SUBJECT
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Consideration to award a two-year professional services contract FY24-078 to ComPsych Corporation, Chicago, Illinois to provide an Employee Assistance Program (EAP) and to authorize the City Manager to execute all contract documents. This program allows employees to receive employee trainings and confidential assistance in many areas without having to access their medical benefits plan. The City of Laredo provides EAP coverage to approximately 2,900 employees and their dependents. The types of services provided are: confidential counseling (stress, anxiety, depression, relationships, grief, etc.), financial planning, legal support, smoking cessation to name a few. It is estimated that the program will incur a cost of approximately $52,548 per year and contract has option to be renewed three additional one year periods. The contract is based on a fee of $1.51 per active employee per month. Contract has a five-year price rate guarantee and is subject to future appropriations. Funding is available in the Human Resources Risk Management Fund-Employee Health and Wellness Division.
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PREVIOUS COUNCIL ACTION
N/A
BACKGROUND
Request for proposals were solicited through Cit-E bid from qualified firms to continue providing professional services for the City of Laredo’s Employee Assistance Program (EAP). The City received two (2) proposals for EAP services and best value criteria was considered by a City staff committee, to evaluate all submittals. This program allows employees to receive confidential assistance in many areas without accessing the health care system. The City of Laredo provides EAP coverage for approximately 2,900 employees and their dependents.
The Employee Health and Wellness Division, under the direction of the Human Resources Department, will administer the EAP. The EAP is a City-wide based program, and overall reporting on utilization shall be reported to Employee Health and Wellness on a quarterly, annual and as needed basis. Reporting shall include but is not limited to cases, services, treatments, referrals, utilization rates, management training, mandatory referrals and drug & alcohol/substance abuse case management.
This contract with ComPsych Corporation, Chicago, Illinois is for an initial term of two
(2) years with an option to extend the contract three (3) additional one (1) year periods. The contract is based on a fee of $1.51 per active employee per month and has a five (5) year price rate guarantee.
RFP Evaluation Sheet attached.
COMMITTEE RECOMMENDATION
N/A
STAFF RECOMMENDATION
recommendation
Staff recommends this contract be awarded.
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Fiscal Impact
Fiscal Year: 2025
Budgeted Y/N?: Y
Source of Funds: N/A
Account #: 594-2062-513.55-51
Change Order: Exceeds 25% Y/N: N/A
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services needed, should the City need to purchase these commodities or services. The City’s obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void. Funding is available through the Risk Management Fund-Human Resources Employee Health & Wellness, account 594-2062- 513.55-51.