIV3COPR S2-375NSCCOREWA By virtue of submitting bid, bidder agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. SECTION 15 --- FAIR CHANCE REQUIREMENT The Fair Chance Ordinance No. 2016-4012 is available at: https://Iibrary.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH62HURE ARTVFACHOR By virtue of submitting bid, biddercertifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Bidder agrees to provide the City with supporting documentation evidencing its compliance upon request. Bidder further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City tothe immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity. SFf'TION 14 — PIIRI Ir FNTITY rPIMFS Please refer to Section 287.133(2)(a), Florida Statutes, available at: https://www.fisenate.gov/Laws/Statutes/2012/287.133 By virtue of submitting bid, bidder agrees with the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list. SECTION 17 — VETERAN BUSINESS ENTERPRISES PREFERENCE Pursuant to City of Miami Beach Ordinance No. 2011- 3748, https://Iibrary.municode.com/fl/miami beach/codes/code of ordinances? nodeld=SPAGEOR CH2AD ARTVIPR DIV3C0PR S2- 374PRPRPRVEC00000SE the City shall give a preference to a responsive and responsible bidder which is a small business concern owned and controlled by a veteran(s) or which is a service -disabled veteran business enterprise, and which is within five percent (5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goods or contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more bidders which are a small business concern owned and controlled by a veteran(s) or a service -disabled veteran business enterprise constitute the lowest bid pursuant to an ITB, RFP, RFQ, ITN or oral or written request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service -disabled veteran business enterprise. SECTION 12: Cigna Corporation, itssubsidiades, and its affiliates (collectively "Cigna") are committed to conducting ourbusinessesin an ethical and law-abiding fashion. Cigna'sCode of Ethicsestablishesthe foundation for Cigna'sunwavering commitment to legal compliance, integrity, and ethical conduct Employeesare trained onCigna'scode and are required to affirm that they have disclosed any (mown orsuspected violationofthe code ofethicsand compliance aspart ofthe annual ethics affirmation process. Cigna will abideby itscode ofethicsand compliance in connectionwith any and all services it may provide to the City. Is the bidder a service -disabled veteran business enterprise certified by the State of Florida? YES ® NO Is the bidder a service -disabled veteran business enterprise certified by the United States Federal Government? YES NO SECTION 18 - EQUAL BENEFITS FOR EMPLOYEES WITH SPOUSES AND EMPLOYEES WITH DOMESTIC PARTNERS When awarding competitively solicited contracts valued at over $100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach. who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida; and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. Does bidder provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO Does bidder provide or offer access to any benefits to employees with (same or opposite sex) domestic partners or to domestic partners of employees? YES [ NO Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave, other benefits are provided directly to the spouse or domestic partner, such as medical insurance. Bidder Provides for Bidder Provides for BENEFIT Employees with Employees with Bidder does not Spouses Domestic Partners Provide Benefit Health x x Sick Leave Family Medical x Leave _�_ x Bereavement x Leave --- x If Bidders cannot offer a benefit to domestic partners because of reasons outside your control. (e. g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis you must agreeto pay a cash equivalent and submit a completed Reasonable Measures Application with all necessary documentation. Your Reasonable Measures Application will be reviewed for consideration by the City Manager; or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and- orocedures/ SECTION 19 - MORATORIUM ON TRAVEL TO AND THE PURCHASE OF GOODS OR SERVICES FROM MISSISSIPPI Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida prohibits the purchase of goods or services sourced in Mississippi. Are any of the products for which the applicant is seeking to be prequalified sourced in Mississippi? YES NO If yes, explain. MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 31d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR PROPOSALS NO. 2023-258-WG EMPLOYEE ASSISTANCE PROGRAM April 4, 2023 This Addendum to the above -referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). REVISION: RFP DUE DATE AND TIME. The deadline for the electronic receipt of bids is extended until 3:00 p.m., on Friday, April 14, 2023. All bids received and time stamped through BidSync, prior to the bid submittal deadline shall be accepted as timely submitted. Bids will be opened promptly at the time and date specified. Hard copy bids or bids received electronically, either through email or facsimile, submitted prior to or after the deadline for receipt of bids are not acceptable and will be rejected. Late bids cannot be submitted, bidders are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. II. KtvIblUN: Kevise Section U3UU. I at) 4. Approacn and metnOCl0loov as rollows: roach and Methodol Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to: • Include a schedule of benefits and any applicable discounts, costs, copays, etc. • Explain how the proposer will efficiently and accurately communicate with City personnel and the benefits consultant; • Explain proposer's approach to customer service and how it retains representatives with knowledge on Employee Assistance , • Explain the process for receiving enrollment from the City via electronic enrollment; • Explain how the proposer will provide monthly billing reports with access to pull billing and other coverage information online securely; • Explain the proposer's appeals procedure process for any member with dissatisfaction with a claim denial; • Explain how the proposer will efficiently process claims including verification of enrollment, determination of benefit coverage, application of appropriate provider reimbursement, creation and mailing of EOBs for all claims, timely payment, storage of all claims information, • Explain how the proposer will monitor and report plan financials, utilization, network performance, etc. . Any other services your per employee per month fee includes. III. ATTACHMENT: Exhibit A Utilization Reports 1 1 ADDENDUM NO.1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov IV. RESPONSES TO QUESTIONS RECEIVED: Q1: I am seeking clarification on Tab 4's Approach and Methodology. Specifically in regard to the mentioned topics of vision plans, claims, copays, claim denial, claims information. We believe these items would not apply as they indicate detail on a Health plan. The EAP is a city sponsored service free to the employees & their dependents and would not require any claims processing. Al: This is a scrivener's error. Please refer to Revision II above. Q2: The Statement of Work states that urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days. For each clinical case, we provide a confirmed referral to a provider within 2-3 business days for standard cases. The member is then responsible for calling the provider directly to schedule an appointment at a date and time that works best for him/her. Does this process meet the City's expectations? A2: Cigna confirms that the process outlined above is our standard and exists today. Emergency and urgent requests are handled immediately during the call as required and they handle routine requests, as described above, in 3 days. Q3: The Statement of Work requests a five -session counseling model, but then also requests up to 5 additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services c. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse g. Financial Counseling h. Psychological Difficulties/Mental Health i. Legal Counseling j. Anxiety/Stress k. Grief I. Pet assistance (i.e bereavement, vets, etc.) Please clarify this request. We would typically provide a 5-session counseling model per separate clinical issue and then work -life, legal, financial, pet care, etc. telephonic consultation and referral is provided through our work -life benefit and does not count toward a set number of sessions. A3: Yes. Cigna EAP offers up to 5 sessions for face-to-face clinical counseling. Cigna also offers up to 3 referrals for the above -mentioned work/life requests. Lastly, Cigna offers 1 no - cost 30-minute consultation, per issue per year, for legal/financial concerns. Minimally, this is a format we would like to continue. Q4: How many hours of the following services are included within the current EAP contract per year? • Onsite training/orientation/educational seminars • Onsite health fair/event participation ADDENDUM NO. 1 PROCUREMENT DEPARTMENT MIAMIBEACH 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfi.gov • Onsite critical incident support events (# events/# hours) • Webinar training A4: 52 actual hours are included per contract year based on a calculation of 24 hours per 1,000 employees. The way the hours are used is determined by the City of Miami Beach to best meet their needs. Q5: How many total hours of the following services were utilized in each of the last two (2) years? • Onsite training/orientation/educational seminars • Onsite health fair/event participation • Onsite critical incident support events (# events/# hours) • Webinar training A5: 52 actual hours are included per contract year based on a calculation of 24 hours per 1,000 employees. The way the hours are used is determined by the City of Miami Beach to best meet their needs. The City of Miami Beach typically utilizes all 52 hours per year. Q6: How do you utilize EAP in managing employee health and well-being? A6: Cigna's EAP for the City of Miami Beach offers the following avenues for wellness coordination, collaboration, and review: • seminar resources to complement and enhance wellness initiatives • targeted EAP seminars aligned to medical and disability cost drivers • EAP national wellness webcasts offered year-round on a bimonthly basis with on - demand access for 24 months • cross referrals for chronic conditions and other medical concerns through vendor integration • online resources to manage health, including self-service coaching modules • Healthy Rewards& that provides discounts on health and wellness products and services • face-to-face and virtual (video -based) counseling with EAP providers who can address wellness concerns (e.g., tobacco cessation, weight management, stress management), offer support for a new medical diagnosis, and speak to the comorbid symptoms of depression or anxiety, arising in response to a health crisis or chronic health condition • referrals to peer support groups specific to health and wellness concerns • EAP Resources for Managers and Organizations microsite • EAP giveaways for health fairs and biometric screening events (as well as the ability to use employer service hours to have a local EAP provider in attendance) • consultative account management support ADDENDUM NO.1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Q7: How do you currently track the effectiveness of the EAP program? A7: Our EAP offers valuable resources for evaluation and short-term counseling. In most cases, early intervention and expert clinical intervention can prevent behavioral treatment expenses. Based on our EAP book of business, 9 out of 10 participants resolve their needs through the EAP, eliminating the need for them to access their behavioral benefits. Two key EAP metrics help frame the cost -offset results: • Resolution Rate - When participants are able to resolve their presenting issue(s) within the EAP (i.e., without a referral to their behavioral health coverage), they avoid out-of- pocket expenses associated with behavioral health treatment. They also have fewer related medical claims. Sessions Provided Equates to Behavioral Outpatient Cost Offset - A simple calculation measures the cost offset: The number of paid EAP sessions for YTD closed cases is multiplied by the average cost per behavioral health outpatient visit. This equals the estimated cost offset (in dollars) tied to avoided behavioral health outpatient visits (excluding psychiatrist visits, which are outside the scope of the EAP). We can provide an employer -specific average based on the organization's outpatient behavioral health claims experience (if needed) when we also manage the behavioral health benefits. Q8: How do you currently track and manage contract compliance? A8: Our rigorous compliance program is designed to ensure that our operations comply with applicable state and federal laws and regulations. Our state government affairs office monitors emerging state and federal laws, and our regulatory compliance organization provides weekly summaries of new laws, including the company's compliance position, to affected business areas for implementation. Q9: How many employees covered under the EAP fall under Department of Transportation (DOT) regulations? A9: Employees with CDL licenses are not tracked globally by HR, but each department determines the positions that require CDL licenses. Q10: Are DOT Substance Abuse Professional (SAP) evaluations included within the EAP contract? If yes, is there a cap on the number of evaluations included each year within the EAP rate or are evaluations provided on a fee -for -service basis? A10: DOT/Substance Abuse cases are billed separately on a per case basis. Q11: How many Department of Transportation (DOT) Substance Abuse Professional (SAP) evaluations have been requested in each of the last three years? A11: None. ADDENDUM NO.1 MIAMIBEACH Q12: Please provide insight into the condition of the workforce • Stress? • Morale? • Inflation? • Financial challenges? • Burnout? PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Are your employees facing: Al2: The Human Resources department consistently provides EAP seminars to focus on the topics above. Although not required, the City of Miami Beach encourages and incentivizes employee participation. Q13: Have there been any major events in the last year (i.e, reductions in force, critical incidents, etc.)? A13: Yes, there have been major events including the loss of 3 employees. Q14: Is your EAP Helpline currently answered by customer service representatives or by clinical personnel? A14: Cigna's EAP personal advocates answer calls. They have a Masters -level degree in a mental health -related field. As required, licensed clinicians are available via warm transfer for urgentlemergent requests/calls. Q15: On a scale of 1-5 with 5 being the highest, how would you rate your current vendor? A15: Rating the City's current service provider is not a requirement of the RFP. Q16: What are the three components that are most important to you in an EAP? A16: All components are important to the City, proposers shall submit their qualifications, proposed scopes of work, and revenue proposals to the City for the City's consideration in achieving the required scope of services and requirements as detailed in the RFP Q17: Appendix - A2 - Is monthly utilization reporting standard for the City? Would quarterly comprehensive utilization reporting suffice? A17: Yes. Q18: Overall Bid Question: Appendix A - A2 - The City is requesting up to five sessions per person, per issue, per year, correct? So "5 additional face-to-face Counseling Sessions" would refer to an additional case regarding a different issue, is that what is meant here? A18: Yes Q19: Overall Bid Question: Appendix A - A2 - Could the City provide historical data on the number of trainings and/or onsite crisis responses per year? A19: Yes. Please refer to Exhibit A Utilization Reports. ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3,d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov Q20: Overall Bid Question: Appendix A - A2 - Could the City please clarify what is wanted or needed as it relates to "COMB specific Mobile App"? Are you simply looking for an App that is available and accessible to everyone? A20: Yes. Q21: Overall Bid Question: Provider availability and timely connectivity are the biggest issues facing people in need of mental resources today. Is that the City's primary goal with an EAP partnership? To get your people connected and engaged in care? What are the other top challenges, as well as goals and needs of the City and its employee community? A21: Yes, provider availability and timely connectivity are the biggest challenges facing people in need of mental resources today. The goals and needs of the City and employee community are fluid and may change depending on circumstances. Q22. Why is the City of Miami Beach out to bid today? A22: Please refer to Section 0100, Instructions to Bidders, Paragraph 2. Background. Q23: What is the City of Miami Beach's current PEPM rate for their program today? A23: The City's current per -employee per -month rate is $1.80 and will increase on 101112023 to $1.86 PEPM. Q24: Does Miami Beach anticipate conducting finalist meetings? A24: Please refer to Section 0400, Proposal Evaluation, Paragraph 1. Evaluation of Proposals. Q25: Please confirm police and fire are included in the 2,212 full and part-time employee count. A25: Confirmed. The number includes all active full and part-time employees, including Police & Fire. Q26: Please confirm if the SQR report from Dun and Bradstreet must be received by the City within the bid process period or if it can be received upon request later on. A26: A Dun and Bradstreet Report is not required with a proposal response. The Report shall be provided within three (3) days, only when requested by the City. Q27: Regarding printed materials, please advise on the number of printed materials needed. Are materials mailed to member homes, and if so, which materials get mailed? A27: The current program offers home mailing at an additional cost. Currently, hard copy tri- fold brochures and posters are available for drop shipment directly to work sites at no additional cost. An initial 1000 brochures at the start of implementation, at no additional cost. ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3,d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov If additional communication materials are requested, provide the maximum before the additional cost is implemented. Q28:. Can the City please provide utilization reports for the past 3 years? A28: Yes. Please refer to Exhibit A Utilization Reports. Q29: How many training hours and critical incident hours would you like included in the rate? 52? A29: Please include a minimum of 24 hours per 1000 employees or 52 hours per contract year in the rate. Q30: Are WorkLife/concierge services also included in the current rate? A30: Work/life services are included in the current rate, high -touch (concierge) services where arrangements are handled on behalf of the customer are not. Q31: What are the onsite hours being used for today? Is one person doing the work or is Cigna providing different roles to conduct training and provide critical incident services? A31: The onsite hours are commonly used for health seminars, management & supervisor training, team building, grief counseling, etc. Cigna provides specialists based on the topic of interest. Q32: When it comes to emotional well-being, what is most important to your employees and family members? A32: Stress/Anxiety, Information/Inquiries, Marital/partner, family concerns, depression. The records that have reached the maximum and are closed out are adjustment disorder, anxiety disorder, stress, mood disorder, and career/job. Q33: Both Tab 1 Part 1.2 Minimum Qualifications Requirements and Tab 2 Part 2.1 Qualifications of Proposing Firm require the proposer to provide information on their experience and qualifications. I am seeking clarification on whether these requirements are intended to ask for the same information or if there are any differences in the qualifications that are being sought. A33: Tab 2, 2.1 Requests detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. Tab 1, 1.2 requires a minimum of five years of experience providing group employee assistance program services to City, County, or other local governmental organizations or public entities. They may be the same reference information if applicable. 034: Will you accept electronic signatures on all proposal forms? ADDENDUM NO. 1 MIAMIBEACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3,d Floor Miami Beach, Florida 33139 www.miamibeachfl.gov A34: The bid submittal questionnaire, submitted electronically, allows for electronic signature. Q35: Who is your health plan provider and is the plan self -funded? A35: The City's health plan provider is Cigna and they are self -funded. 036: Section 0200 - General Conditions - Is there any opportunity to negotiate language, add or subtract verbiage, or edit based on standard industry practices? A36: Please refer to Section 0200, Paragraph 13, Exceptions to Solicitation. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone Email: William Garviso 305-673-7000 ext. 7490 WilliamGarviso miamibeachfl. ov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal. Sincerely, wLLLi,avi, cL?rviso for Alex Denis Alex Denis Procurement Director Acknowledged. ADDENDUM NO. 1 RFP Clarifications City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program Cigna has notated any exceptions to the RFP provisions within Tab 1 of the proposal. We have provided clarifying responses to certain RFP provisions below. FORMAL SOLICITATIONS TERMS AND CONDITIONS — GOODS & SERVICES 3. ASSIGNMENT. No contract shall be assigned, transferred, conveyed, sublet or otherwise disposed, including any or all right, title or interest therein, or power to execute such contract, to any person, company or corporation, without the prior written consent of the City. We can agree the agreement shall not be assigned without the written consent of the other party, except that either party may assign the agreement to an affiliate by providing notice to the other party. 4. CANCELLATION. In the event any of the provisions of this Bid are violated by the Bidders, the City shall give written notice to the Bidders stating such deficiencies and, unless such deficiencies are corrected within ten (10) calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in default and terminate same, without further notice required to the Bidders. Notwithstanding the preceding, the City, through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior written notice to the Bidders. We will continue to agree to contract termination provisions set forth in section 3.8 of the current agreement between the parties, which allows either party to terminate with a 90-day prior notice to the other party and allows Evernorth to terminate upon City's failure to pay fees in accordance with Section 2.3 of the agreement. 16. FORCE MAJEURE. a. A "Force Majeure" event is an event that (i) in fact causes a delay in the performance of the Contractor or the City's obligations under the Agreement, and (ii) is beyond the reasonable control of such party unable to perform the obligation, and (iii) is not due to an intentional act, error, omission, or negligence of such party, and (iv) could not have reasonably been foreseen and prepared for by such party at any time prior to the occurrence of the event. Subject to the foregoing criteria, Force Majeure may include events such as war, civil insurrection, riot, fires, epidemics, pandemics, terrorism, sabotage, explosions, embargo restrictions, quarantine restrictions, transportation accidents, strikes, strong hurricanes or tornadoes, earthquakes, or other acts of God which prevent performance. Force Majeure shall not include technological impossibility, inclement weather, or failure to secure any of the required permits pursuant to the Agreement. Agreed; however, nothing herein shall relieve the City from its obligation to properly fund the claims bank account and to pay fees beyond the due date. 17. INDEMNIFICATION. The bidder shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the bidder or its employees, agents, servants, partners, principals or subcontractors. The bidder shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of ,. dgna RFP Clarifications City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The bidder expressly understands and agrees that any insurance protection required by any agreement with the City or otherwise provided by the bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. We can continue to agree to substantially the same indemnification language set forth in the current agreement between the parties: "Evernorth shall be liable to and indemnify the Employer for any loss, cost or expense (including court costs and reasonable attorneys' fees) for which Employer may become liable in consequence of any negligent acts or omissions of Evernorth or its employees, agents, or representatives; or fraud, embezzlement, willful misconduct, or intentional disregard by Evernorth or its employees, agents, or representatives. The foregoing shall not include indemnification for: (1) the negligent acts or omissions of Participating Providers, as by contract, Evernorth requires Participating Providers to maintain adequate amounts of professional liability insurance, and Participating Providers remain responsible for their own professional conduct; or (2) any negligent acts or omissions of Employer or its employees, agents, or representatives; or fraud, embezzlement, willful misconduct or intentional disregard by Employer or its employees, agents, or representatives." 19. INSPECTOR GENERAL AUDIT RIGHTS. a. The Contractor shall make available at its office at all reasonable times the records, materials, and other evidence regarding the acquisition (bid preparation) and performance of this contract, for examination, audit, or reproduction, until three (3) years after final payment under this contract or for any longer period required by statute or by other clauses of this contract. In addition: I. If this contract is completely or partially terminated, the Contractor shall make available records relating to the work terminated until three (3) years after any resulting final termination settlement; and The Contractor shall make available records relating to appeals or to litigation or the settlement of claims arising under or relating to this contract until such appeals, litigation, or claims are finally resolved. b. The provisions in this section shall apply to the Contractor, its officers, agents, employees, subcontractors, and suppliers. The Contractor shall incorporate the provisions in this section in all subcontracts and all other agreements executed by the Contractor in connection with the performance of this contract. We will continue to agree to substantially the same audit language set forth in the in -force agreement between the parties: "Annual audits of Evernorth may be conducted by an independent third party on behalf of the Employer, at no additional cost to Employer; provided that the scope of the audit is limited to financial information or information related to Employer's fiduciary responsibilities, and provided that all security documents, non -disclosure agreements and authorizations are completed in advance of the audit. Evernorth must receive such audit request no less than sixty (60) days prior to the proposed audit date." %, cgna RFP Clarifications City of Miami Beach, Florida RFP #2023-2588-WG Employee Assistance Program 30. OPTIONAL CONTRACT USAGE. When the successful Bidders agrees, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. Acknowledged. However, Evernorth reserves the right to adjust pricing based on individual entity metrics (i.e. product type, funding type, headcount and experience) and each such unit or agency must enter into a separate contractual arrangement with Evernorth. 34. PATENTS & ROYALTIES. Bidder shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Bidders uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the Bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. The parties agree and acknowledge that the relationship set forth in this contract does not contemplate the creation of intellectual property by Cigna on behalf of the City. Cigna shall indemnify and hold the City harmless against any claim arising from the actual infringement of any third -party intellectual property right by any copyrighted, patented, or unpatented invention, process, or article provided by Cigna to the City in the course of the performance of the contract. If Cigna uses any design, device, or materials covered by letters, patent, or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or costs arising from the use of such design, device, or materials in any way involved in the work. 41. TERMINATION FOR DEFAULT. If the successful Bidders shall fail to fulfill in a timely manner, or otherwise violate, any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to be performed by giving written notice to the Bidders of such termination, which shall become effective upon receipt by the Bidders of the written termination notice. In that event, the City shall compensate the successful Bidders in accordance with the term of the contract for all work and/or services satisfactorily performed by the Bidders prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful Bidders shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Bidders, and the City may reasonably withhold payments to the successful Bidders for the purposes of set off until such time as the exact amount of damages due the City from the successful Bidders is determined. With respect to termination for default or convenience, we will continue to agree to contract termination provisions set forth in section 3.8 of the current agreement between the parties, which allows either party to terminate with a 90 day prior notice to the other party and allows Evernorth to terminate upon City's failure to pay fees in accordance with Section 2.3 of the agreement. 44. VENUE. Any legal challenges to this Solicitation shall be brought in Miami -Dade County, Florida, and if legal action is necessary, exclusive venue for the enforcement of same shall lie in Miami -Dade County, City of Miami Beach, Florida RFP Clarifications RFP #2023-2588-WG Employee Assistance Program Florida. The Bidder and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Solicitation. Agreed. Any contract resulting from this solicitation shall be governed in all respects by the laws of the State of Florida. Evernorth reserves its right to dispute resolution in any appropriate jurisdiction. �"4". Cigna MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES (October 27, 2022) GENERAL DISCLAIMERS. a. The solicitation referenced herein is being furnished to the Bidders by the City of Miami Beach (the "City") for the Bidder's convenience. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete. The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents, or on any permitted communications with City officials, shall be at the recipient's own risk. Bidders should rely exclusively on their own investigations, interpretations, and analyses. Bidders are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and other all instructions pertaining to the goods relative to this solicitation. Failure to do so will be at the Bidder's risk and may result in the Bid being non -responsive. All expenses involved with the preparation and submission of bid, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense) of the Bidders, and shall not be reimbursed by the City. b. The solicitation is being provided by the City without any warranty or representation, express or implied, as to its content, its accuracy, or its completeness. No warranty or representation is made by the City or its agents that any Bid conforming to these requirements will be selected for consideration, negotiation, or approval. Any individual that submits a bid in response to this solicitation agrees that any action taken by the City in response to bids made pursuant to this solicitation, or in making any award, or in failing or refusing to make any award pursuant to such bid, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award, shall be without any liability or obligation on the part of the City. C. It is the responsibility of each Bidders, before submitting a Bid, to: examine the solicitation thoroughly, visit the site or structure, as applicable, to become familiar with conditions that may affect costs, progress, performance or furnishing of the Work; take into account federal, state and local (City and Miami -Dade County) laws, regulations, permits, and ordinances that may affect costs, progress, performance, furnishing of the Work, or award, study and carefully correlate Bidder's observations with the solicitation. The Bidders shall notify the Chief Procurement Officer of all conflicts, errors, or discrepancies in the solicitation of which Bidders knows or reasonably should have known. The submission of a Bid shall constitute an incontrovertible representation by Bidders that Bidders has complied with the above requirements and that without exception, the Bid is premised upon performing and furnishing the Work required by the solicitation and that the solicitation documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. d. Any action taken by the City in response to bids received pursuant to this solicitation, or in making any award, or in failing or refusing to make any award pursuant to such bid, or in cancelling awards, or in withdrawing or cancelling this solicitation, either before or after issuance of an award, shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving bids, may accept or reject bids, and may accept bids which deviate from the solicitation, as it deems appropriate and in its best interest. The City may postpone the deadline for submittal of bids and may, but is not required to, make a reasonable effort to give at least three (3) calendar days electronic notice of any such postponement. e. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting bid in response to this solicitation. f. Bidders are hereby advised that this solicitation is subject to the following ordinances/resolutions (as applicable), which may be found on the City Of Miami Beach Procurement Department website at https://www.miamibeachfl.gov/City- hall/procurement/procurement-related-ordinance-and-procedures/ Requirement Code Section or Resolution Cone of Silence 2-486 Protest Procedures 2-371 Debarment Proceedings 2-481 through 2-406 Lobbyist Registration and Disclosure of Fees 2-397 through 2-485.3 Campaign Contributions by Vendors 2-487 Campaign Contributions by Lobbyists 2-488 Equal Benefits for Domestic Partners 2-373 Living Wage Requirement 2-407 through 2-410 False Claims Ordinance 70-300 Acceptance of Gifts, Favors & Services 2-449 Purchase of Goods and Services Sourced in Resolution 2016-29375 Mississippi Non-discrimination (boycotts) 2016-3990 2. ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Bidders shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this Bid. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 3. ASSIGNMENT. No contract shall be assigned, transferred, conveyed, sublet or otherwise disposed, including any or all right, Page 1 of 7 1 Formal Solicitations Terms and Conditions — Goods and Services (October 27, 2022) MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES (October 27, 2022) title or interest therein, or power to execute such contract, to any person, company or corporation, without the prior written consent of the City. We can agree the agreement shall not be assigned without the written consent of the other party, except that either party may assign the agreement to an affiliate by providing notice to the other party. 4. CANCELLATION. In the event any of the provisions of this Bid are violated by the Bidders, the City shall give written notice to the Bidders stating such deficiencies and, unless such deficiencies are corrected within ten (10) calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in default and terminate same, without further notice required to the Bidders. Notwithstanding the preceding, the City, through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior written notice to the Bidders. We will continue to agree to contract termination provisions set forth in section 3.8 of the current agreement between the parties, which allows either party to terminate with a 90-day prior notice to the other party and allows Evernorth to terminate upon City's failure to pay fees in accordance with Section 2.3 of the agreement. 5. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS. This solicitation is subject to, and all Bidders are expected to be or become familiar with, all City lobbyist laws. Bidders shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their responses, in the event of such non-compliance. 6. DEFAULT. Failure or refusal of the successful Bidders to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a bid response before such award is made and approved, may result in a claim for damages by the City, and may be grounds for removing the Bidders from the City's vendor list. DEMONSTRATION OF COMPETENCY. Pursuant to Section 2-369 of the City Code when determining the lowest and best Bidders, in addition to price. there shall be a consideration of the following: (1) the ability, capacity and skill of the Bidders to perform the contract; (2) whether the Bidders can perform the contract within the time specified. without delay or interference, (3) the character, integrity, reputation, judgment, experience and efficiency of the Bidders: (4) the quality of performance of previous contracts, and (5) the previous and existing compliance by the Bidders with laws and ordinances relating to the contract. In doing so, the City may take any and all actions in deems necessary, including consideration of any legal, financial. operational (facilities, staffing and equipment) factor that may impact the Bidder's ability to successfully perform the contract. and the City may contact any prior or current client, employee or agent of the Bidders. a. The City reserves the right to request supplemental information from Bidders at any time during the solicitation process, unless otherwise noted. 8. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows a. Any contract or agreement resulting from the award of this solicitation, then b. Addendum issued for this solicitation, with the latest Addendum taking precedence; then C. The solicitation, then d. The Bidder's bid in response to the solicitation. In case of any doubt or difference of opinion as to the items and/or goods (as the case may be) to be furnished hereunder, the decision of the City shall be final and binding on all parties. 9. ELIMINATION FROM CONSIDERATION. This bid shall not be awarded to any person or firm who is in arrears to the City upon any debt, taxes, or contracts which are defaulted as surety or otherwise upon any obligation to the City. 10. EMERGENCY RESPONSE PRIORITY. It is hereby made a part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of force majeure that the City of Miami Beach, Florida shall receive a "First Priority" for any goods and services covered under any award resulting from this solicitation, including balance of line items as applicable. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. By virtue of submitting a response to this solicitation, vendor agrees to provide all award -related goods and services to the City on a "first priority" under the emergency conditions noted above. 11, ESTIMATED QUANTITIES. Estimated quantities or estimated dollars, if provided, are for City guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is not obligated to place any order for a given amount subsequent to the award of this Bid. Estimates are based upon the City's actual needs and/or usage during a previous contract period. The City may use said estimates for purposes of determining whether the low Bidders meets specifications. 12. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a Bidder's history of citations and/or violations of environmental regulations in investigating a Bidder's responsibility, and further reserves the right to declare a Bidders not responsible if the history of violations warrants such determination in the opinion of the City. Bidder shall submit with its proposal, a complete history of all citations and/or violations, notices, and dispositions thereof. The non -submission of any such documentation shall be deemed to be an affirmation by the Bidders that there are no citations or violations. Bidders shall notify the City immediately of notice of any citation or violation which Bidders may receive after the proposal opening date and during the time of performance of any contract awarded to it. Page 2 of 7 1 Formal Solicitations Terms and Conditions — Goods and Services (October 27, 2022) MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES (October 27, 2022) 13. EXCEPTIONS TO SOLICITATION. Bidders must clearly indicate any exceptions they wish to take to any of the terms in the solicitation, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the bid submittal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Bidders to comply with the particular term and/or condition of the solicitation to which Bidders took exception to (as said term and/or condition was originally set forth in the solicitation and any exhibits or Addenda thereto). 14. FLORIDA PUBLIC RECORDS LAW. Bidders are hereby notified that all bids including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally, Bidders agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the goods, (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law, (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law, (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the Bidders upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 15. JOINT VENTURES / SINGLE PURPOSE ENTITY. Joint Ventures are not allowed. bid shall be submitted only by the prime contractor. Bidders may, however, identify sub -contractors or sub -consultants to the prime Bidders who may serve as team members. 16. FORCE MAJEURE. A "Force Majeure" event is an event that (i) in fact causes a delay in the performance of the Contractor or the City's obligations under the Agreement, and (ii) is beyond the reasonable control of such party unable to perform the obligation, and (iii) is not due to an intentional act, error, omission, or negligence of such party, and (iv) could not have reasonably been foreseen and prepared for by such party at any time prior to the occurrence of the event. Subject to the foregoing criteria, Force Majeure may include events such as war, civil insurrection, riot, fires, epidemics, pandemics, terrorism, sabotage, explosions, embargo restrictions, quarantine restrictions, transportation accidents, strikes, strong hurricanes or tornadoes, earthquakes, or other acts of God which prevent performance. Force Majeure shall not include technological impossibility, inclement weather, or failure to secure any of the required permits pursuant to the Agreement. Agreed; however, nothing herein shall relieve the City from its obligation to properly pay fees beyond the due date If the City or Contractor's performance of its contractual obligations is prevented or delayed by an event believed by to be Force Majeure, such party shall immediately, upon learning of the occurrence of the event or of the commencement of any such delay, but in any case within fifteen (15) business days thereof, provide notice: (i) of the occurrence of event of Force Majeure, (ii) of the nature of the event and the cause thereof, (iii) of the anticipated impact on the Agreement, (iv) of the anticipated period of the delay, and (v) of what course of action such party plans to take in order to mitigate the detrimental effects of the event. The timely delivery of the notice of the occurrence of a Force Majeure event is a condition precedent to allowance of any relief pursuant to this section, however, receipt of such notice shall not constitute acceptance that the event claimed to be a Force Majeure event is in fact Force Majeure, and the burden of proof of the occurrence of a Force Majeure event shall be on the requesting party. The City may, through its City manager, in its sole and absolute discretion, make amendment or equitable adjustment in the contract terms and conditions and/or pricing to address very limited unforeseen circumstances outside of the successful Bidder's control relating to certain supply chain issues and extreme market volatility. The City may, through its City Manager, but shall have no obligation to consider or otherwise approve an adjustment, where pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace satisfying, at a minimum, all of the following criteria: 1) the volatility is due to causes wholly beyond the successful Bidder's control, 2) the volatility affects the entire marketplace or industry, not just the particular successful Bidder's source of supply; 3) the effect on pricing or availability of supply is substantial, and 4) the volatility so affects the successful Bidders that continued performance of the Contract would result in an excessive or unreasonable substantial loss or financial hardship to the Bidders, such as, for example, an event implicating insolvency or bankruptcy. Any adjustment would require irrefutable evidence and written approval by the Chief Procurement Officer. For the avoidance of doubt, this section does not in any way alter or affect the allocation of risk between the City and the Bidders pursuant to the Contract, or Bidder's assumption of all risks relating to its performance in accordance with the Contract terms. d. No party hereto shall be liable for its failure to carry out its obligations under the Agreement during a period when such party is rendered unable, in whole or in part, by Force Majeure to carry out such obligations. The suspension of any of the obligations under this Agreement due to a Force Majeure event shall be of no greater scope and no longer duration than is required. The party shall use its reasonable best efforts to continue to perform its obligations hereunder to the extent such obligations are not affected or are only partially affected by the Force Majeure event, and to correct or cure the event or condition excusing performance and otherwise to remedy its inability to perform to the extent its inability to perform is the direct result of the Force Majeure event with all reasonable dispatch. Page 3 of 7 1 Formal Solicitations Terms and Conditions — Goods and Services (October 27, 2022) MIAMI BEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES (October 27, 2022) e. Obligations pursuant to the Agreement that arose before the occurrence of a Force Majeure event, causing the suspension of performance, shall not be excused as a result of such occurrence unless such occurrence makes such performance not reasonably possible. The obligation to pay money in a timely manner for obligations and liabilities which matured prior to the occurrence of a Force Majeure event shall not be subject to the Force Majeure provisions. Notwithstanding any other provision to the contrary herein, in the event of a Force Majeure occurrence, the City may, at the sole discretion of the City Manager, suspend the City's payment obligations under the Agreement, and may take such action without regard to the notice requirements herein. Additionally, in the event that an event of Force Majeure delays a party's performance under the Agreement for a time period greater than thirty (30) days, the City may, at the sole discretion of the City Manager, terminate the Agreement on a given date, by giving written notice to Contractor of such termination. If the Agreement is terminated pursuant to this section, Contractor shall be paid for any Services satisfactorily performed up to the date of termination; following which the City shall be discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this Agreement. In no event will any condition of Force Majeure extend this Agreement beyond its stated term. 17. INDEMNIFICATION. The bidder shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the bidder or its employees, agents, servants, partners, principals or subcontractors. The bidder shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The bidder expressly understands and agrees that any insurance protection required by any agreement with the City or otherwise provided by the bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. We can continue to agree to substantially the same indemnification language set forth in the current agreement between the parties: "Evernorth shall be liable to and indemnify the Employer for any loss, cost or expense (including court costs and reasonable attorneys' fees) for which Employer may become liable in consequence of any negligent acts or omissions of Evernorth or its employees, agents, or representatives; or fraud, embezzlement, willful misconduct, or intentional disregard by Evernorth or its employees, agents, or representatives. The foregoing shall not include indemnification for: (1) the negligent acts or omissions of Participating Providers, as by contract, Evernorth requires Participating Providers to maintain adequate amounts of professional liability insurance, and Participating Providers remain responsible for their own professional conduct; or (2) any negligent acts or omissions of Employer or its employees, agents, or representatives; or fraud, embezzlement, willful misconduct or intentional disregard by Employer or its employees, agents, or representatives." 18. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance will be at destination, unless otherwise provided. Title to (or risk of loss or damage to) all items shall be the responsibility of the successful Bidders until acceptance by the City unless loss or damage results from the gross negligence or willful misconduct of the City. If any equipment or supplies supplied to the City are found to be defective, or do not conform to the specifications, the City reserves the right to cancel the order upon written notice to the seller, and return the product, at the Bidders expense. 19. INSPECTOR GENERAL AUDIT RIGHTS. a. Pursuant to Section 2-256 of the Code of the City of Miami Beach, the City has established the Office of the Inspector General which may, on a random basis, perform reviews, audits, inspections and investigations on all City contracts, throughout the duration of said contracts. This random audit is separate and distinct from any other audit performed by or on behalf of the City. b. The Office of the Inspector General is authorized to investigate City affairs and empowered to review past, present, and proposed City programs, accounts, records, contracts, and transactions. In addition, the Inspector General has the power to subpoena witnesses, administer oaths, require the production of witnesses and monitor City projects and programs. Monitoring of an existing City project or program may include a report concerning whether the project is on time, within budget and in conformance with the contract documents and applicable law. The Inspector General shall have the power to audit, investigate, monitor, oversee, inspect and review operations, activities, performance and procurement process including but not limited to project design, bid specifications, (bid/proposal) submittals, activities of the Contractor, its officers, agents and employees, lobbyists, City staff and elected officials to ensure compliance with the Contract Documents and to detect fraud and corruption. Pursuant to Section 2-378 of the City Code, the City is allocating a percentage of its overall annual contract expenditures to fund the activities and operations of the Office of Inspector General. C. Upon ten (10) days written notice to the Contractor, the Contractor shall make all requested records and documents available to the Inspector General for inspection and copying. The Inspector General is empowered to retain the services of independent private sector auditors to audit, investigate, monitor, oversee, inspect and review operations activities, Page 4 oPPgOFWf W SW4it@/fr16brf&Ms fdl@"br1fflWW& ¢p>' Wecications, (bid/proposal) MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES submittals, activities of the Contractor, its of(iQfst f 2& 2W14ees, lobbyists, City staff and elected officials to ensure compliance with the contract documents and to detect fraud and corruption. d. The Inspector General shall have the right to inspect and copy all documents and records in the Contractor's possession, custody or control which in the Inspector General's sole judgment, pertain to performance of the contract, including, but not limited to original estimate files, change order estimate files, worksheets, proposals and agreements from and with successful subcontractors and suppliers, all project -related correspondence, memoranda, instructions, financial documents, construction documents, (bid/proposal) and contract documents, back -change documents, all documents and records which involve cash, trade or volume discounts, insurance proceeds, rebates, or dividends received, payroll and personnel records and supporting documentation for the aforesaid documents and records. e. The Contractor shall make available at its office at all reasonable times the records, materials, and other evidence regarding the acquisition (bid preparation) and performance of this contract, for examination, audit, or reproduction, until three (3) years after final payment under this contract or for any longer period required by statute or by other clauses of this contract. In addition: i. If this contract is completely or partially terminated, the Contractor shall make available records relating to the work terminated until three (3) years after any resulting final termination settlement, and ii. The Contractor shall make available records relating to appeals or to litigation or the settlement of claims arising under or relating to this contract until such appeals, litigation, or claims are finally resolved. f. The provisions in this section shall apply to the Contractor, its officers, agents, employees, subcontractors, and suppliers. The Contractor shall incorporate the provisions in this section in all subcontracts and all other agreements executed by the Contractor in connection with the performance of this contract. g. Nothing in this section shall impair any independent right to the City to conduct audits or investigative activities. The provisions of this section are neither intended nor shall they be construed to impose any liability on the City by the Contractor or third parties. We will continue to agree to substantially the same audit language set forth in the in -force agreement between the parties: "Annual audits of Evernorth may be conducted by an independent third party on behalf of the Employer, at no additional cost to Employer; provided that the scope of the audit is limited to financial information or information related to Employer's fiduciary responsibilities, and provided that all security documents, non -disclosure agreements and authorizations are completed in advance of the audit. Evernorth must receive such audit request no less than sixty (60) days prior to the proposed audit date." 20. LAWS, PERMITS AND REGULATIONS. The Bidders shall obtain and pay for all licenses, permits, and inspection fees required to complete the work and shall comply with all applicable laws. 21. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where Bidders are required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of the Bid, the Bidders will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all Applicable Laws. The Bidders shall be liable for any damages or loss to the City occasioned by negligence of the Bidders, or his/her officers, employees, contractors, and/or agents, for failure to comply with Applicable Laws. 22. MANNER OF PERFORMANCE. Bidders agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations, and codes. Lack of knowledge or ignorance by the Bidders with/of applicable laws will in no way be a cause for relief from responsibility. Bidders agrees that the work and goods provided shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Bidders agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Bidders further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of Bidders to comply with this paragraph shall constitute a material breach of this contract. 23. MODIFICATIONfWITHDRAWALS OF BIDS. A Bidders may submit a modified bid to replace all or any portion of a previously submitted Bid up until the Bid due date and time. Modifications received after the bid due date and time will not be considered. bid shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date, or after expiration of 180 calendar days from the opening of bid without a contract award. Letters of withdrawal received after the Bid due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 24. MULTIPLE AWARD. The City may award two or more vendors (primary, secondary, tertiary, or higher), as available, by line item, by group or in its entirety, beginning with lowest, responsive, responsible Bidders (primary), followed by the second lowest, responsive, responsible Bidders (secondary), and continuing with other responsive, responsible Bidders in order of next best cost. The City will endeavor to utilize vendors in order of award. However, the City may utilize other vendors in the event that 1) a contract vendor is not or is unable to be in compliance with any contract or delivery requirement, 2) it is in the best interest of the City to do so regardless of reason. Page 5 of 7 1 Formal Solicitations Terms and Conditions — Goods and Services (October 27, 2022) MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES 25. NON-CONFORMANCE TO CONTRACT CON t�9kOteA RW2�e tested for compliance with specifications. Items delivered, not conforming to specifications, may be rejected, and returned at the Bidder's expense. These items, as well as items not delivered as per delivery date in bid and/or purchase order, may be purchased by the City, at its discretion, on the open market. Any increase in cost may be charged against the Bidders. Any violation of these stipulations may also result in the Bidder's name being removed from the City's vendor list. 26. NON-DISCRIMINATION. The Bidders certifies and affirms that it is in compliance with and will be bound by the Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. 27. NON -EXCLUSIVITY. To the extent applicable, it is the intent of the City to purchase the goods or services specifically listed in the solicitation. However, the City reserves the right to purchase any goods or services awarded from any other governmental or cooperative contract, or on the open market. 28. OCCUPATIONAL HEALTH AND SAFETY. The Bidders warrants to the City that any work, goods, supplies, materials or equipment supplied pursuant to this bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply with this condition will be deemed breach of contract. Any fines levied because of inadequacies to comply with this condition shall be borne solely by the Bidders. 29. OBSERVANCE OF LAWS. Bidders are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of goods and/or project contemplated by this solicitation (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Bidders will in no way relieve it from responsibility for compliance. 30. OPTIONAL CONTRACT USAGE. When the successful Bidders agrees, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. Acknowledged. However, Evernorth reserves the right to adjust pricing based on individual entity metrics (i.e. product type, funding type, headcount and experience) and each such unit or agency must enter into a separate contractual arrangement with Evernorth. 31. OSHA. The Bidders warrants to the City that any work, services, supplies, materials or equipment supplied pursuant to this Bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply with this condition will be deemed breach of contract. Any fines levied because of inadequacies to comply with this condition shall be borne solely by the Bidders. 32. OTHER TERMS AND CONDITIONS. Any order pursuant to the contract that includes terms and conditions other than those expressly approved in this solicitation or contract shall be null and void and rejected by the City. 33. PAYMENT. Payment will be made by the City after the goods have been received, inspected, and found to comply with contract specifications, free of damage or defect, and are properly invoiced. 34. PATENTS & ROYALTIES. Bidder shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Bidders uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the Bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. The parties agree and acknowledge that the relationship set forth in this contract does not contemplate the creation of intellectual property on behalf of the City. Cigna shall indemnify and hold the City harmless against any claim arising from the actual infringement of any third - party intellectual property right by any copyrighted, patented, or unpatented invention, process, or article provided by Cigna to the City in the course of the performance of the contract. If Cigna uses any design, device, or materials covered by letters, patent, or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or costs arising from the use of such design, device, or materials in any way involved in the work. 35. PRICES QUOTED. Prices quoted shall remain firm and fixed during the duration of the contract. In completing the bid form, state both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in Special Conditions). The Bidders may offer cash discounts for prompt payments, however, such discounts will not be considered in determining the lowest price during bid evaluation. Bidders are requested to provide prompt payment terms in the space provided on the Bid submittal signature page of the solicitation. Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately, and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s). 36. PROTESTS. Any protest concerning the specifications or award of this solicitation shall be in accordance with City Code Section 2-371. Protests not submitted in a timely manner Pursuant to the requirements of City Code Section 2-371 shall be barred. Page 6 of 7 � Formal Solicitations Terms and Conditions — Goods and Services (October 27, 2022) MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS — GOODS & SERVICES 37. PUBLIC ENTITY CRIME. A person or affiliate wI(i@Utajb&fpUce2Q@4e convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit a bid on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub -contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list. 38. RELATIONSHIP TO THE CITY. It is the intent of the City, and Bidder's hereby acknowledge and agree, that the successful Bidders is considered to be an independent contractor, and that neither the Bidders, nor the Bidder's employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 39. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 40. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. 41. TERMINATION FOR DEFAULT. If the successful Bidders shall fail to fulfill in a timely manner, or otherwise violate, any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to be performed by giving written notice to the Bidders of such termination, which shall become effective upon receipt by the Bidders of the written termination notice. In that event, the City shall compensate the successful Bidders in accordance with the term of the contract for all work and/or services satisfactorily performed by the Bidders prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful Bidders shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Bidders, and the City may reasonably withhold payments to the successful Bidders for the purposes of set off until such time as the exact amount of damages due the City from the successful Bidders is determined. With respect to termination for default or convenience, we will continue to agree to contract termination provisions set forth in section 3.8 of the current agreement between the parties, which allows either party to terminate with a 90 day prior notice to the other party and allows Evemorth to terminate upon City's failure to pay fees in accordance with Section 2.3 of the agreement The City may, at its discretion, provide reasonable 'cure period" for any contractual violation prior to termination of the contract, should the successful Bidders fail to take the corrective action specified in the City's notice of default within the allotted cure period, then the City may proceed to terminate the contract for cause in accordance with this subsection 1.57. 42. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its convenience, terminate the work and/or services then remaining to be performed, at any time, by giving written notice to the successful Bidders of such termination, which shall become effective thirty (30) days following receipt by Bidders of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the contract is terminated by the City as provided in this subsection, the City shall compensate the successful Bidders in accordance with the terms of the contract for all and without cause and/or any resulting liability to the City, work and/or services actually performed by the successful Bidders, and shall also compensate the Bidders for its reasonable direct costs in assembling and delivering to City all documents. No compensation shall be due to the successful Bidders for any profits that the successful Bidders expected to earn on the balanced of the contract. Such payments shall be the total extent of the City's liability to the successful Bidders upon a termination as provided for in this subsection. 43. TIE BIDS. In accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be given to Bidders certifying that they have implemented a drug free workplace program. A certification form will be required. In the event of a continued tie between two or more Bidders after consideration of the drug free workplace program, the City's Local Preference and Veteran Preference ordinances will dictate the manner by which a tie is to be resolved. In the event of a continued tie after the Local and Veteran Preference ordinances have been applied or the tie exists between Bidders that are not Local or Veteran, the breaking of the tie shall be at the City Manager's discretion, which will make a recommendation for award to the City Commission. 44. VENUE. Any legal challenges to this Solicitation shall be brought in Miami -Dade County, Florida, and if legal action is necessary, exclusive venue for the enforcement of same shall lie in Miami -Dade County, Florida. The Bidder and the City expressly waive any rights either party may have to a trial by jury of any civil litigation related to or arising out of this Solicitation. Agreed. Any contract resulting from this solicitation shall be governed in all respects by the laws of the State of Florida. Evernorth reserves its right to dispute resolution in any appropriate jurisdiction. 45. CONTRACT EXTENSION. The City, through its City Manager, reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 46. AMERICANS WITH DISABILITIES ACT (ADA). Call 305-673-7490 to request material in accessible format, sign language interpreters (five (5) days in advance when possible), or information on access for persons with disabilities. For more information pagE,99 �P� F rirrtll olfC �o l'I@rrrts tfft%�84%c�i>Q�RS rt' 'bd3� aR�AgiVO,6656%4�Jl,91l622) MIAMIBEACH FORMAL SOLICITATIONS TERMS AND CONDITIONS - GOODS & SERVICES (October 27, 2022) 47. TRUTH IN NEGOTIATION CERTIFICATE. Any resulting contract, is issued and governed by section 287.055, Florida statutes shall require a truth in negotiation certificate. Execution of the contract by the consultant shall act as the execution of a Truth -in - Negotiation certificate certifying that the wage rates and costs used to determine the compensation provided for in the contract are accurate, complete, and current as of the date of the contract. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which the City determines the contract price was increased due to inaccurate, incomplete, or noncurrent wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the contract. Page 8 of 7 1 Formal Solicitations Terms and Conditions — Goods and Services (October 27, 2022) myCignaxom cigna C1 Messages Q to C Home Find Care & Costs Claims - Coverage - Spending Accounts - Prescriptions - Wellne, Important Information for Customers Learn more 0 Welcome, Karen! Looking for care? Start here: Home Screen Q PrirraryCar e Q Den!i<_t M Therapist Find Care rn Talk to a Doctor We are ready co help 24P Confidential, unpublished property of Cigna. Use and distribution limited solely to authorized personnel. © 2021 Cigna See all From your employer Disability Coverag Leave Programs See myCignaxom Cigna Home Find Care a Costs Claims - Coverage - Spending Accounts - Connect with a Doctor 24/7/365 Virtually Massages Q to Cards 'W R. Cart Kenn • -"' � iCigna a o DCa,di n.,„ K.,e Prescriptions- wellness- Nome Find Care is Costs Claims- Coverage- Spending Accounts- p—ripti-,- 1N- r,_. < 3431n-Network results for Primary Care Provider (PCP) + We found results for "Primary Care Provider (PCP)near 10650 E Tallahassee Ave, M... What type of care are you looking for? Go Virtual Talk to a doctor 24/7 from the comfort of your home. sarc aescwttn - aesuhs tar: Karen - h.o.<OPown - .n°�p1f:: ' �• _......_... ....:rya .._. righter ..., •._7w �' - See a Local Provider Match Pooja Bhardwaja, MD service EL„ESpes a sorgsYdsteL'8529 'aoo,zss-3w n ea:gKeva« highlights y network IaUt"t SaaYa<rla,1 Mofesao„M E.pmerce:Sym-s:n pfacoot providers 100% 6a.a.w cost Emea,cy aenng ... �e,gm t"e nes g+run _ who meet I I certain quality and What is Brighter Match? cost - efficiency Mohammad A. Khezrlan. MD measures �-�� wm asaa aMMuw n• as, I E SI,w.MonsPlnss Choose an in -network doctor in your local area whom you and who spadamea:Fme;a%xoa can see face-to-face. have high ( PeAet r,n,nvwe.n IarisrY Ltlte<dm Profev�orolEa patient 98% satisfaction = Si—' from verified reviews wl.a.,a".a. zMzr a«. .. ..a...r� c..�,.��. ......m .. ».,.. .,... when applicable. �...:•�... e. a .roa_t,ro�.a.,� rpm Confidential, unpublished property of Cigna. Use and distribution limited solely to authorized personnel. © 2021 Cigna myCigna.com Cigna Nome Find Care It Costs Claims Connect with a Doctor 24/7/365 Virtually Immediate Care vAllk yeeuu vun $0.00 ee:t fa patl a Mu, un, a tMoin pink lye, etc acle to pr.—N, —I.bM of n es ery) Avauaa! 24/7 On-dltnand u. Oy appo.ntment Connect oy video or phone Schedule a Visit Confidential, unpublished property of Cigna. Use and distribution limited solely to authorized personnel. © 2021 Cigna V Messages °Q' I[) Cards 2 i Covera9e- Spending Accounts- Prescript—,- Wellnass- What type of virtual care are you looking for? Primary care Dermatology y,rtur Roulme Y�ta $0.00 rtuNY.a $0.0 V,d_waw—sc.—., $0.00 consult Wi a doctor fo, you. No appwetment —as-, dnnua� WNiness saeaung . Message With a taa,tl-certlfii RMeW Wb reaW[S (iexen (YIM t0 tlemN g"t a110 Cdn tliaq ypur visit) treat conahpns such as acne Manage 11.1c COMit.—I such as de,matids, ec xeme etc. asthma, cnaes:e.a.. aadetes and A.Cad wcn,res apt tles N mgh chop Wes -.,re symptoms to .ecave a heat, C__1 py Vltr— P_.e P SMtl a pldn W Mn is Muts secure message Dl taoPsts can seM W*%Ci`OV"t toy" nearest plMr , myCignaxom MDLIVE i • Cigna d APPOINTMENTS 0 MESSAGES t� MY CARE TEAM ja PHOTOS i FILES W HEALTH PROFILE f PHARMACY m LABS Q COVERAGE O HELP 6 SUPPORT $ 0 .. Use it for: Allergies. Cold, Cough. Flu Exposure and Symptoms, Sore Throat, Minor injuries. Pink Eye, Sinus Infection. Skin infections. UTI and more y MY ACCOUNT Schedule A Visit Connect with a Doctor 24/7/365 a Virtually Schedule a Visit Confidential, unpublished property of Cigna. Use and distribution limited solely to authorized personnel. © 2021 Cigna Consult with a primary care provider for annual wellness check or routine primary care needs weilnea screening $Q Aoutirweare $Q Use it for: Screening tests. Advice On Diet. Exercise, Vaccinations. Conditions such as Asthma. Cholesterol, Diabetes, Hypertension, and other non -urgent issues Learn More - Not sure what you • Chock with Soli 4 Message a dermatologist with symptoms and receive a treatment plan within 72 hrs Learn More a myCigna app 9:42 - ■ . Gov SI .e 7:42 Find Care / 0, Enter a specialty or docto A Personal Health Advisor can help with health Coals. CATEGORIES Doctor by Type Doc 9 5 Crestwood Road, Milford, C... - Edit POPULAR DOCTOR TYPES Claims Ej Primary Care Provider (PCP) Coverages Obstetrics and Gynecology + (Ob-Gyn) Pediatrician Spending Accounts v General Dentist Home Screen Mental Health Support pediatric Dentist Find Care tiles Y�MiAa MlY7.. - 1 Alert.. Orthodontist ® Q Q re IL 1 _ Confidential. unpublished props ibUtion limited solely to authorized personnel. © 2021 Cigna Search by Pop Doctor Types c Enter a Specia 7:431 c Q Search for a doctor -d f - 9 5 Crestwood Road, Milford, C. . - Edit holesale V �o ocKZ` ' 162 st Mall � G Y Woodmont 1- Beach Need Immediate Care? Talk to a Doctor 2An Connect 24M365 by video, or phone Average wart times is 15 minutes or less Ck •. City of Miami Beach, Florida Qualifications of Proposing Firm RFP #2023-2588-WG Employee Assistance Program 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the relevant experience and proven track record of the firm and/or its principals in providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of similar experience for the firm and/or any principal, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. For each project, identify whether the experience is for the firm or for a principal (include name of principal). We are confident in our ability to service the needs of the City of Miami Beach, Florida. We have been offering EAP services to America's local governments and educational institutions since 1975 and we currently serve more than 29 million members. We have strong, deep connections in Florida and provide coverage, in total, to 111 government and education clients and more than 280,000 members in Florida and, specific to EAP, we have 33 clients represented by over 130,000 members. Our EAP team will help the City engage its workforce via a cost-effective, personalized EAP solution that connect employees to the programs, services, and EAP providers they need to adopt a healthier more resilient lifestyle. We accomplish this through • a comprehensive EAP solution; • engaging online tools and resources; • easy, helpful, and convenient specialized customer service which includes crisis call assistance, all available 24/7; • integrated solutions to support employees' total health and well-being; and • a focus on health equity. We are committed to designing an EAP solution that is easily accessible, relevant and effective for each local government, school district, and higher education institution we serve. Our client references include: City of Fort Lauderdale Guy Hine 100 North Andrews Avenue Fort Lauderdale, FL 33301 954-828-5494 / GHine@fortlauderdale.gov Client since: January 1, 2012 Services Provided: Medical, Behavioral, Pharmacy, Stop Loss, EAP, Dental PPO, Dental DHMO City of Miami Ann Marie Sharpe ARM-P 444 SW 2"d Ave, 9th Floor Miami, FL 33130 305-416-1381 / asharpe@miamigov.com City of Miami Beach, Florida Qualifications of Proposing Firm RFP #2023-2588-WG Employee Assistance Program Client since: January 1, 2008 Services Provided: Medical, Behavioral, Pharmacy, Stop Loss, EAP, Dental PPO, Dental DHMO, Vision, Medicare PDP, F.S.A City of Coral Springs Kathy Reul 9500 West Sample Road Coral Springs, FL 33065 954-344-1167 / kreul@coralsprings.org Client since: January 1, 2008 Services Provided: Medical, Behavioral, Pharmacy, EAP, Stop Loss, F.S.A, Dental DHMO, Dental DPPO City of Miami Beach, Florida Qualifications of Proposer Team RFP #2023-2588-WG Employee Assistance Program 2.2 Qualifications of Propose rTeam. Provide an organizationa I chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. Prospect Name Dedicated Cigna Team Behind you every step of the way. • Michelle Alperstein Senior Client Manager • Trinh Keelin • Pharmacy Clinical Consultant • Beth Smith Vice President, Government & Education • Dr. Marco Vitiello Senior Medical Executive • Stu Rosenthal AVP, Provider Network Management &ACO • Dr. Doug Nemecek, MD Behavioral Chief Medical Officer • Ken LeBeau Director of EAP • Liz Gallus Behavioral Clinical Strategist Yesenia Sanchez Market Growth Leader Cigna Exec ut ive S po nsor healthcare • Nicole Watson Engagement Consultant • Gaylene Davis Client Engagement Director • Rick Pryce Business Ana lytics, Senior Advisor • Angela Moore Implementation Manager • Micaela Bernardo Client Service Executive • Alexander Alvarado Onsite Customer Service Biography Michelle Alperstein Client Manager .% O V ci40 ' na healthcare- 1571 Sawgrass Corporate Parkway Suite 140 Sunrise, FL 33323 Michelle.Alperstein@Cigna.com Michelle Alperstein is a Senior Account Manager in Cigna's Regional Segment, where she has overall Account management responsibility for the clients in her book. In directly managing the relationships between her clients and Cigna, Michelle provides renewalstrategy and negotiation, performs reporting analysis of key data, and facilitates client meetings. Michelle brings over ten years of experience in the insurance industry, having previously worked as both a managerand account executives at one of the country's largest employee benefits consultants. In those roles, Michelle provided her clients with a full suite of account management services such as financial analysis of plans, rate negotiations, benefit modifications, and employer education programs. In 2016, Michelle was nationally recognizedas one of the company's top performing account executives. Having collaborated with clients to ensure their insurance needs are met for over a decade, Michelle has gained an in-depth knowledge of the health insurance industry and much insight into the handling of complex corporate accounts. Her substantial experience on the consultant side brings invaluable perspective when servicing her clients. Michelle earned a Bachelor of Science from the University of Florida, where she was on the Dean's List and a member of the Delta Phi Epsilon sorority. Michelle is a native of South Florida, and is a founding member and the past Chair of the American Heart Association's PULSE of Broward County. Biography Trinh Keelin, Pharm D Senior Pharmacy Clinical Account manager Pharmacy Benefit Consultant .%�i. ci' na healthcare- Trinh Keelin, PharmD, is a Senior Pharmacy ClinicaI Consultant for Reg ionaIAccounts in the Mid -Atlantic market. Trinh is responsible for providing clinical support tothe Cigna Medical account management organization. She is a licensed registered pharmacist in the state of Maryland. Trinh has a Bachelor of Science degree in Biology and a Doctor of Pharmacy degree from the University of Maryland. She has 15 years of healthcare experience in the managed care industry. Prior to joining Cigna, Trinh held the role of Consultant for Hospitals and HeaIthSystems at Pharmaceutica I Strategies Group (PSG), a boutique consulting firm focused primarily on pharmacy and 340B benefits. Prior to PSG, Trinh spent several years at Catamaran, and Opt umRx as a Clinical Consultant, where she worked closely with self -funded employer groups and State Government & municipalities, including the State of Maryland. Trinh also served as the Clinical Pharmacist for Johns Hopkins HeaIthCare, the managed -care enterprise of Johns Hopkins Hospital. Biography Beth Smith Vice President of Government & Education Cigna, Florida % I qk%4/v +040 cigna healthcare. Beth Smith currently serves as Vice President of Government & Education Cigna's Florida markets. In her role, she is responsible for leading all elements of the public sector growth strategy with a heightened focus on retention and business development opportunities. Beth works with the local account teams throughout Florida to build strategies to address the unique challenges the public sector faces on a daily basis. Before joining the Cigna team, Beth was the Corporate Manager of Community Relations for Orlando Health, a Central Florida based healthcare system, and managed the investment of charitable dollars, strategic collaborations with community and non-profit partners, and made a positive change in the community. Beth received her Bachelor of Arts and Master of Public Administration from the University of Central Florida in Orlando, FL. She is a gubernatorial appointed member to the Valencia College Board of Trustees and serves on the boards of the Leadership Florida and the Foundation for Seminole County Public Schools. Biography Nicole Watson Client Engagement Manager %% AV ci00 healthcare- As Client Engagement Manager (CEM) Nicole will be a dedicated resource responsible for the execution and delivery of Health and Wellness strategyto ensure that both you and your employees have an outstanding customer service experience. In her role as Health and Wellness resource, Nicole will provide reporting and partner with clients throughout the yearto provide insight into trends and identify health and wellness opportunities. She will support, develop, and facilitate client Health and Wellness programs, assist with coordination of events, consult on development of a communication plan, and help to promote education initiatives ensuring that employees are knowledgeable about the CIGNA Health and Wellness tools and capabilities. In addition, Nicole will assist with Open Enrollment strategyand execution, both at implementation and renewal. Nicole is dedicatedto wellness strategyand execution of initiatives, as well as open enrollment and customer education. She has over seven years of experience in Human Resources (Benefits Administration), and Health & Benefits consulting. EDUCATION: Florida Atlantic University, Boca Raton, Florida Biography Gaylene Davis Engagement Director ci' na healthcare:. As an Engagement Director (ED) Gaylene Davis is aligned with the Health Engagement Team and is primarily responsible for overseeing a team of 9 Engagement Consultants in the South Florida and U.S. Virgin Island market. In her role, Gaylene works closely with her team and provides ongoing supportwith their book of business. Gaylene assists her team with the knowledge, tools, and resources they need to successfully support clients' health promotion strategies, wellness initiatives, and benefit education. Education: Gaylene is a graduate of DeVry University, where she received a Bachelor's Degree in Health Care Administration and is also a Certified Wellness Program Coordinator. Biography Rick Pryce Business Analytics, Senior Advisor • ci' ne healthcare. Rick joined the Cigna team in 1998 and began his career asa Corporate Accountant in the Healthcare division managing financial state mentsfor health plans and corporate entities. His next rotation within the organizationwas also in Healthcare as an Accounting and Finance Manager. He was responsible for executing the accounting and finance of several corporate holding companies with a special focus on income and taxation projects. From there his career diversified with a rotation to Information Technology as part of project team supporting a start-up initiative for delivering data to external provider groups securely. His final rotation prior to joining Client Informat icswas in Marketing supporting the development and promotion of Cigna websites. Rick moved to Client Informatics in 2005 as an I nformatics Consultant supporting employer clients in the northeast area. In 2007 he began a role as a Team Leader managing both a staff of consultants and aligned to several key client relationships. Following that opportunity, he began a rotation as a Project Managersupporting technology and tool development within the Informatics organization. Currently he is a member of the Client I nformatics team aligned to several premier Government and Commercial clients within the U.S. Markets region, with a concentration on south Florida locations. Rick holds a Masters Degree in Business Administration (Finance) from the University of Connecticut and a Bachelor of Science Degree in Business Administration (Management) from Bryant College. He brings 23 years of healthcare experience and 29 years of financial experience. Biography Angela Moore Implementation Manager • 40 i 4W Cigna healthcare - An geIa. Moore 2acigna.com 860-787-6502 Angela Moore isa ImplementationManager(IM)responsiblefor installing new and renewing accounts on the Proclaim platform for the past 7 years. Not only does Angela come to us with 7 years of Implementation experience, she was nominated for Circle of Excellence Award by the Mid -Atlantic sales team in 2019 and was recognized in 2020. Angela's background includes the following: • Proclaim U500 Implementation Manager Mid -Atlantic Market for the past 7years • Several roles in Proclaim spanning 11 years - Proclaim Claim Third Party Audit Coordinator, Proclaim Test, Proclaim/PMHS Claims Trainer and Proclaim claim processor Biography Micaela "Mickey" Bernardo Client Service Partner • cigna healthcare, Mica ela "Mickey" Bernardo is a Client Service Partner (CSP) based in Sunrise, Florida In this role, Mickey is a key member of your account manage me nt team with expertise in Cigna'sservice administration capabilities. Mickey has ownership and accountability for ongoing, end toe nd service delivery, ensuring your satisfaction with Cigna's products and services and delivering upon an exceptional client service experience. Mickey will be your primary Cigna contact for all operational service related to claim processing, customer service, eligibility, billing, banking and benefit structure. These primary functions include customizing service delivery to meet your needs, negotiating with internal and external partners and customers to resolve service issues and requests. Mickey will proactively trend service activities, act as a key benefit resource expert, monitor ongoing processes, develop service plans for continuous improvement and communicate with you on a regular basis regarding service strategyand service results on your account. Experience: Mickey has over twentyyears' experience within the Health Care industry and Bi-lingual o Mickey's background includes: ■ Benefit Management ■ Service ■ Leadership • Medicare & Medicaid ■ Coordination of Benefits ■ Group Health Plans: Medical, Dental, Vision, Life Biography Yesenia Sanchez Market Growth Leader Cigna cigna healthcare 1571 Sawgrass Corporate Parkway Suite 300 Sunrise, FL 33323 yesenia.sanchez@cigna.com 954.303.9804 Yesenia Sanchez is the Market Growth Leaderfor South Florida and Caribbean markets, where she will be responsible for managingthe Select and Middle Market Segments for both new and existing sales to maximize customer and earningsgrowth in SFL. Prior tothat Yesenia held the role of VP, Sales 0500 for the South Florida and Caribbean. Yesenia has been with Cigna since 2005 and is responsible for customer retention and growth of the existing book of business across the entire South Florida sales office. It is her responsibility and passion to ensure that each and every client receives the level of service and support they need to meet their long term health objectives. Prior to this role, Yesenia was the Vice President for the Government and Education Segment in Florida and the Caribbean. In that role Yesenia was responsible for deploying the focus and resources needed to support the unique needs of the public sector. Yesenia worked with the local account teamsthroughout Florida to ensure that Cigna is delivering value added differentiated solutions to address the challenges this segment faces on a daily basis. In addition, Yesenia is involved with local associations such as ICMA, FSBA, RIMSand FERMAto stay connected with the challenges and opportunities of thegovernment and education segment. The role brought a dedicated focus and resources to this important segment that represents 62 clients and 280,000 customers in the state of Florida alone and 1,700,000customers nationally. Yesenia began her health services careerwith Neighborhood Health Partnership in 2002. She held several positions within Provider Relations area as a contractorfor ancillary and hospital providers. Additionally, she is an Adjunct Professor at Florida International University in the Health Services Department. In specific as an adjunct professor she taught classes in the areas of Epidemiology and Health Service Administration. Yesenia received her Bachelorof Science Degreefrom the University of Miami and her Master's in Public Healthfrom Florida International University. She is an accomplished author, publishing books in the arena of Health Service. Name: Douglas (Doug) Nemecek, M.D., M.B.A Title: Chief Medical Officer — Behavioral Health Location: Bloomington, MN Dr. Doug Nemecek is the chief medical executive for behavioral health quality.. integration, and clinical operations. He helps ensure network access and availability, patient safety, compliance with clinical guidelines, customer and provider satisfaction and utilization management. Additionally, he works directly with customers and clients to mold operations and provides clinical expertise in new and existing behavioral health and integrated program development. Dr. Nemecek has helped establish workflows, protocols, and collaborative procedures to create a unified medical management team across the company. He leads clinical initiatives and provides thought leadership to key issues such as the national opioid epidemic, and loneliness. Additionally, he continues todevelop unique relationships with our network providers to ensure our customers and providers achieve optimal total health outcomes. Dr. Nemecek previously served as Executive Medical Director for All ina Behavioral Health Services in Minneapolis; overseeing five outpatient clinics and four inpatient mental health units with over 80 mental health providers. He also has 10 years of clinical experiencewith an inpatient and outpatient psychiatric practice in Minneapolis. Dr. Nemecek received his M. D. and completed his psychiatric residency at Washington University in St. Louis. He is recognized as a Distinguished Fellow with the American Psychiatric Association, is board certified by the America Board of Quality Assurance and Utilization Review Physicians and holds an M.B.A. from the University of St. Thomas in Minneapolis. Dr. Nemecek currently serves on the Board of the Association for Behavioral Health and Wellness. He also senses on the Scientific Board for Shatterproof, a national non-profit organization dedicated to ending the devastation that addiction causes families. EVERNORTR EVERNORTH. COM O 2021 E north. All rights reserved Biography Ken LeBeau Director of EAP o % PV 4P 0 • Cigna healthcare - Since joining Cigna in 1991, Ken LeBeau has held a variety of positions, including employee assistance consultant, lead clinician, provider relations representative, outpatient/inpatient utilization review case manager, disability consultant, and director of behavioral disability. As EAP director, Ken is responsible for the day-to-day management of the EAP team, the quality assurance program, audits, performance management, staff hiring, vendor relations, and presale activity. Ken has spent 26 of his 32 years at Cigna working in the EAP department, first as a consultant and then in management roles. He has been in the director role for the past 14 years. In those years, Cigna has serviced —and continues to service —a wide variety of clients, including many who fall under the Department of Transportation regulations, from small companies with a few commercial drivers to large national trucking companies, airlines, railroads, and municipal transit authorities. Cigna's EAP provides services to employees in a wide variety of unions. Cigna also provides EAP services to Taft -Hartley clients directly. In his various EAP roles, Ken has been in the position to review and advise on employers' polic ie s and procedures related to drug -free -workplace enforcement and Department of Transportation regulation compliance as well as to create procedures and workflows to ensure effective use of EAP services with employee populations. He has dealt directly with HR personnel, managers and entry-level professionals, and union representatives dealing with a wide variety of employee performance issues. Until 1996, Ken maintained a private practice providing direct EAP services, outpatient therapy, and psychological testing services to children, adolescents, and adults. Before joining Cigna, Ken worked in a variety of clinical settings, including adolescent residential treatment; he also worked with children, adolescents, and adults in both inpatient and day treatment settings providing services for those with severe and persistent mental illness. He was also a staff member for an internal EAP at a large medical center in Minneapolis, Minnesota. Ken has a bachelor of science degree in human development and psychology from the University of Wisconsin -Green Bay, a bachelor of arts degree in philosophy from Loyola University Chicago, a master of arts degree in theology from St. Michael's University, Toronto, and a master of science degree in clinical psychology from the University of Wisconsin -Oshkosh. He is a licensed psychologist and certified employee assistance professional. Biography Liz Gallus, MA LPC MHSP Behavioral Clinical Strategist qk%�• /i 4040• cigna healthcare - Liz Gallus is the Behavioral Clinical Strategist for Mid -South, Tri-South, GA/ALand South Florida markets. In her role she supports Cigna Sales teams, New Business Managers, Client Manag ersand market leadership as the Subject Matter Expert for Cigna's behavioral health products. This includes knowledge of clinical and operational processes necessary and partnering with Cigna Behavioral HeaIthwhen needed. Liz began her Cigna career in 2010 with Cigna Behavioral Health (CBH) as a Care Manager. During her 12+ years with Cigna she has held various roles with CBH and with Client Implementation and Service before becoming a BehavioraIClinicaI Strategist in 2021. She holds a Master's degree in Counseling Psychology from Bethel University and is a Licensed Professional Counselor. Prior to her work at Cigna Liz worked both in non-profit and private practice specializing in depression and treat mentoftrauma. Liz is passionate about de -stigmatizing and normalizing mental health. Biography Alexandra Alvarado -WO • Cigna healthcare — Alexandra Alvarado is the enthusiastic Cigna representative for the City of Miami Beach. Alexandra began her career with Cigna in 2022. Before her tenure with Cigna, Alexandra worked for Florida Blue and held various positions in the Sales and Service Retail Center Unit. Alexandra Alvarado is available to assist with your service inquiries including questions about claims, explanations of benefits, payment policies, prescription or pharmacy, networks/contracted health care professionals, and precertification policies. Alexandra holds a Bachelor' of Psychology degree from Florida International University and a Master of Business Administration degree with a concentration in Healthcare Management from St Thomas University. City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program A2. Scope of Services. Current EAP Program The City currently provides an Employee Assistance Plan (EAP) through Cigna (Evernorth Behavioral Health). The program is available to all full-time and part-time employees, including their dependents. Provide confidential and professional EAP services to eligible employees and their dependents with up to five face-to-face visits. In order to provide a response, please review the current EAP services provided below. At a minimum the following services are required as part of the City's EAP Program. Acknowledged. EAP Services • A designated single point of contact (AE level) for Human as well as coordination of all other EAP services, billing, reports and management of the program is required. Confirmed. Lisa McDonald will continue to service as primary point of contact for the City's EAP benefits. • Monthly usage reporting Confirmed. We will continue offering the City unique management and data reporting advantages through online access. Our quarterly EAP reporting package includes the following: • quarter -by -quarter utilization results and service details • month -by -month utilization graphs • book -of -business norms • comparisons to the base reporting period • demographic analysis • life event (work/life) services and demographic analysis • presenting issues profile • assessment profile • EAP resolution rate (percentage of cases closed because EAP services met participant needs) • closed case analysis of resolution and referral types • session frequency distribution and average number of sessions per unique client (applies to clients with face-to-face EAP session models) • web utilization data, which includes the following: time -of -day breakouts top accessed areas City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program 11 average minutes per session cl average pages viewed per session number of online authorizations for face-to-face counseling • organizational services summary, which includes the following: reasons for management consultation reasons for critical incident response services summary of employer service hours activity We post quarterly reports to a secure website by the 15th business day following the end of each reporting period. Reports are also available in PowerPoint format. We can also make available detailed employer service hour reports throughout the year. As an integrated client, the City can continue accessing all their reports through a single -user credential. In addition, the account management team meets with EAP clients on a mutually defined frequency to review program utilization and trends and to offer targeted recommendations and plan updates. • Include up to 5 additional face-to-face Counseling Sessions which will include but not be limited to: a. Work/Life Balance b. Child/Elder care services C. Health and Wellness d. Community Resources e. Family Counseling f. Substance Abuse g. Financial Counseling h. Psychological Difficulties/Mental Health I. Legal Counseling j. Anxiety/StressGrief k. Pet assistance (Le bereavement, vets, etc) Confirmed with deviations. Legal and financial consultations are part of each participants no -cost 30 minute benefit and are not part of the available 1-5 sessions. We provide work/life support to address a variety of needs at every stage of life by offering up to three qualified referrals per request —and encouraging individuals to call us if they require more assistance. Our standard response time for work/life referrals is 12 business hours; emergency requests are completed within six business hours. City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program • Telephonic Toll -Free Phone Service available 24/7 including video, one-to-one counseling, and onsite workshops Confirmed. We are available, telephonically, 24/7 for ALL levels of care applicable to EAP. As necessary, we also offer immediate one-to-one assistance with a licensed telephonic counselor. We also offer virtual EAP sessions via over 51,000 in -network EAP providers. Virtual care services are video -based and available via smartphone, tablet, and computer. Sessions via in -network providers come at no cost to the participant. Individuals make appointments based on a virtual care provider's availability. We also offer new and innovative network service modalities that allow for greater choice and reduced access barriers. This includes video -based psychotherapy, confidential text -therapy, mobile app resources, online scheduling, and more. Members can search for contracted, virtual/digital EAP providers on our online provider directory; referrals are not required. Our digital EAP providers include the following: • Talkspace - Available on a national scope, participants can utilize confidential text -messaging and/or video -based sessions within the available session per issue per year model. One week of confidential messaging equates to one EAP session per issue, regardless of how many messages are sent. Participants can also access a wealth of mental health resources via the HIPAA-compliant Talkspace mobile app. • SonderMind - Members can connect remotely with a licensed therapist via live video. Providers are matched to suit individuals' specific needs and preferences based on a brief assessment. Participants can also enjoy the ease of use provided via online scheduling. Access availability varies by state. • Grow Therapy - Grow's mission is to get more people into therapy by bridging the gap between therapists and people seeking mental health care. Customers can search and choose a unique, qualified therapist who accepts their insurance, identifies with them and specializes in the areas of their life that they would like to focus on. In -person and virtual sessions are available. Accessibility varies by state. • Headway - Headway is an online, virtual, and in -person therapy and medication management service that matches licensed mental health practitioners with patients based on their unique needs. Appointments are available in as little as 48 hours with availability to book in real time; all ages are treated. Accessibility varies by state. • MDLIVE - Members can expect to have increased access to EAP virtual care and online scheduling through the MDLIVE network later in 2023. MDLIVE also provides integrated virtual services for members with Cigna medical and behavioral health coverage. Onsite Workshops EAP wellness seminars are health promotion trainings held at the client's site or via webinar (using the client's technology/platform). EAP wellness seminars and management trainings address common personal and work -related concerns and provide employee audiences with valuable information, tools, and strategies. EAP wellness seminars (onsite or via a client -hosted webinar) use employer service hours purchased by the City. City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program • Urgent requests shall be met within 24 hours and non -urgent requests should be met within 3 days Confirmed. Emergent and urgent requests can be handled immediately during the call at the request of the caller. We also help to alleviate the stress associated with scheduling an initial EAP provider appointment for routine care. Our personal advocates offer the City's population our new appointment availability search service, Find a Provider, whereby we provide a curated list of available providers that meet participants' specific needs. When individuals call us, we gain a thorough understanding of what they are looking for in a provider (and if they are unsure, we ask clarifying questions to steer members toward the appropriate type of care). Searchable criteria includes geographic location, specialties (e.g., depression, grief/loss, relationship counseling), gender, ages treated, additional languages spoken, and (if available) voluntarily submitted characteristics such as ethnicity, veteran status, and sexual orientation. We can also advise whether providers offer virtual sessions and/or are part of our national fast access network. Within three business days, we outreach to the participant with the current and verified information, so they may schedule a mutually convenient appointment with the EAP provider. If there are issues in locating suitable providers within the timeframe, we may ask members to broaden their search criteria. Our contractual standard states that we must find the participant an appointment with a provider within two business days of the initial call or upon request. Licensed clinicians address crisis situations immediately. • Onsite services are included — at a minimum provide 24hrs. per 1,000 employees or 52 actual hrs. per contract year Confirmed. Mobile Application • Provide a detailed list of services found on your website and mobile application that can be accessed through your a. List all Well -Being resources found on Mobile Application and website. To access online services, members simply visit myCigna. From there, they can do the following: • Review Coverage Information - Members can obtain information about available services, copays, and eligibility. Search for Health Care Providers - Members can browse for health care providers at their convenience with our online provider directory using several criteria, including location, language, gender, and ethnicity (if the provider has volunteered that information). By entering a zip code and/or city and state, members can search for providers within 5, 10, 15, 20, or 25 miles of their desired location. We list available providers in order of proximity along with contact information and maps. Use Our Interactive Assessment Tool - Upon logging in to our secure and confidential website, myCigna, a member can use our interactive assessment tool. This tool gauges the City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program current state of a member's behavioral health and offers a snapshot of his or her emotional and social outlook, stress level, and general well-being. • Learn About Health Management - For topical information and guidance, our website offers interactive assessments, personal development plans, quick information sections, articles, audio clips, and discussion transcripts on issues surrounding mental health, personal development, management and the workplace, health and behavior, and aging and elder care. • Browse Our Article Library - The online article library includes hundreds of easy -to -read -and - print articles covering a variety of topics. Members can find answers, tips, and facts that are credible and relevant to behavioral care by searching by topic or browsing by article title. • Get Discounts on Products and Services (Healthy Rewards® Program) - Through Healthy Rewards, members can make staying healthy easier and more affordable, with up to 60 percent off a variety of health and wellness products and services. By visiting the Rewards and Programs section of our Wellness Center, members can learn more about what we offer as well as locate a participating health care provider. The discounts are on products and services such as these: acupuncture chiropractic care o eye exams, eyewear, and contact lenses fitness club memberships hearing exams and aids LASIK vision correction massage therapy natural supplements QuitNet and Tobacco Solutions walking programs weight management and nutrition Yoga Journal b. Show Website and Mobile App search feature by category or topic. Please refer to the EAP Screenshots located at the end of this tab for examples of search capabilities. Functionality and services are organized by the four life category tiles of Emotional Health & Family Support, Home Life Referrals, Financial & Legal Assistance and Job & Career Support. In addition, we offer the provider search tools, wellness tab to access relevant well-being content and Healthy Rewards discounts, and the behavioral resource links. This includes links, for example, to the EAP Wellness Webcast portal, online legal resource center. Lastly, under the work/life navigation, the categories are organized by the following: Parenting, Aging, Balancing, Thriving, Working, Living and International. Under each category, there are sub -categories. City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program For example, under Parenting: Parenting, Adoption, Child Care, Developmental Stages, Kids' Wellbeing, and Education. From there, the content and resources are organized by type, e.g., articles, audio, forms, calculators, online seminars, resources, etc. There are also links to the online on -demand seminars, Alzheimer's Education Center, Savings Center discounts, self-service provider locator tools and more. C. Screen shots showing navigation around website using Mobile App. Please refer to the mobile app demo slide screenshots located at the end of this tab. d. Show ease of finding providers and scheduling an appointment using the website and Mobile App. Please refer to the myCigna and mobile app demo slide screenshots located at the end of this tab. e. COMB specific Mobile App for employees to see what features are available and covered under Our online tools make it easy for members who want to help themselves by providing convenient, confidential access to the information they need when they need it. Members can look up coverage, get self-help information, browse the article library, and visit the education and resource center. We know that technology is a helpful tool only when used in conjunction with qualified care, so we offer members the option of calling toll -free to speak with a staff member 24 hours a day, 7 days a week, 365 days a year. Printed Materials • Include a budget per year as part of your overall per employee per month fee. a. Brochures b. Letters C. Policy Statements d. Posters e. Business -size EAP Cards Applicable printed communication materials include trifold brochures and posters. These are included in your fees as follows: Tri-Fold Brochures - first year, one for each employee (100 percent); subsequent years, one for 50 percent of employees Posters — 1 per 100 employees In addition to the required services listed above please indicate any other services your per employee per month fee includes. Employers and employees, along with their household members, have access to the following EAP and work/life services: City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program • problem assessment, resolution, and/or referral services • unlimited, telephonic, 24/7 consultations with licensed clinicians • access to text -therapy via Talkspace (as part of the visit per issue model) • virtual counseling • online authorizations and appointment scheduling • find -a -provider appointment service search • access to sessions per issue via MDLIVE later in 2023 (a Cigna affiliate) • national network of over 127,000 EAP providers includes our behavioral fast access network subset of our behavioral health network for seamless referrals • 24/7 crisis triage assistance • extensive work/life resources and referrals • legal, financial, and identity theft consultation(s) • online EAP and work/life tools and resources • follow-up on referrals • mindfulness, resiliency, and stress management tools • Healthy Rewards; program • online savings center • orientations, seminars, and trainings (virtual, onsite) • EAP national wellness webcasts with on -demand archives • management consultation and referrals • critical incident stress management (CISM) • disaster response resources • EAP Resources for Managers and Organizations microsite • Coronavirus Resource Center • Advancing the Race Dialogue microsite • LGBTQ+ resources • communications (e.g., posters, brochures) • quarterly, monthly, and ad hoc reporting • designated account management services City of Miami Beach, Florida Scope of Services Proposed RFP #2023-2588-WG Employee Assistance Program Our EAP also offers optional buy -up services. Examples include onsite EAP services, geriatric case management, fitness -for -duty review, substance abuse provider evaluations, and lactation consultation services. City of Miami Beach, Florida Approach and Methodology RFP #2023-2588-WG Employee Assistance Program Submit detailed information on how Proposer plans to accomplish the required scope of services, including detailed information, as applicable, which addresses, but need not be limited to: • Include a schedule of benefits and any applicable discounts, costs, copays, etc. Please refer to our proposal response, as well as our EAP financial proposal located in Tab 5, for the benefits included. Regarding member costs, there are no copays, coinsurance, etc. for EAP sessions. • Explain how the proposer will efficiently and accurately communicate with City personnel and the benefits consultant; We know that managers and HR professionals are in a unique position to encourage employees to take advantage of the EAP's consultative services. Cigna will engage with City personnel and benefits consultant(s) on a consultative basis to formulate a strategy to help them be effective leaders via management trainings as well as equip them with strategies to maintain an engaged, mentally healthy workforce. We look forward to working together collaboratively to create, implement, and maintain this communications campaign. • Explain proposer's approach to customer service and how it retains representatives with knowledge on specific details of the vision plan, claims, and the network of providers; New staff members work closely with their respective department to learn their role and responsibilities, such as crisis call training, case formulation, and superior member advocacy. Our goal is to ensure that new staff members are able to perform the specific functions of their role with exceptional service, accuracy, and confidence. In addition, ongoing quality management helps ensure our staff are providing EAP participants with the right care, in the right place, and at the right time. The following outlines our approach. Training Every advocate initially receives 7 weeks of onboarding/training as well as ongoing refreshers to reinforce many aspects of training as well as updates to workflows. Additionally, weekly reinforcement is provided via intranet posts as well as team meetings. Quality o All calls are recorded. Advocates receive weekly call coaching from leadership their first month after training. Ongoing, advocates receive two formal quality reviews each month. Depending on the result of the review, feedback and coaching is provided. • Explain the process for receiving enrollment from the City via electronic enrollment; We informally verify eligibility when employees call stating they have EAP coverage. To ensure we do not compromise confidentiality, eligibility is not formally gathered through an eligibility feed nor is it verified through a structured system. It is in good faith that we approve services based on the employee's input. • Explain how the proposer will provide monthly billing reports with access to pull billing and other coverage information online securely; We provide a monthly statement to the City by the 15th of the preceding month and payment is due by the first of the month of coverage. Additionally, the City may choose self -billing each month. To City of Miami Beach, Florida Approach and Methodology RFP #2023-2588-WG Employee Assistance Program determine the monthly premium due, we provide a billing worksheet with current rates, and the City completes the enrollment numbers in the worksheet. • Explain the proposer's appeals procedure process for any member with dissatisfaction with a claim denial; There are no claims to pay with EAP. As long as the participant obtains an approval code prior to their first session, there are no claim charges to either the participant or client. • Explain how the proposer will efficiently process claims including verification of enrollment, determination of benefit coverage, application of appropriate provider reimbursement, creation and mailing of EOBs for all claims, timely payment, storage of all claims information; There are no claims to pay with EAP. As long as the participant obtains an approval code prior to their first session, there are no claim charges to either the participant or client. • Explain how the proposer will monitor and report plan financials, utilization, network performance, etc. We offer our clients unique management and data reporting advantages through online access. We set up access during implementation; at that time, the client identifies a primary administrator from their team. Once registered, the primary administrator can add users and/or delegate administrative privileges to others in his or her organization. Our quarterly EAP reporting package includes the following: • quarter -by -quarter utilization results and service details • month -by -month utilization graphs • book -of -business norms • comparisons to the base reporting period • demographic analysis • life event (work/life) services and demographic analysis • presenting issues profile • assessment profile • EAP resolution rate (percentage of cases closed because EAP services met participant needs) • closed case analysis of resolution and referral types • session frequency distribution and average number of sessions per unique client (applies to clients with face-to-face EAP session models) • web utilization data, which includes the following: time -of -day breakouts top accessed areas average minutes per session average pages viewed per session number of online authorizations for face-to-face counseling City of Miami Beach, Florida Approach and Methodology RFP #2023-2588-WG Employee Assistance Program • organizational services summary, which includes the following: reasons for management consultation reasons for critical incident response services summary of employer service hours activity We post quarterly reports to a secure website by the 15th business day following the end of each reporting period. Reports are also available in PowerPoint format. We also make available detailed employer service hour reports throughout the year. Our medical clients also use our client website for reporting. This means EAP clients who also have our plans can access all their reports through a single -user credential (after the initial set-up). In addition, the account management team meets with EAP clients on a mutually defined frequency to review program utilization and trends and to offer targeted recommendations and plan updates. • Any other services your per employee per month fee includes. We follow a well -tested implementation process that includes ongoing meetings and a detailed project plan, should a formal implementation be required. We use a customized project plan to identify key tasks, timelines, and responsible parties. The City's implementation lead verifies service requirements and establishes a communication plan with internal and external partners to facilitate timely execution of implementation tasks. The City's implementation lead also meets with our client expert team on a regular basis to document progress and respond to any potential barriers, ensuring our ability to meet key time frames. This team includes individuals representing the City as well as our own employees. When we begin the implementation process, your designated account manager, Lisa McDonald, arranges meetings with the City's staff members who are involved in the process. We also arrange meetings or conference calls with existing vendors to develop a rapport, discuss the transition process, and anticipate foreseeable problems. Following planning, and throughout implementation, the City's implementation lead is responsible for • developing an implementation schedule that identifies tasks to be completed, task owners, and delivery dates of services; • evaluating results and modifying procedures in response to the City's requests; and • achieving service goals, agreements, and standards. Client Name: City of Miami Beach Account Number: 3340006 Proposed Implementation Schedule Effective Date: 10/01/2023 Resoonsibility Cigna Task Cigna COMB TPV Start Date Target Actual Completion Date Eligibility Completion Date Notification of Sale X 7/5/2023 7/12/2023 Client signs Medicare Rate and Benefit Confirmation form X 7/5/2023 7/12/2023 Provide Structure & Administrative Summary for Client X Approval 7/5/2023 7/12/2023 Hold Customer Interface Session (CIS) (Discuss benefits, HIPAA elections, reporting, structure, billing, eligibility, pre- and post - enrollment materials, claim forms, ID cards, schedule on- going X X X 7/12/2023 7/19/2023 weekly implementation status calls) Cigna receives approval of proposed Medicare employer benefit summaries, summary of benefits and coverage, administrative X 7/12/2023 7/21/2023 summary and structure Complete a Medicare ID Verification X X 7 17 2023 7 28 2023 Create Clientspecific Medicare Communications X 7 24 2023 7 31 2023 Approval of Medicare communications X 7/25/2023 8/4/2023 Medicare Communication mailing list X 7/17/2023 8/4/2023 Admin Summary/Structure Approval X I 1 7 26 2023 7 31 2023 Provide Benefit Summaries for Client approval X X 8/14/2023 8/16/2023 Client Approval: Employer Benefit Summaries X X 8 16 2023 8 16 2023 Confidential, unpublished property of Cigna. Do not duplicate or distribute. Use and distribution limited solely to authorized personnel. Copyright 2019 Cigna Provide Summary of Benefits Coverage (SBCs) for Client approval X X 8/21/2023 8/23/2023 Client Approval: Summary of Benefits Coverage SBCs X X 8 24 2023 8 25 2023 Conduct Enrollment meetings Open Enrollment Period - X X X TBD TBD Submit open enrollment eligibility to Cigna X X TBD TBD Load open enrollment eligibility into Ci na's eligibility system X X TBD TBD Release eligibility to ID card vendor for production/mailing production/mailing X X TBD TBD All ID cards are in the mail X X TBD TBD Call ready X 10/1/2023 10/1/2023 Pharmacy Access to Care Ready X 10/1/2023 10/1/2023 Claims System ready to Pay X 9/1 2023 9 29 2023 Claim system released X 10/25/2023 10/25/2023 Provide Medicare agreement for review and signature X X 9/18/2023 9/29/2023 Provide Benefit Description Certificates (SPDs)/Booklet Draft(s) for ClientApproval X X 11/15/2023 11/17/2023 The dates included in this Implementation Proiect Plan are subject to chanae. If chance is necessary Cigna will work with You to reach a new agreement that reflects the Confidential, unpublished property of Cigna. Do not duplicate or distribute. Use and distribution limited solely to authorized personnel. Copyright 2019 Cigna Comments Client and Broker should review rates and benefits for accuracy. Submit documents via email to broker, but can address questions during scheduling monthly call as needed. Received approved documents from client. Review communication documents and sign off that the benefits are as intended. Provide Cigna with a list of every one that eligible to loin the plan. 2-3 business days following approval of Benefit Summaries Open enrollment Confidential, unpublished property of Cigna. Do not duplicate or distribute. Use and distribution limited solely to authorized personnel. Copyright 2019 Cigna Open enrollment These are the dates that we would work with for the open enrollment file for this renewal to ensure that all products are setup and cards are in hand foryour 2023 plan year We would need the file this year by 09115 to have any cards in hand by 10 01 Based on eligibility file date Based on eli ibilit rle date Medicare - Dates will vary pending CMS approval of eligibility. CMS requires Cigna to have ID cards sent within 10 days of acceptance or by last day of the month prior to the effective date, whichever is later. 30 days post implementation Dependent on client reviewlapproval Confidential, unpublished property of Cigna. Do not duplicate or distribute. Use and distribution limited solely to authorized personnel. Copyright 2019 Cigna City of Miami Beach, Florida Appendix B Cost Proposal form RFP #2023-2588-WG Employee Assistance Program APPENDIX B COST PROPOSAL FORM Proposer affirms that the prices stated on the cost proposal form below represent the entire cost of the items in full accordance with the requirements of this RFP, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix B) shall be completed in its entirety. All corrections on the Cost Proposal Form (Appendix B) shall be initialed. Please refer to the EAP Financial Proposal located immediately after this sub -tab for additional details. City of Miami Beach March31, 2023 TABLE OF CONTENTS Real Support for Real Life............................................................... 360 Total Health and Well -Being ..................................................... WhyCigna?.................................................................................. A Helping Hand for Employees........................................................ Unlimited Phone -Based Support for Managers .................................. Financials..................................................................................... Ready to Help Your Employees Boost Their Health and Performance?.. 2 ..................................................... 4 ..................................................... 5 ..................................................... 7 ..................................................... 9 ....................................................14 ....................................................15 The information contained inthisproposal isproprietary and confidentialto Cigna. The information may only be used forthe purpose of evaluating Cigna appropriatenessforfulfiIling the obligat onsof the RFP. Information contained in this proposal may not be used in any other man nerwithout the priorconsent of Cigna. Thisproposal providesonlythehighlightsofthe Cigna Employee Assistance Program. It isnot a contract. Completeand prevailing termsare set forth in the applicable Cigna Em pl oyee Assistance Program service agreement. All Ggna products and services are provided exclusively by or through operating subsidiaries of Cigna Corporation, including Cigna Health and Life Insurance Company, Connecticut General Life Insurance Company, Evernorth Care Solutions, Inc., Evernorth Behavioral Health, Inc., and HMO subsidiaries of Cigna Health Corporation, The Cigna name.. logo, and other Cigna marks are ow ned by Cigna Intellectual Property, Inc. © Copyright 2023 Cigna. Page 2 of 15 4w04w cigna healthcare.. Real Support for Real Life Cigna's EAP offers support 24 hours a day, 7 days a week, and 365 days a year to help keep your employees performing at their best. Phone -based sessions, visits with EAP providers, work/life support, time -saving referrals, legal and financial consultations, and wellness discussions are just a few of our EAP tools which help reduce stress and support wellness within your workforce. Our goal is to keep everyday issues from becoming bigger problems. Households today face many stressors, which can include relationship issues, financial concerns, work pressures, and life challenges. This is underscored by 2017 data, which states that 75 percent of individuals surveyed experienced at least one symptom of stress and at least one in five adults experience mental illness in a given year I'I, resulting in over $444 billion in medical expenses and lost productivity. IZl No Stigma with Cigna Too often, employees are uncomfortable seeking or receiving help with behavioral health issues. There is a stigma surrounding behavioral health treatment, and as such, many individuals wait until their problems escalate to seek care or avoid care altogether. They may also be confused about the services available to support them. We know that asking for help can be difficult, so we make every attempt to be approachable via our EAP. Our EAP communications are friendly, engaging, and matter-of-fact. They are designed to motivate employees to reach out to us proactively as help is always available and easily accessible. We encourage employees to access the EAP for a broad range of issues, which may include breaking bad habits, repairing a relationship, opening a college sav+ngs account, or closing on a house. Cigna's EAP supports individuals through multiple stages of life's experiences and helps them to navigate with increased confidence, promoting empowerment. expectation I ktfow how to pot a trust recognition hole or you 41eft �+Owdance 9• 1 wrow wt+o GOMMd. tad 0 aw gellaat CIPWOM thM _ Wu are end wAy d"MrIp go Ga11 be berme or OraecflCMlr knowledge you re w capability INIF a control power I am as aware of Your gwdanw 1 Gen control my 1 am empowered my health risks 9nes me ream hoMh and wett.bea„p. to stay healthy ab ytxt tin chose" tlYq can all/ 00 health cve and vital beprstbcalty 1tV&W around" implernented to my Ido Psychological Association, Stressin America: Uncertainty About Healthcare, https://www.apa.org/news/pressireleases/stress/2017/uncertainty-health-care.pdf,January24, 2018. [21 Newhook Emily, "Costs of Care: Stigma is Only Part of the Mental Health Price Tag;' USA Today, June 16, 2017. © Copyright 2023 Cigna. Page 3 of 15 [11 American Cigna healthcare.. 360 Total Health and Well -Being Results from our 2019 EAP Participant satisfaction survey Employee satisfaction 98% Improved work/life balance I 9�� Improved productivity Improved attendances Improved ability to manage ` ;tress 9S% 96% 96 percent of Cigna EAP participants agree that the EAP helped improve their ability to be productive at wo rk 95 percent of Cigna EAP 96% participants report an 96% improved ability to balance work and personal life Cigna has provided EAP solutions for over 45 years. We currently service over 1,200 EAP clients and 22.9 million program participants. Our tailored programs evolved out of a history of providing real results based on what matters most to our clients and theirworkforces. Our programs help employees optimize their physical, emotional, and social health in order to arrive at work focused, positive, and ableto perform at their full potential. Our EAP services include the following: phone problem -solving sessions with a licensed, master's -level EAP provider who listens and helps the participantwork through various life challenges Wellness seminars available at the worksite and online to help employees stay mentally; emotionally, and physically healthy Consultations with work/life specialists to better manage life at home Resources to troubleshoot challenges affecting life at work Organizational services, management referrals, and onsite services to help managers intervene early when they identify an employee who could benefit from EAP services 96 percent of participants say the EAP helped them better manage their stress. © Copyright 2023Cigna. Page 4 of 15 %so 4004W cigne healthcare_ Why Cigna? Our EAP thoroughly addresses each presenting issue, which drives higher utilization and improved results. Cigna's EAP is an outcomes -driven solution. We approach problem resolution like weeding a garden, instead of cutting weeds off the top, the EAP digs deeper. By helping employees unearth the complexities of their issues, they are able to identify and develop effective strategies for managing and removing the root of the issue. Our Strategy Our focus on advocacy and behavior modification supports our strategic commitment to alleviate the burdens of illness, provide access to evidence -based prevention and treatment, and improve health and productivity. We are dedicated to meeting the needs of the individual; we use participant satisfaction as one of our key success measures. In 2019, 98 percent of participants reported overall satisfaction with the Cigna EAP.' Our Ability to Deliver From achieving seamless program implementation to providing critical incident response services, we consistently prove t hat we deliver quality services. Following are a few of our high marks: > Critical Incident Stress Management (CISM) - Weare ready 24 hours a day, 7 days a week, 365 days a year to deliver critical incident stress management services for situations causing workplace trauma In 2019, 99 percent of survey respondents reported satisfaction with services.2 > Problem Resolution Overall, 90 percent of participants resolve their issue via their EAP without having to access their behavioral health benefits.' Our Top Differentiators Several differentiating services set our EAP solutions apart. These differentiators include the following: > Critical Incident Stress Management (CISM; Our program allows clients to define what qualifies as a critical incident. Cigna does not have a predetermined set of definitions that must be met for access. By debiting the client's annual bank of employer service hours, the client can utilize CISM services as necessary throughout the year. We further stand apart by only debiting employer service hours against the actual time spent on site. We do not charge for extra administrative costs; preparation time, or provider travel time. Further, if the critical incident requires the provider to stay overnight in a hotel, we do not charge the client for these additional costs. Cigna does not subcontract with any outside vendors for CISM services. We have our own national network of qualified CISM providers. We own and manage the network as well as the process, and we closely collaborate with our contracted providers to help ensure that services are delivered seamlessly and effectively in accordance with Cigna guidelines. Our satisfaction rating for CISM services continues to hold firm at 99 percent or greater for the past seven years.' ) Find -a -provider search assistance -Following a 2019 customer service pilot, Cigna introduced the find -a -provider search assistance to all EAP customers to offer proactive assistance in finding EAP providers with an available routine EAP appointment. Referrals for routine appointments are provided within three days, urgent/crisis needs are handled right away. > EAP Wellness. Seminars -Cigna EAP offers abroad range of seminars to help your employees and managers reduce stress, stay healthy, and perform at their best. We have a wellness seminar and management training library with over 150 topics, including trainings on sensitive topics such as gender transition in theworkplace, mental health, and suicide awareness as well as other offerings that align successfully with health and wellness initiatives. Seminar content is researched and refreshed annually to meet the evolving needs of our clients. Workshopformats were introduced in 2020 for challenging topics that would benefit from a more in-depth, interactive approach. Our seminar presenters are licensed clinicians and/or professional speakers with experience in the field of EAPs and counseling. %40" 4W04W © Copyright 2023 Cigna. Page 5 of 15 cigna healthcare- Our knowledgeable team of coordinators makes it easy to bring topic consultation to full -service scheduling to your workforce. We have achieved a 99 percent satisfaction rating with those who participate in the EAP seminar offerings and 99 percent with HR professionals regarding EAP seminar services provided.' > EAP National Wellness Webcasts -Our clients have access to seminars delivered via our national webcast portal at no additional cost. Each year we chose 26 topics from our extensive library to offer support for both personal and professional issues that employees and managers face. We also offer innovative topics such as loneliness and the power of connection, talking to children about death, mindfulness, living with cancer, and getting and keeping good credit, to name just a few. Access to webcasts is managed through user-friendly web portal. Individuals can participate in the webcasts on their computer or iDevice. The on -demand replay feature allows them to access webcasts when it is most convenient, with each webcast available for 24 months. > EAP Client -Specific Webinars - Cigna's EAP makes it easy for clients by making our seminars available for presentation in a virtual format. This is an excellent way to meet training needs for employees dispersed across multiple company sites. Webinars are scheduled in the same manner as our in -person trainings. Trainings are facilitated by a specialized group of presenters who are experts in remote delivery of our wellness seminars. The client is only responsible for the technology needed to support webinar delivery. > Work/Life Referrals - Our work/life referrals include the following: — Turnaround Time -We provide up to three qualified referrals within 6 business hours in an emergency situation and within 12 business hours for routine requests. — Qualified Referrals - We call every provider to ensure he or she meets the indimclual's criteria and has vacancies. We verify appropriate licensure and accreditations. — Time Savings- EAP participants do not have to call around for services; we provide support for all their needs. > Support for Military Veterans Our EAP is focused on assisting military veterans with various life challenges, which may include thefollowing: — PTSD — Post traumatic brain injury — Suicide awareness — Adjusting to civilian life and the workplace > Any Time, Any Day - We are available 24 hours a day, 7 days a week, 365 days a year. When a participant needs us, we are available to help, day or night, weekdays or weekends, at home, at work, or while traveling. > Coaching and Integrated Services Framework Our personal advocates are trained in Cigna CARE Coaching, which is a collaborative, affirming, respectful, and empowering coaching approach that focuses on the individual. Our coaching approach also enables cross referrals to other relevant areas of care in order to support the individual's health needs. Cigna s coaching and internal system protocols promote seamless integration with other purchased Cigna programs such as lifestyle management programs (tobacco cessation, stress management, weight management), disease management, Health Aclmsorg, and other health and wellness programs. For clients with One Guide®, EAP participant calls are supported by a designated team of personal guides. > Wellness Integration -Our EAP services and seminars work to complement and enhance wellness campaigns and initiatives. In addition to stress management, mindfulness, and emotional health resources and seminars, we offer EAP seminar topics; which target medical and disability cost drivers. Examples of the topic areas we cover include Know Your Numbers. Dreaming of a Good Night's Sleep, The Opioid Crisis and You, Tobacco Cessation, Life with Cancer, Living with Chronic Conditions, Pain: When It Impacts Your Life, Healthy Eating in a Hurry Up World, among others. [1] Cigna Satisfaction Survey, 2019[2] Cigna Manager Satisfaction Survey2019 [3] Cigna EAP Resolution Rate BOB Normsfor202O [4] Cigna Satisfaction Surveys, Employee Assistance Program Evaluation, Manager Satisfaction, Well ness Seminar Satisfaction, 2019 © Copyright 2023 Cigna. Page 6of15 Cigna healthcare- A Helping Hand for Employees Life is unpredictable, but Cigna is not. Employees can pick up the phone and callus for help when and where they need it, day or night, weekdays or weekends, at home, at work, or while traveling, 24 hours a day, 7 days a week, and 365 days a year. Prenatal Relationships Sleep Stress Death/grief Adoption Parenting Substance use Education Child/elder/pet cart Divorce identity theft Violence & abuse Financial & legal matters Depression When employees call us, our personal advocates can obtain the information individuals need and guide them toward the right solution, whether he or she is in crisis, seeking in -person treatment, or could benefit from helpful resources in the community. Our EAP offers the following support services our clients and their employees: Crisis Intervention - We ensure individuals get the help they need when they are in crisis. Our licensed behavioral health clinicians stabilize the situation, coordinate treatment, contact local mental health resources as needed, and remain involved until it is clear that the individual is receneng appropriate care - Phone -Based Consultation - When an individual would like tospeak with a clinician by phone, he or she can speak confidentially with one of our telephonic EAP consultants. Our telephonic EAP consultants listen and help the individual work through his or her challenges. When appropriate, individuals are referred into face-to- face EAP services for additional assistance. Phone -based consultations include an alcohol use screening and referrals to additional resources, when appropriate. Telephonic EAP consultants follow screening, brief intervention, and referral to treatment protocols for all alcohol screenings. Face -to -Face Counseling - Our program may include a specific number of face-to-face sessions per issue per year with a behavioral health provider in our national EAP network. If a referral to an EAP provider is appropriate, or if requested by the individual, we refer to nearby network providers for face-to-face visits based on needs and preferences. Our National Network - Our network consists of over 114,000 unique EAP providers who are independently licensed doctorate and master's -level clinicians. These providers are a subset of our behavioral health network of nearly 200,000 providers credentialed using NCQA standards and re-credentialed every three years. Cigna launched its Fast Access Network to offer guaranteed initial appointments within five business days and guaranteed customer call back within one business day through participating providers. Work/Life - We know employees have a wide range of work/life demands and most often need referral support within tight timeframes. From preschool referrals to graduate school applications, no matter what an individual requests, chances are we can help. Our referrals are qualified, meaning that we call every provider to ensure he or she meets the caller's criteria and have confirmed vacancies. Online Resources- By accessing ourwebsite, individuals can search for a provider, schedule a phone -based consultation with a telephonic EAP consultant, obtain an EAP Code for face-to-face and telehealth visits, access educational materials on work/life issues, browse interactive tools, and find web seminars. The EAP website has been redesigned to make the program more relatable and easier to navigate. Online services are accessed within life categories: emotional health, home life referrals, financial and legal, and job and career support. © Copyright 2023Cigna. Page 7of15 Illif % 0.F 4W04W Cigna healthcare.. As part of the online access to the EAP, we have live chat capabilities (available Monday through Friday from 9:00 a.m. to 8:00 p.m. EST) to make it easy for those individuals who prefer to contact us in an online format. Once an individual clicks on the live chat feature via the website, he or she selects our EAP from the drop -down menu, and the specific reason for the chat. Reasons for contacting the EAP may include the following: EAP counseling, which includes referrals and authorizations > EAP scheduling, which includes phone -based consultations > Legal, financial and identity theft assistance > Child care, senior care, pet care, and other work/life concerns > Career or education services Healthy Rewards Basic information, which includes the individual's name, date of birth (DOB), and address are requested as part of the chat. Once provided, he or she is connected to a live agent. Leve (,;hat toc t Ai members The grid below illustrates our face-to-face counseling, work/life, and online services available to EAP participants and their household members. Face -to -Face Counseling Telephonic Work/Life Resources © Copyright 2023Cigna. ) Mental, emotional, psychological concerns > Stress > Marital or relationship problems > Family issues Anxiety Depression Adoption > Education > Prenatal care > Child care > Summer care > Senior care > Parenting > Special needs At -risk adolescents Pet care Caregiver needs Identity theft resources —60 minute no cost consultation with a specialist > Substance use > Eating disorders > Domestic violence > Relocation > Financial concerns > Workplace issues Page 8 of 15 Convenience services —resources or qualified referrals for consumer issues, emergency services, home maintenance/repair, dining/entertainment, relocation, travel, community volunteering and event planning. Legal' — 30-minute free consultation with a network attorney — 25 percent discount on usual fees Financial services —Tax preparation software at 25 percent discount, with access to expert guidance from a tax professional, if needed, at no additional cost — 30-minute free consultation 4Wri-W cigna healthcare - Online Resources and Tools Referrals and Fulfillment Access and referral > Interactive tools Provider directory and search > Reminder messages via email and text Self -assessment > Cigna Healthy Rewards® program` Frequently asked questions (discounts on health and wellness products Web seminars and services) Review benefit information . Vacancy checks through assisted search - email and assisted search live Forms Article library Live chat Qualified referrals Live -Connect to address work/life needs via live chat Find work/life resources Contact us —within 12 business hours, emergency referrals in hours —where available, if additional referrals are required, the individual may call back Online and print fulfillment materials *Employmen t-related matters are not covered. "Please note that Healthy Rewards discounts are separate from (in addition to, not instead of) regular plan benefits. As such, individual must pay the entire discounted charge (copayments or coinsurance don ot apply). Not all Healthy Rewards programs are available in all states and programs may be discontinued at any time. Optional > International EAP Services'`' > Substance abuse provider evaluation services Fitness -for -duty evaluations provided by Psybar SubsidyAssist, subsidy assistance program, e.g., adoption or eldercare —Available at an additional cost Unlimited Phone -Based Support for Managers > Nanny find > Geriatric case management and care coach > Mediation services > Lactation education and support > Care Kits > Legal and financial seminars Managers are often in a position to identify employees who could benefit from our services, thus, it is important that our EAP help managers intervene early to address issues before they escalate. We offer unlimited phone -based consultations and management referrals to do just that. Licensed clinicians are available 24 hours a day, 7 days a week, and 365 days a year for problem solving, brainstorming or even role-playing. We offer confidential discussion and support to managers on topics such as: © Copyright 2023Cigna. Page 9of15 .%0i�v 4W 0 Cigna healthcare,. > Organizational change (downsizing, relocations, acquisitions) > Effective leadership Performance decline > Employee job jeopardy problems > Drug, alcohol, and company policies > Violence at home or work > Management referrals > Critical incidents, with no limiting parameters Employee appearance and hygiene issues > Employee grief and loss > Violence in the workplace J-appropriate behavior 99 percent of managers who referred employees to the EAP were satisfied with the services provided.` When managers are concerned about job performance or policy violations, our EAP consultation team can facilitate a structured referral. Three types of management referrals includethe following: Informal Referral - The manager encourages an employee to voluntarily access EAP services during early stages of performance decline. Formal Referral - The manager encourages performance -based voluntary referral by the employee: subject to signed release, Cigna reports compliance. Mandatory Referral - The employee must access the EAP as a condition of continued employment (e.g., substance use concerns); subject to signed release, Cigna reports compliance. Customized Servicesfor Your Organization With Cigna EAP, you will get a custom program designed to deliverwhat matters most to your organization, including onsite support and trainings and reporting, which allows you to evaluate the impact of our program. Below are some of the services available that can benefit your organization. EAP Resources for Managers and Organizations Microsite -Cigna makes it easy for managers, HR professionals; and clients to access EAP resources and information through our microsite, which is easy to navigate and addresses a range of needs, including critical incidents, disaster response, consultation services, wellness, and promotion. Disaster Response - Cigna offers its Disaster Resource Center to clients and employees as an online microsite with resources, relevant articles for disasters by topic; and state -by -state links. Via http://www.cigna.com/disasterresourcecenter, our site provides timely information to support preparedness and assistance in the aftermath of a critical event or disaster. Suicide Awareness and Prevention — Cigna offers a resource site with online information, crisis numbers and links to address suicide awareness and prevention for individuals, parents, employers, co-workers and more. The "EAP offers 24/7 access to crisis triage assistance for those at risk. Onsite Support - Cigna annually allots a number of employer services hours for City of Miami Beach to use toward the service options described below. We work with you to customize your bank of employer service hours according to your needs. © Copyright 2023 Cigna. Page 10 of 15 .\%i 4W04W cigna healthcare— Orientations Management Wellness Critical Incident Response Include an EAP Trainings Seminars Employer determines critical incident, with no overview, an Equip managers with Provide onsite limiting parameters introduction video, a the tools needed to health promotion Process tailored to the situation discussion on accessing recognize, manage, seminars that Onsite response teams available 24/7/365 the EAP, and a question and assist employees address personal > Death/injury of employee/family member and answer session with job performance or work -related > Accidents/trauma issues concerns and > Natural disasters Help managers provide > Specialized team of experts combines Cigna understand the benefits employee staff and providers trained in crisis response, of the EAP, use it as a audiences with intervention, and workplace trauma management tool, and information Emergency/crisis intervention and successfully refer pertaining to counseling (via phone or onsite) employees these issues Phone triage *Please see Financials section fort he number of hours your program includes. Additional hours can be purchased on a fee -for -service basis. We let YOU decide,.'dial v� critical incident so services meet your organization's unique needs © Copyright 2023 Cigna. 99 percent of respondents to the wellnesz, seminar and management traunng sunrevs were satisfied with our services' Page 11 of 15 \1%i 40040 cigna healthcare- Account Management Team - A designated, solutions -driven account management team is integral to a successful EAP. This group of individuals gets to know your organization in order to creatively tailor an EAP that addresses your needs. Our account management teams are dedicated to making the implementation process as easy as possible and provide ongoing support to ensure we meet the unique needs of City of Miami Beach. The account team facilitates integrating the Cigna EAP with other Cigna employee benefit programs such as health assessments and lifestyle management programs, to help drive proactive outreach when physical, mental, or social health issues are identified. Collaboration with City of Miami Beach other health vendors is also an important part of implementation, and we work with other vendors to set up cross -referral protocols for City of Miami Beach benefit offerings. Promotional Campaign - Our goal with communication materials is to provide a range of resources and media that make it easy for employees to understand how to use the EAP. Seeking to increase engagement, Cigna implemented a new EAP market messaging framework in 2019, built on customer insights research. Additional market research and test and learn activities were completed to drive customer engagement and remove/reduce any barriers. The new catchphrase, Real Support for Real Life, is combined with creative scenario headlines which frame EAP in ways that more relatable to everyday life. The results show increased engagement across a number of metrics. Results include: 10.9% increase in average monthly EAP web visits in Q4 2019 in comparison to the average for FY2019 > 62.5% increase in telephone consultations with employee assistance consultants over the prior year > 10.4% increase in face-to-faceNrtual EAP sessions over the prior year © Copyright 2023 Cigna. 'it has been a pleasure working with Cigna this year. What I enjoyed most of all was the energy, the enthusiasm, the commitment, and the creativity that you have managed to harness toward the goal of better mental health treatment outcomes.'— Industry Consultant Page 12 of 15 00 41 4W Cigna healthcare- rr. ^i,wrt b ar cnndd deny tine AIIw! N tt4w Co+rdW d nw' C►agr�m M�r�N�s�.� MN�YY•�f w.wvwrw ••+.w.ry '�Y Ilr 'I•w�.�..� .w•r.r.r rr ti+�w..r.» crwstiww+rrrrrwr�w City of Miami Beach receives the following materials during implementation: Posters Customizable brochures with wallet cards Orientation materials and recordings Manager resources We also provide electronic employee communications to highlight the features and benefits of the EAP: e-flyers e-cards Promotional videos EAP webcast calendar and monthly promotional materials Newsletter articles Health and wellness resources Manager's guide to EAP Utilization Reporting and Analysis - Cigna provides aggregate, detailed reporting to help you track and evaluate the impact of our program. For example, we offer online access to a quarterly reporting package that includes summarized data on utilization results, the number of EAP cases opened, the source of the referral, the presenting problems, and the disposition of closed cases. Comparisons to the base period and book of business norms are included. © Copyright 2023 Cigna. Page 13 of 15 4W04W Cigna healthcare. Financials Cigna is pleased to continue to offer our EAP and Full Service work/life servi 1 to 5 Sessions and Full -Service Work/Life This monthly rate includesthe following: at the followina rates: $ 1.86 Per Employee Per Month Access to help 24 hours a day. 7 days a week, 365 days a year Up to the number of assessments or problem resolutions quoted above - per participant, per problem Referral and follow-up Network management Work/life services, which includes consultation, resource, and referral Employer service hours for onsite training services such as wellness seminars, critical incident response, and manager and employee orientations. Please see the financial assumptions below for total number of hours available. Unlimited telephonic consultations with licensed EAP staff for managers on workplace issues EAP communication materials > Online tools and information, including self -assessments, articles, and provider directories > Online access to EAP utilization reports Account management > Effective 10/1/2023 > This proposal is valid for 90 days from its original date of release > Rates guaranteed for 36 months. Evernorth will honor the EAP rates from 10/1/2023-9/30/2026, the 10/1/2026 plan year rate is guaranteed not to increase over the 10/1/2025 plan year rate, and the 10/1/2026 year rate is guaranteed not to increase over the 10/1/2027 plan year rate with the following caveats: Evernorth assumed an EAP visit rate of 12.40% (1-5 Session Model) for City of Miami Beach. At the end of 36 months of service (9/30/2026) Evernorth will assess City of Miami Beach's actual utilization for the EAP program. If the annualized visit rate is above 12.40% (1-5 Session Model), Evernorth reserves the right to adjust the EAP rate for the 10/1/2026 and 10/1/2027 plan year not to exceed 3%. The annualized visit rate is the number of EAP face to face visits divided by the average number of employees during the same period. The City of Miami Beach is able to view their visit rate monthly on the Evernorth Monthly Overview of Services report. Notwithstanding the foregoing guarantee, Evernorth may revise any administrative charges at any time if Cigna is (i) required to pay any assessment, or (ii) incur additional costs in administering the contract as a result ofthe Patient Protection and Affordable Care Act and the regulations promulgated hereunder. Pricing based on a population of2,217 employees 24 hours per 1,000 employees of employer services per year, or 53 actual hours based on 2,217 Employees If City of Miami Beach exceeds this annual allotment, the following rates apply: CIR Services are $285 per onsite hour, and wellness seminars or management trainings are $255 per onsite hour. If City of Miami Beach enrollment changes by 10 percent (either +10 percent or -10 percent from the original reported enrollment), Evernorth Behavioral Health, Inc., or its affiliates may adjust their rates accordingly. Commissions are not included in the above rate. This quote assumes the contract situs is FL. © Copyright 2023Cigna. Page 14 of 15 i .% 0,0 40040 cigna healthcare- Any federal or state legislative changes impacting benefit levels or funding arrangements may require revisions to proposed rates. In the event that it is determined that the program is not in compliance with state or federal law, the proposed program and pricing may be modified. The EAP is administered by Evernorth Behavioral Health, Inc., or Evernorth Care Solutions, Inc. The EAP may be offered through its affiliates. Cigna Health and Life Insurance Company (CHLIC) or Connecticut General Life Insurance Company (CGLIC). If CHLIC or CGLIC offer EAP services, CHLIC or CGLIC delegates administrative responsibility to Evernorth Behavioral Health, Inc., or Evernorth Care Solutions, Inc. Cigna also offers our International EAP, which is available to assist your employees globally. Please contact us to learn more about the seances we offer for individuals working and traveling abroad. Ready to Help Your Employees Boost Their Health and Performance? Health happens where life happens. We can help you with that. From ending a relationship to starting ajob, losing a pet to finding more confidence, we can help your employees reduce stress, stay healthy, and perform at their best, which helps your organization perform at its best too. We are happy to have the chance to present our EAP services to City of Miami Beach. As you consider Cigna, remember that we build a program that is customized to your people and your organization's one -of -a -kind needs and goals. With us, you get a tailored program to deliver what matters most to you. We welcome the opportunity to further discuss our capabilities with City of Miami Beach. Please contact: Michelle Alperstein, Senior Account Manager Cigna T (860) 902-5449 E michelle.alperstein(a)cigna.com © Copyright 2023Cigna. Page 15 of 15 t 0 % ow �60-04W Cigna healthcare„ DIVISION OF CORPORATIONS SJJ�%WW�1 Uf ,;".org ruf a/fi :,./ ,wre of Flantla we"tf Department of State / Division of Corporations / Search Records / Search by Entity Name / Detail by Entity Name Name Reservation EVERNORTH CARE SOLUTIONS, INC. Filing Information Document Number R21000000001 FEI/EIN Number NONE Date Filed 12/28/2020 State Status ACTIVE Principal Address Mailing Address Registered Agent Name & Address NONE Officer/Director Detail NONE Annual Reports No Annual Reports Filed Document Images No images are available for this filing. Florida Department of State, Division of Corporations