Specifications include, but are not limited to: • A restatement of departmental project goals, objectives, and project tasks to demonstrate the vendor/contractor’s view of the project and a corresponding approach to this project. • A detailed work plan, including the following: • Mandatory Wellness Checks: The vendor/contractor shall conduct a one-time mandatory meeting for each member (approx. 325) lasting approximately 30 - 60 minutes introducing them to the program and emphasizing the importance of regular wellness checks for their overall well-being. Mandatory checks may involve visiting each station or work location over a specified period of time in coordination with scheduled training or departmental functions. • Follow-up Appointments: All members shall be afforded at least three follow-up visits, prior to insurance application. Follow-ups may be conducted in person or virtually, based on the individual need, circumstance, and geographical response. • The following services would be considered Follow-Up Appointments for all participating members: • Support Groups: The vendor/contractor shall facilitate first responder support groups led by trained professionals, where fire department members can connect with their peers who share similar experiences and challenges. These groups shall offer a safe and confidential space for members to express themselves, receive support, and learn coping strategies while being catered to first responders only. • Crisis Response Plan: The selected vendor/contractor shall have a comprehensive crisis response plan in place to provide immediate (24-hour) support in case of critical incidents or traumatic events. The plan shall include protocols for accessing mental health services promptly and effectively, ensuring members have access to the necessary support during challenging times. Critical incidents include, but are not limited to: • Death or life-threatening injury to a department employee or co-worker • Death or life-threatening injury to an immediate family member while on duty • Death or life-threatening injury to a child • Incidents involving multiple deaths or casualties • Incidents that involve criminal assault, battery, or kidnapping of the employee or his/her partner during the course of their shift • Incidents deemed by a supervisor as potentially causing mental trauma • Comprehensive Mental Health Services: The vendor/contractor shall provide a wide range of evidence-based mental health services, including individual counseling, group therapy, and crisis intervention, tailored to address the specific needs of first responders who experience trauma, stress, and other mental health challenges related to their work or home life balances. Services shall be delivered in a culturally sensitive manner. • Holistic Wellness Services: The selected vendor/contractor shall incorporate holistic wellness services, such as cognitive and dialectical behavioral-based therapies, wellness coaching, family/marriage counseling, substance abuse, and addiction counseling, and specialized referrals to enhance mental health and manage stress effectively, contributing to the members’ overall well-being. • Attendance Reporting: The vendor/contractor shall track and report quarterly the number of members completing clinician visits while protecting all medical-related information in accordance with HIPAA regulations. • Enhanced Accessibility: The selected vendor/contractor shall prioritize accessibility for all members irrespective of rank, shift, or location. The program shall offer flexible scheduling options and remote access options, such as virtual counseling or online resources, to accommodate the members’ busy and unpredictable work schedules. • Interoperability: The vendor/contractor shall maintain a broad range of referral services to ensure inclusivity in the realm of area hospital networks and other behavioral health providers. Members will maintain the right to use other resources such as the City of Dayton Employee Assistance Program (EAP), appointed chaplains, or the IAFF Center of Excellence. • Qualified Clinician: The vendor/contractor shall provide a qualified clinician with appropriate credentials, such as a licensed psychologist or psychiatrist, who specializes in working with populations regularly exposed to stress and trauma, such as emergency responders and active-duty military members. The clinician shall possess relevant experience and expertise to provide effective mental health services to firefighters. The vendor/contractor must specifically show evidence of prior work with first responders (i.e., police and/or fire), and provide contact references for where this service was provided. The contractor must be licensed and credentialed within the State of Ohio to provide mental health services. • On-Site Location: The selected vendor/contractor shall have or shall establish an on-site location that is preferably within the City of Dayton, or at a minimum within Montgomery County or an adjoining county, offering convenient accessibility. The location shall be carefully chosen to provide a comfortable and private environment that ensures confidentiality and fosters trust between the members and the clinician. • Confidentiality and Privacy: Vendor/contractor shall prioritize the confidentiality and privacy of all personnel. Vendor/contractor shall have robust policies and procedures in place to protect personal information and ensure that their participation in the program does not impact their employment status or employment evaluations. Members shall have full confidence in the confidentiality and professionalism of the wellness program. • The program should incorporate workshops and training sessions on mental health, mindful behaviors, and coping with trauma.
