HomeMy WebLinkAbout2022-07-26-Meeting Minutes Finance Committee Meeting Commission Chamber - 7/26/2022
ATTENDANCE:
Present: Hons. D. Williams, Chairman; McKnight, Vice Chairman; Scott and Mason, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
FINANCE
1. A request to approve awarding the Employee Assistance Services to Concern EAP (RFP 22-221). The
award recommendation is for a three (3) year term with the option to extend for two (2) additional one (1)
year terms.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner Catherine Smith-
McKnight
Commissioner Alvin
Mason Passes
2. Motion to approve the minutes of the Finance Committee held on July 12, 2022.Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner Catherine Smith-
McKnight
Commissioner Alvin
Mason Passes
www.augustaga.gov
Finance Committee Meeting
7/26/2022 1:20 PM
Attendance 7/26/22
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Request for Proposals
Request for Proposals will be received at this office until Wednesday, June 1, 2022 @ 11:00 a.m. via ZOOM Meeting ID: 889 0313
0245, Passcode: 619529 for furnishing:
RFP Item # 22-221 Employee Assistance Program (EAP) for Augusta, GA – Finance Department – Risk Management
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may
be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901 (706-
821-2422).
A Pre-Proposal Conference will be held on Monday, May 16, 2022 @ 10:00 a.m. Via Zoom – Meeting ID:838 9492 6875;
Passcode:042910.
All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the
office of the Procurement Department by Tuesday, May 17, 2022 @ 5:00 P.M. No RFP will be accepted by fax or email, all must
be received by mail or hand delivered.
No RFP may be withdrawn for a period of 90 days after proposals have been opened, pending the execution of contract with the
successful bidder(s).
Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the
procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies
needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director.
All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the
appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP
number on the outside of the envelope.
GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public
contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify,
regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan
to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests
for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving
incomplete or inaccurate information upon which to base their qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle April 21, 28, 2022 and May 5, 12, 2022
Metro Courier April 21, 2022
Revised: 3/22/21
OFFICIAL
VENDORS Attachment
"B"
Addendum
1
E-Verify
Number
SAVE
Form Original 7 Copies
UPMC Benefit Mgmt Services
Inc.
D/B/A Workpartners
USX Steel Tower
600 Grant Street, 7th Floor
Pittsburgh, PA 15219
Yes Yes 1172597 Yes Yes Yes
Concern: EAP
2610 Commons Blvd.
Augusta, GA 30909
Yes Yes 1178001 Yes Yes Yes
EverNorth Behaviorel Health Inc.
DBA Cigna
6625 West 78th Street, Suite 100
Bloomington, MN 55439
Yes Yes 135228 Yes Yes Yes
ComPsych Corporation
455 N Cityfront Plaza Dr.
Chicago, IL 60611
Yes Yes 309005 Yes Yes Yes
Charles Nechtem Associates,
Inc.
595 Bay Isles Road
Suite 115
Longboat Key, FL 34228
Yes Yes 1177481 Yes Yes Yes
Total Number Specifications Mailed Out: 23
Total Number Specifications Download (Demandstar): 4
Total Electronic Notifications (Demandstar): 240
Georgia Procurement Registry: 1752
Total packages submitted: 5
Total Noncompliant: 0
RFP Opening - RFP Item #22-221
Employee Assistance Program (EAP) for Augusta, GA –
Finance Department Risk Management
Date: Wednesday, June 1, 2022 @ 11:00 a.m. via ZOOM
Page 1 of 1
UPMC Benefit Mgmt Services
Inc.
D/B/A Workpartners
USX Steel Tower
600 Grant Street, 7th Floor
Pittsburgh, PA 15219
Concern: EAP
2610 Commons Blvd.
Augusta, GA 30909
EverNorth Behaviorel
Health Inc. DBA Cigna
6625 West 7th Street, Suite 100
Bloomington, MN 55439
ComPsych Corporation
455 Norh Cityfront Plaza Dr.
Chicago, IL 60611
Charles Nechtem
Associates, Inc.
595 Bay Isles Road, Suite 115
Longboat Key, FL 34228
UPMC Benefit Mgmt Services
Inc.
D/B/A Workpartners
USX Steel Tower
600 Grant Street, 7th Floor
Pittsburgh, PA 15219
Concern: EAP
2610 Commons Blvd.
Augusta, GA 30909
EverNorth Behaviorel
Health Inc. DBA Cigna
6625 West 7th Street, Suite 100
Bloomington, MN 55439
ComPsych Corporation
455 Norh Cityfront Plaza Dr.
Chicago, IL 60611
Charles Nechtem
Associates, Inc.
595 Bay Isles Road, Suite 115
Longboat Key, FL 34228
Evaluation Criteria Ranking Points
1. Completeness of Response
• Package submitted by the deadline
• Package is complete (includes requested information as required
per this solicitation)
• Attachment B is complete, signed and notarized
N/A Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS
2. Qualifications & Experience (0-5)15 4.3 5.0 5.0 4.8 4.8 63.8 75.0 75.0 71.3 71.3
3. Organization & Approach (0-5)20 4.0 4.8 4.0 4.0 4.0 80.0 95.0 80.0 80.0 80.0
4. Scope of Services
• Vendors response to questionnaire included as Section 3 –
Requirements of Program
• Provide Augusta superior value and service as a Full Service EAP
provider
• Provide SAP (Substance Abuse Professional) Services and
experience as SAP
• Provide detailed responses to all EAP questions included in Specs
& Qual. section
• Provide Gen. EAP/Risk Advice & concerns regarding treatment,
merging drugs, testing, etc.
(0-5)20 2.8 4.5 3.3 3.0 3.0 55.0 90.0 65.0 60.0 60.0
5. Financial Stability (0-5)5 4.5 5.0 4.5 4.5 4.5 22.5 25.0 22.5 22.5 22.5
6. References (0-5)5 4.8 4.8 4.8 4.8 4.8 23.8 23.8 23.8 23.8 23.8
Within Richmond County 5 10 5 0.0 50.0 0.0 0.0 0.0
Within CSRA 5 6 0.0 0.0 0.0 0.0 0.0
Within Georgia 5 4 0.0 0.0 0.0 0.0 0.0
Within SE United States (includes AL, TN, NC, SC, FL) 5 2 5 0.0 0.0 0.0 0.0 10.0
• All Others 5 1 5 5 5 5.0 0.0 5.0 5.0 0.0
25.3 29.0 26.5 26.0 26.0 250.0 358.8 271.3 262.5 267.5
8. Presentation by Team (0-5)10 0 0 0 0 0
9. Q&A Response to Panel Questions (0-5)5 0 0 0 0 0
Lowest Fees 5 10 5 0 0 0 0 50
Second 5 6 5 0 0 0 30 0
Third 5 4 5 0 20 0 0 0
Forth 5 2 5 0 0 10 0 0
Fifth 5 1 0 0 0 0 0
Total Phase 2 - (Total Maximum Ranking 15 -
Maximum Weighted Total Possible 125) 0 5 5 5 5 0 20 10 30 50
25.3 34.0 31.5 31.0 31.0 250.0 378.8 281.3 292.5 317.5
Phase 1 Total - (Total Maximum Ranking 30 -
Maximum Weighted Total Possible 375)
Vendors
Phase 1
RFP Opening - RFP Item #22-221
Employee Assistance Program (EAP) for Augusta, GA –
Finance Department Risk Management
RFP Evaluation Meeting: Wednesday, June 22, 2022 @ 9:00 a.m.
Weighted Scores
7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only)
Ranking of 0-5 (Enter a number value between 0 and 5)
Scale 0 (Low) to 5 (High)
Procurement DepartmentRepresentative:____________Nancy Williams______________________________
Procurement Department Completion Date: 6/22/22
Phase 2 (Option - Numbers 8 - 9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award)
Internal Use Only
Total Cumulative Score
Evaluator: Cumuiative Date: 6/22/22
Cost/Fee Proposal Consideration10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter the point value for the one line only)
Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be Considered for Award)
1
FYI: Process Regarding Request for Proposals
Sec. 1-10-51. Request for proposals.
Request for proposals shall be handled in the same manner as the bid process as
described above for solicitation and awarding of contracts for goods or services with
the following exceptions:
(a) Only the names of the vendors making offers shall be disclosed at the proposal
opening.
(b) Content of the proposals submitted by competing persons shall not be
disclosed during the process of the negotiations.
(c) Proposals shall be open for public inspection only after the award is made.
(d) Proprietary or confidential information, marked as such in each proposal, shall
not be disclosed without the written consent of the offeror.
(e) Discussions may be conducted with responsible persons submitting a proposal
determined to have a reasonable chance of being selected for the award. These
discussions may be held for the purpose of clarification to assure a full
understanding of the solicitation requirement and responsiveness thereto.
(f) Revisions may be permitted after submissions and prior to award for the
purpose of obtaining the best and final offers.
(g) In conducting discussions with the persons submitting the proposals, there
shall be no disclosure of any information derived from the other persons
submitting proposals.
Sec. 1-10-52. Sealed proposals.
(a) Conditions for use. In accordance with O.C.G.A. § 36-91-21(c)(1)(C), the
competitive sealed proposals method may be utilized when it is determined in
writing to be the most advantageous to Augusta, Georgia, taking into
consideration the evaluation factors set forth in the request for proposals. The
evaluation factors in the request for proposals shall be the basis on which the
award decision is made when the sealed proposal method is used. Augusta,
Georgia is not restricted from using alternative procurement methods for
2
obtaining the best value on any procurement, such as Construction
Management at Risk, Design/Build, etc.
(b) Request for proposals. Competitive sealed proposals shall be solicited through
a request for proposals (RFP).
(c) Public notice. Adequate public notice of the request for proposals shall be
given in the same manner as provided in section 1-10- 50(c)(Public Notice
and Bidder's List); provided the normal period of time between notice and
receipt of proposals minimally shall be fifteen (15) calendar days.
(d) Pre-proposal conference. A pre-proposal conference may be scheduled at
least five (5) days prior to the date set for receipt of proposals, and notice shall
be handled in a manner similar to section 1-10-50(c)-Public Notice and
Bidder's List. No information provided at such pre-proposal conference shall
be binding upon Augusta, Georgia unless provided in writing to all offerors.
(e) Receipt of proposals. Proposals will be received at the time and place
designated in the request for proposals, complete with bidder qualification and
technical information. No late proposals shall be accepted. Price information
shall be separated from the proposal in a sealed envelope and opened only
after the proposals have been reviewed and ranked.
The names of the offerors will be identified at the proposal acceptance;
however, no proposal will be handled so as to permit disclosure of the detailed
contents of the response until after award of contract. A record of all responses
shall be prepared and maintained for the files and audit purposes.
(f) Public inspection. The responses will be open for public inspection only after
contract award. Proprietary or confidential information marked as such in
each proposal will not be disclosed without written consent of the offeror.
(g) Evaluation and selection. The request for proposals shall state the relative
importance of price and other evaluation factors that will be used in the
context of proposal evaluation and contract award. (Pricing proposals will not
be opened until the proposals have been reviewed and ranked). Such
evaluation factors may include, but not be limited to:
(1) The ability, capacity, and skill of the offeror to perform the contract or
3
provide the services required;
(2) The capability of the offeror to perform the contract or provide the
service promptly or within the time specified, without delay or
interference;
(3) The character, integrity, reputation, judgment, experience, and
efficiency of the offeror;
(4) The quality of performance on previous contracts;
(5) The previous and existing compliance by the offeror with laws and
ordinances relating to the contract or services;
(6) The sufficiency of the financial resources of the offeror relating to his
ability to perform the contract;
(7) The quality, availability, and adaptability of the supplies or services to
the particular use required; and
(8) Price.
(h) Selection committee. A selection committee, minimally consisting of
representatives of the procurement office, the using agency, and the
Administrator's office or his designee shall convene for the purpose of
evaluating the proposals.
(i) Preliminary negotiations. Discussions with the offerors and technical
revisions to the proposals may occur. Discussions may be conducted with the
responsible offerors who submit proposals for the purpose of clarification and
to assure full understanding of, and conformance to, the solicitation
requirements. Offerors shall be accorded fair and equal treatment with respect
to any opportunity for discussions and revision of proposals and such
revisions may be permitted after submission and prior to award for the purpose
of obtaining best and final offers. In conducting discussions, there shall be no
disclosure of information derived from proposals submitted by competing
offerors.
(j) From the date proposals are received by the Procurement Director through the
date of contract award, no offeror shall make any substitutions, deletions,
4
additions or other changes in the configuration or structure of the offeror’s
teams or members of the offeror’s team.
(k) Final negotiations and letting the contract. The Committee shall rank the
technical proposals, open and consider the pricing proposals submitted by
each offeror. Award shall be made or recommended for award through the
Augusta, Georgia Administrator, to the most responsible and responsive
offeror whose proposal is determined to be the most advantageous to Augusta,
Georgia, taking into consideration price and the evaluation factors set forth in
the request for proposals. No other factors or criteria shall be used in the
evaluation. The contract file shall contain a written report of the basis on
which the award is made/recommended. The contract shall be awarded or let
in accordance with the procedures set forth in this Section and the other
applicable sections of this chapter.
Finance Committee Meeting
7/26/2022 1:20 PM
Award Employee Assistance Program Services RFP 22-221
Department:Finance – Risk Management Division
Presenter:Andy Oates
Caption:A request to approve awarding the Employee Assistance Services to
Concern EAP (RFP 22-221). The award recommendation is for a three
(3) year term with the option to extend for two (2) additional one (1) year
terms.
Background:Augusta has long recognized the benefit of an EAP for employees,
providing these services for over 15 years. EAP is a counseling service
that assists employees with personal and/or work-related issues that may
impact their job performance, health, mental and emotional well-being.
EAPs are also Substance Abuse Professionals (SAP) offering various
programs focused on overcoming drug and alcohol addiction. The current
renewal date for Augusta’s EAP services is August 31, 2022.
Analysis:The evaluation committee unanimously agreed and selected CONCERN:
EAP as our next service provider. CONCERN: EAP is a local agency with
years of experience within the Augusta/Richmond County community.
Financial Impact:Cost for these services is $3,048 monthly ($36,576 annually).
Alternatives:Discontinue service.
Recommendation:Approve CONCERN: EAP as the service provider.
Funds are Available in
the Following
Accounts:
611 01 5210 Risk Management - Other Professional Services
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Finance Committee Meeting Commission Chamber - 7/1212022
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman; McKnight, Vice Chairman;
Scott, member.
Absent: Hon. Mason, member.
X'INAIYCE
l. Motion to approve the minutes of the Finance Committee held on June 14,2022.Item
Action:
Approved
Motions
Motion
Type
Approve
Motion Text
Motion to
approve.
Motion Passes
3-0.
Made By Seconded By
CommissionerCatherine Smith- CommissionerFrancineMcKnight Scott
www.augustaqa.gov
Motion
Result
Passes
Finance Committee Meeting
7/26/2022 1:20 PM
Minutes
Department:
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held on July 12,
2022.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY: