02 EAP Services RFP.pdf

REQUEST FOR PROPOSAL

Employee Assistance Program (EAP) Services

– Statewide

RFP 28444-CT

Issued Date: 05/28/2025

Responses Due: 07/10/2025 2:00 CT

Contents

1 GENERAL INFORMATION

1.1 DEFINITIONS

1.2 INTRODUCTION AND PURPOSE

1.3 SCOPE OF WORK

1.3.1 HISTORY AND BACKGROUND

1.3.2 EMPLOYEE DISTRIBUTION

1.3.3 THIRD PARTY ADMINISTRATION OF WELLNESS AND DISEASE MANAGEMENT PROGRAMS

1.3.4 Program Eligibility

1.4 PROCURING AND CONTRACTING AGENCY

1.5 CLARIFICATIONS AND/OR REVISIONS TO THE SPECIFICATIONS AND REQUIREMENTS

1.6 STATE OF WISCONSIN POINT OF CONTACT AND CONTACT WITH STATE EMPLOYEES

1.7 NEWS RELEASES

1.8 REASONABLE ACCOMODATIONS

1.9 CALENDAR OF EVENTS

1.10 CONTRACT TERM AND FUNDING

1.11 WISCONSIN eSUPPLIER PORTAL REGISTRATION

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 COMPLETE RESPONSES

2.4 SUBMITTING THE PROPOSAL

2.4.1 WISCONSIN eSUPPLIER PORTAL SUBMITTAL (STRONGLY PREFERRED)

2.4.2 HARD COPY SHEET SUBMITTAL

2.4.3 COST SHEET SUBMISSION

2.5 Hand Delivered Proposals

2.6 PRESENTATIONS; DEMONSTRATIONS

2.7 MULTIPLE PROPOSALS

2.8 WITHDRAWL OF PROPOSALS

2.9 LATE PROPOSALS

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 PRELIMINARY EVALUATION

3.2 EVALUATION COMMITTEE

3.3 ACCEPTED PROPOSALS

3.4 EVALUATION CRITERIA

3.5 PROPOSER REFERENCES

3.6 SUPPLIER DIVERSITY

3.6.1 MINORITY-OWNED BUSINESS ENTERPRISE

3.6.2 VETERAN-OWNED BUSINESS

3.6.3 DISABLED VETERAN-OWNED BUSINESS

3.6.4 WOMAN-OWNED BUSINESS ENTERPRISE

3.7 RIGHT TO REJECT PROPOSALS

3.8 AWARD AND FINAL OFFERS

3.9 CONTRACT NEGOTIATION

3.10 CONTRACT NEGOTIATIONS IMPASSE

3.11 NOTIFICATION OF INTENT TO AWARD

3.12 PROTEST AND APPEALS PROCESS

3.12.1 Notices of intent to protest

3.12.2 Protest Concerning a Solicitation

3.12.3 Protest Concerning the Intent to Award a Contract

4 MANDATORY PROPOSAL REQUIREMENTS

4.1 MANDATORY PERFORMANCE REQUIREMENTS - GENERAL

4.1.1 EXPERIENCE

4.1.2 AVAILABILITY

4.1.3 OFFICE HOURS

4.2 MANDATORY PERFORMANCE REQUIREMENTS - INDIVIDUAL SERVICES

4.2.1 COUNSELING

4.2.2 INDEPENDENT CONTRACTOR

4.2.3 CONTINUING EAP SERVICES

4.2.4 SERVICE PROVIDERS

4.2.5 ADA ACCESSIBILITY

4.2.6 ADDITIONAL SERVICE PROVIDERS

4.2.7 WORK LIFE SERVICES

4.3 MANDATORY PERFORMANCE REQUIREMENTS - MANAGERIAL/SUPERVISORY SERVICES

4.3.1 MANAGEMENT CONSULTATION

4.4 MANDATORY PERFORMANCE REQUIREMENTS - ORGANIZATIONAL SERVICES

4.4.1 MULTI-PURPOSE HOURS

4.4.2 TRAINING

4.4.3 CONFLICT RESOLUTION/MEDIATION

4.4.4 GROUP PROCESSING/FACILITATION

4.4.5 CISM/CISD

4.4.6 EAP PROMOTION AND EVENTS

4.5 MANDATORY PERFORMANCE REQUIREMENTS - ADMINISTRATIVE SERVICES

4.5.1 WEBSITE

4.5.2 PROGRAM PROMOTION

4.5.3 UTILIZATION

4.5.4 TRAVEL

4.5.5 DIRECT MAIL

4.5.6 DEDICATED ACCOUNT MANAGER

4.5.7 MEETINGS

4.5.8 REPORTING

4.5.9 PROMOTIONAL MATERIAL

4.5.9.1 PRINT MATERIAL

4.5.10 TRAINING SURVEY

4.5.11 DISCLOSURE

4.5.12 PRINCIPLES

4.5.13 INVOICING

4.6 SERVICES PERFORMED WITHIN THE U.S

4.7 DEBARMENT

4.8 SUBCONTRACTORS

5 GENERAL REQUIREMENTS (645 POINTS)

5.1 ORGANIZATIONAL CAPABILITIES

5.1.1 EXPERIENCE

5.1.2 AFFILIATE PROVIDERS

5.1.3 PROMPT ASSISTANCE & QUALITY PERFORMANCE

5.1.4 RECRUITING AND RETAINING AFFILIATE PROVIDERS

5.1.5 EAP

5.1.6 EXTERNAL MODEL EAP

5.1.7 ORGANIZATIONAL CHART

5.1.8 BUSINESS CONTINUITY PLAN

5.1.9 LARGE SCALE ADVERSE EVENTS

5.1.10 WISCONSIN RESOURCES

5.1.11 GOVERNMENT CLIENTS

5.1.12 CRITICAL INCIDENT

5.1.13 COMPLAINTS

5.2 STAFF QUALIFICATIONS

5.2.1 STAFFING

5.2.2 CONFIDENTIALITY

5.2.3 CISM/CISD STAFF

5.2.4 WORK-LIFE SERVICES

6 TECHNICAL REQUIREMENTS (1335 POINTS)

6.1 GENERAL TECHNICAL REQUIREMENTS

6.1.1 CALL CENTER OPERATIONS

6.1.2 ANONYMOUS CALLS

6.1.3 DEAF OR HARD OF HEARING

6.1.4 MULTI-LINGUAL

6.1.5 EMPATHY AND COMPASSION

6.1.6 INTAKE CALL

6.1.7 SCENARIOS

6.1.8 IMPLEMENTATION PLAN

6.2 MANAGERIAL/SUPERVISORY SERVICES

6.2.1 MANAGEMENT CONSULTATION AND SUPPORT SERVICES

6.2.2 EDUCATIONAL AND TRAINING PROGRAMS

6.2.3 TRAINERS

6.2.4 CUSTOMIZED TRAINING

6.2.5 PRINT MATERIALS

6.3 ORGANIZATIONAL/SUPERVISORY SERVICES

6.3.1 CISD DEBRIEFINGS AND GRIEF COUNSELING

6.3.2 CONFLICT RESOLUTION

6.3.3 TRAUMA INFORMED CARE

6.3.4 MULTI-AGENCY

6.4 ADMINISTRATIVE SERVICES

6.4.1 MARKETING

6.4.2 INFORMATIONAL MATERIAL

6.4.3 WEBSITE

6.4.4 EVALUATING CUSTOMER SATISFACTION

6.4.5 DATA AND INFORMATION COLLECTED

7 COST SHEET (200 POINTS)

7.1 COST SHEET

7.1.1 GENERAL INSTRUCTIONS ON PREPARING COST SHEETS

7.1.2 FORMAT FOR SUBMITTING COST SHEETS

7.2 CONSIDERATION OF ALL INHERENT COSTS

7.3 FIXED PRICING

7.4 PRICE CLARIFICATION

7.5 VALUE ADDED SERVICES

8 SPECIAL TERMS AND CONDITIONS

8.1 AFFIRMATIVE ACTION

8.2 ACCESS TO SECURE FACILITIES

8.3 INSURANCE AND CERTIFICATES OF INSURANCE

8.4 PAYMENT TERMS

8.5 ORDER OF PRECEDENCE

9 LIST OF REQUIRED FORMS AND DOCUMENTS

9.1 Attachment A – Cost Sheet

9.2 Attachment B – Performance and Support Requirements

9.3 Attachment C – Maps and Current Users

9.4 Attachment D – Print Material Sample

9.5 Attachment E – Employee Snapshot

9.6 Attachment F – Minimum Program Standards

9.7 Attachment G – DOA 3832 Bidder Required Form

9.8 Attachment H – Sample Contract

9.9 Attachment I – Bid Factors

9.10 Attachment J – Proposer Response

1 GENERAL INFORMATION

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for statewide Employee Assistance Program (EAP) contractual services. The State as represented by the Department of Administration (DOA) State Bureau of Procurement (SBOP) intends to use the results of this solicitation to establish one statewide contract.

1.1 DEFINITIONS

For the purposes of this RFP and resulting Contract, words and terms shall be given their ordinary and usual meanings. Where capitalized in this RFP and resulting Contract, the following words and terms shall have the meanings indicated. The meanings shall be applicable to the singular, plural, masculine, feminine and neuter.

508 Compliance

508 compliance means that all users, regardless of disability status can have access to information technology. 508 compliance applies to: websites, software applications, hardware, online training, technical support call centers, user guides, and other electronic documents such as PDFs, Word documents, PowerPoint Presentations and Excel spreadsheets.

Affiliate

Affiliate refers to a subcontractor hired by the contractor proposer to provide EAP services to employees and covered dependents. To this RFP, the terms “Affiliate” and “Subcontractor” can be used interchangeably.

Agency Any state agency, board, commission or UW campus.

Authorized User Means state agencies, political subdivisions, and municipalities authorized by state statutes to use state contracts.

BAFO "Best and Final Offer"

Critical Incident Stress Management

(CISM)

A comprehensive, integrative system of crisis intervention techniques designed to help individuals, teams, and organizations manage the psychological and emotional impacts of critical incidents. CISM provides structured support, including pre-incident education, on-scene support, defusing, debriefing, and follow-up services, to reduce the risk of long-term psychological trauma and promote recovery and resilience. It is commonly used in high-stress professions such as emergency services, healthcare, and public safety.

Critical Incident Stress Debriefing

(CISD)

A structured, voluntary, and confidential group discussion led by trained facilitators, typically held within 24 to 72 hours following a traumatic or high-stress event. The goal of CISD is to help participants process their emotional reactions, reduce the potential for long-term psychological harm, and support recovery and resilience. CISD is a core component of Critical Incident Stress Management (CISM) and is commonly used in high-risk professions such as emergency services, healthcare, and law enforcement.

Conflict Resolution Refers to the process involved with addressing workplace conflict, involving either individuals or groups, to achieve positive working relationships.

Contract Administrator

The designated Agency employee responsible for overseeing the implementation, administration, and completion of the Contract.

This role is typically housed within the Division of Personnel Management (DPM). Throughout this document, the terms "Contract Administrator" and "DPM Contract Administrator" may be used interchangeably.

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and

2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contract

The final version of any contractually binding agreement between the State and the Contractor relating to the subject matter of this RFP;

references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

Contractor

The person or entity that has been awarded the Contract as a result of this RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring Agency.

Cooperative Purchasing

Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.

Core Technologies The essential components of the employee assistance (EA) profession as defined by EAPA. See ATTACHMENT F.

Critical Incident

Refers to any event, sudden or ongoing, that disrupts the normal functioning of individuals and groups. These events can cause trauma, extreme stress, fear or emotional turmoil, potentially leading to more serious concerns. Critical incidents may include but are not limited to: natural disasters, workplace accidents, acts of violence, ongoing traumatic events, traumatic personal experiences like death or injury.

Dedicated Account Manager

The contractor shall provide a single point of contact who is knowledgeable in all aspects of the contract with the State of Wisconsin and provides customer support, technical assistance and general relationship management.

Department The Department of Administration.

Designated EAP Contact or Coordinator

The EAP main point of contact at an agency, board or commission.

Disabled Veteran- Owned Business

(DVB)

A business that has been certified by the Department of Administration under §16.283, Wis. Stats.

DPM Division of Personnel Management

EAP

Employee Assistance Program (EAP), a workplace-based program designed to assist in the prevention, early identification and resolution of employee’s personal or work-related problems that may affect attendance, productivity or work performance. Services include assessment, counseling, referrals to medical providers, mental health providers and community resources; management and supervisory consultation; training; critical incident response;

grief counseling; conflict resolution; and promotion. Services are provided to employees and household members as well as dependents.

EAP Professional An individual with authority, training, and/or experience in providing EAP services.

EAPA Employee Assistance Program Association

Effective Date The date the Contract has been fully executed by the Contractor and the State.

Eligibility

Eligibility is defined as the criteria individuals must meet to qualify for the program. For the purposes of this RFP, the Employee Assistance Program (EAP) eligibility would include any State Employee, participating Universities of Wisconsin employees and any individual who resides at the employee's primary residence. This includes:

Spouses, domestic partners, children (including those away at school or college), parents, siblings, and other relatives, non-family members, roommates, housemates, and other individuals who share the employee's living space.

Employer of Record A third party who employs independent contractors.

External EAP model An EAP model that outsources all EAP services to a third-party provider, rather than having in-house professionals that deliver the services directly.

FTE (Full Time Equivalent) Refers to a permanent State employee who is full time.

In The Moment Counseling

A support approach where a counselor or trained professional provides immediate assistance to individuals experiencing emotional distress or a challenging situation. Unlike traditional counseling, which might involve scheduled sessions, in-the-moment counseling offers quick access to emotional support, often through a phone call, chat, or in-person conversation. This type of counseling helps individuals manage their current emotional state, offering coping strategies, reassurance, or a safe space to express feelings, aiming to address immediate needs and prevent further distress.

Internal/External EAP model

Also known as the "blended" or "hybrid" model, this shares elements of both models and usually has EAP staff that is "onsite" at the employer's worksite, or at multiple locations within the organization.

It also has external or "offsite" contract personnel involved in EAP services in many locations.

LTE (Limited Term Employee)

Refers to a limited term, temporary State employee, which could be full or part time and/or seasonal. LTEs may be in project positions. LTEs are on the State’s payroll and are eligible for EAP benefits under this contract.

Mandatory

Means a requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the State of Wisconsin. The terms “must,” “shall,” and “will” are considered mandatory.

Master’s Level Counselor

A counselor that holds, at minimum a Master's degree in a behavioral health discipline such as social work, psychology, or counseling.

May Indicates something that is not mandatory but permissible.

Mediation A form of alternative dispute resolution in which a mediator guides two individuals through a voluntary process to resolve an issue or disagreement.

Mediator The neutral and impartial person who explains and guides the parties through the mediation process and assists them in reaching a mutual resolution.

Minority Owned Business Enterprise

(MBE)

A business that has been certified by the Department of Administration under §16.287, Wis. Stats.

Multi-Purpose Hours

Hours allocated for the use of any employer EAP service, such as Critical Incident Stress Management (CISM), Critical Incident Stress Debriefing (CISD), grief support, conflict resolution/mediation, or education and training sessions. These hours exclude events designed solely for promotion or awareness, such as employee orientations, onsite wellness or benefits fairs, and other similar activities. Promotional events are not counted as part of the multi-purpose hours.

New User A person who has never used EAP services before

Presenting Problem The personal concern or issue as described by the EAP client prior to assessment by the EAP professional.

Print Material Any publication or document including but not limited to newsletters, fliers, posters, educational material and handouts.

Proposal

The Proposer’s complete response to this RFP, provided in the format requested including completion of all required forms and setting forth the Proposer’s prices for providing the services described in the RFP.

Proposer A company or individual submitting a proposal in response to this

RFP.

Procurement Manager The person responsible for managing this procurement process.

RFP Request for Proposal

Responsible

A Proposer who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and Deliverables set forth in the RFP.

Responsive A proposal that conforms in all material respects to the requirements set forth in the RFP.

Retirement

For the purposes of this RFP, the term retirement means the last day that an individual is listed as an active employee and no longer appears on payroll.

RFP “RFP” means this Request for Proposal.

SBOP State Bureau of Procurement

Session An in-person meeting between an EAP counselor and client, usually lasting 45 to 60 minutes.

State The State of Wisconsin

State Holidays January 1, Martin Luther King Jr. Day, Memorial Day, July 4, Labor Day, Thanksgiving Day, December 24, December 25, and December 31.

Trainer A person with adult learner teaching experience using a skill and knowledge-based curriculum to teach in a specific topic area.

Training

A skill building seminar for employees, supervisors or managers which may involve a needs assessment or may stem from a problem to be addressed. For example, Feedback Skills, Communication Skills or Making an EAP referral.

Trauma-Informed Care (TIC)

Trauma-Informed Care (TIC) is a concept that an individual’s behavioral issues are not a result of what is wrong with them but a result of what has happened during their life.

UW Universities of Wisconsin campuses

Utilization Rate

Annual rate at which those eligible for EAP services utilize services.

There are separate utilization rates for each of the services offered by EAP (such as assessments of individuals, family member use, training attendance, etc.) The formula for Utilization Rate is number of program users divided by number of eligible employees.

Year As it pertains to counseling eligibility per issue, is defined as a 12-month period beginning on the date of the first counseling session for each specific presenting problem.

1.2 INTRODUCTION AND PURPOSE

The State of Wisconsin (State) as represented by the Department of Administration is seeking proposals for an Employee Assistance Program.

The State of Wisconsin intends to use the results of this solicitation to award a contract to a Proposer for the aforementioned services. The awarded Proposer is a Contractor.

The State makes no express or implied warranties whatsoever that any particular quantity or dollar amount of Services will be procured. The State reserves the right to cancel this RFP for any reason prior to the issuance of a notice of intent to award.

1.3 SCOPE OF WORK

The resulting Contract(s) will be available for mandatory use by state agencies and will be optional for Universities of Wisconsin campuses and Department of Military Affairs (DMA), collectively known as an “Authorized User”.

The scope of the RFP does not include the following:

• Municipalities

• Other public entities

1.3.1 HISTORY AND BACKGROUND

The State of Wisconsin has a longstanding history of providing an employee assistance program (EAP) for staff, dating back to executive orders issued in the early 1990s. Over the years, the program has transitioned from an Internal/External model to an External EAP model managed by an employee assistance program vendor.

The Division of Personnel Management acts as the administrative clearinghouse for the EAP, offering technical assistance, information, and consultation to EAP programs across all state agencies. The Division also manages the state EAP contract, establishing minimum program standards aligned with EAP Core Technologies (ATTACHMENT F), recommending adjustments to agency programs as needed, providing consultation, and coordinating statewide training.

The current EAP contract is mandatory for state agencies, with it being optional for both the Department of Military Affairs and Universities of Wisconsin (UW) campuses. Although participation is not required, the Department of Military Affairs and 13 UW institutions currently take part in the program, with continued participation expected. Additional UW institutions may join the contract as their existing EAP agreements expire.

Approximately 34,700 State of Wisconsin (SOWI) employees are covered under the current contract, with employee counts fluctuating based on changes in staffing and seasonal demands.

Additionally, around 17,000 employees from participating UW campuses are included. Annual historical headcount and utilization data from the current contract are provided in the table below.

Report Period

State Employee

Average Headcount

State Annual Utilization

Rate

UW Employee Average

Headcount

UW Annual Utilization Rate

January 1, 2021 – December 31, 2021 35,148 7.1% 15,896 3.3%

January 1, 2022 – December 31, 2022 34,247 5.9% 15,999 2.7%

January 1, 2023 – December 31, 2023 34,523 5.9% 16,312 3.3%

January 1, 2024 – December 31, 2024 35,121 7.0% 16,104 3.1%

1.3.2 EMPLOYEE DISTRIBUTION

EAP clients covered by this contract are located throughout Wisconsin, though some employees of both the State of Wisconsin and the Universities of Wisconsin work outside the state. The following tables provide available data on employee locations within Wisconsin to illustrate the in-state distribution. Table 1 – State: The table below shows the percentage of total State of Wisconsin employees by county based on their work location and distribution around the state by home location.

County Work County Percentage

Home County Percentage

ASHLAND 0.19% 0.15%

BARRON 0.19% 0.33%

BAYFIELD 0.08% 0.22%

BROWN 3.11% 2.51%

BUFFALO 0.05% 0.06%

BURNETT 0.12% 0.15%

CALUMET 0.05% 0.50%

CHIPPEWA 2.16% 1.64%

CLARK 0.05% 0.39%

COLUMBIA 1.08% 2.25%

CRAWFORD 0.60% 0.55%

DANE 40.49% 28.42%

DODGE 4.37% 2.56%

DOOR 0.15% 0.20%

DOUGLAS 0.55% 0.40%

DUNN 0.13% 0.39%

EAU CLAIRE 1.97% 1.77%

FLORENCE 0.02% 0.03%

FOND DU LAC 1.58% 3.41%

FOREST 0.05% 0.04%

GRANT 0.90% 0.95%

GREEN 0.07% 0.72%

GREEN LAKE 0.05% 0.68%

IOWA 0.22% 0.53%

IRON 0.03% 0.07%

JACKSON 1.12% 0.76%

JEFFERSON 0.17% 1.70%

JUNEAU 2.68% 1.63%

KENOSHA 0.60% 1.28%

KEWAUNEE 0.03% 0.11%

LA CROSSE 0.85% 0.99%

LAFAYETTE 0.05% 0.11%

Langlade 0.11% 0.13%

LINCOLN 0.96% 0.80%

MANITOWOC 0.19% 0.42%

MARATHON 0.82% 1.06%

MARINETTE 0.21% 0.27%

MARQUETTE 0.02% 0.38%

MILWAUKEE 8.37% 9.32%

MONROE 0.57% 1.05%

OCONTO 0.09% 0.37%

ONEIDA 0.93% 0.79%

OUTAGAMIE 0.80% 2.18%

OZAUKEE 0.08% 0.55%

PEPIN 0.01% 0.05%

PIERCE 0.05% 0.12%

POLK 0.09% 0.20%

PORTAGE 0.20% 0.80%

PRICE 0.12% 0.21%

RACINE 4.44% 3.47%

RICHLAND 0.05% 0.24%

ROCK 0.75% 2.46%

RUSK 0.08% 0.15%

SAINT CROIX 0.35% 0.33%

SAUK 0.27% 1.61%

SAWYER 0.24% 0.15%

SHAWANO 0.17% 0.25%

SHEBOYGAN 1.30% 0.86%

TAYLOR 0.05% 0.15%

TREMPEALEAU 0.05% 0.31%

VERNON 0.12% 0.34%

VILAS 0.15% 0.23%

WALWORTH 0.74% 0.82%

WASHBURN 0.42% 0.27%

WASHINGTON 0.28% 0.98%

WAUKESHA 3.14% 3.50%

WAUPACA 1.58% 1.49%

WAUSHARA 0.91% 0.83%

WINNEBAGO 6.82% 5.33%

WOOD 0.62% 0.60%

Out of State Employees ~n/a 1.10%

~Note: Out of state counties not listed as it is multiple counties in various states.

Table 2: Universities of Wisconsin: The table below shows the total headcount of Universities of Wisconsin employees by institution and the county in which each institution is located.

County UW Institution 01/01/2025 - 03/31/2025

Barron UW-Eau Claire 1,405

Brown UW-Green Bay 999

La Crosse UW-La Crosse 1,283

Washington and Waukesha UW-Milwaukee 3,898

Winnebago UW Oshkosh 1,264

Kenosha UW-Parkside 539

Grant UW-Platteville 975

Pierce UW-River Falls 762

Portage UW-Stevens Point 1,342

Dunn UW-Stout 1,091

Douglas UW-Superior 508

Rock UW-Whitewater 1,332

Dane UW Administration 571

1.3.3 THIRD PARTY ADMINISTRATION OF WELLNESS AND DISEASE MANAGEMENT PROGRAMS

Effective January 1, 2024, the State of Wisconsin Employee Trust Funds (ETF) awarded three contracts to WebMD Health Services for third-party administrative services supporting the Well

Wisconsin program. These services include well-being initiatives, mental health support, and chronic condition management. The contracts cover the administration of the Well Wisconsin web portal, health and well-being challenges, the annual incentive program, mental health coaching, and chronic disease management coaching and support, among other offerings.

The Well Wisconsin program is available exclusively to participants enrolled in the State of Wisconsin Group Health Insurance Program. The awarded EAP contractor must have a thorough understanding of the State’s well-being, mental health, and chronic condition management services. Additionally, the contractor must collaborate closely with the Division of Personnel Management (DPM) to ensure alignment and avoid duplication of services.

1.3.4 Program Eligibility

All State Employees, participating Universities of Wisconsin employees and any individual who resides at the employee’s primary residence are eligible for EAP services. This includes: Spouses, domestic partners, children (including those away at school or college), parents, siblings and other relatives, non-family members, roommates, housemates, and other individuals who share the employee’s living space.

1.4 PROCURING AND CONTRACTING AGENCY

This RFP is issued by the Department of Administration, which is the sole point of contact for the State during the selection process. The person responsible for managing the procurement process is Chris Tucker, Procurement Specialist.

The Contract resulting from this RFP shall be administered by the Department of Administration.

The Department of Administration Division of Personnel Management employee serving as the Contract Administrator shall be determined at the time of contract negotiations.

1.5 CLARIFICATIONS AND/OR REVISIONS TO THE SPECIFICATIONS AND

REQUIREMENTS

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify Chris Tucker at chris.tucker@wisconsin.gov via e-mail (no phone calls).

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addendums or amendments will be provided via Wisconsin eSupplier Portal.

Proposers are encouraged to log into the RFP website on Wisconsin eSupplier Portal periodically during the RFP process. The person who is registered for the Proposer on Wisconsin eSupplier Portal should get an email any time a change is made to the website. However, this only applies to the person who is registered on Wisconsin eSupplier Portal on the date that the RFP is released.

Anyone who registers after the release date of the RFP will not receive any automatic emails from Wisconsin eSupplier Portal for this RFP.

1.6 STATE OF WISCONSIN POINT OF CONTACT AND CONTACT WITH STATE

EMPLOYEES

From the date of release of this RFP until contract execution, all contacts with State of Wisconsin personnel regarding this RFP shall be made through Chris Tucker, Procurement Specialist, Department of Administration via email (direct or through the Wisconsin eSupplier Portal) only at chris.tucker@wisconsin.gov.

No phone calls, emails or other correspondence to other State staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial and non-binding on the State. Proposers shall rely only on written statements issued by the Procurement Manager.

1.7 NEWS RELEASES

A Proposer may not issue news releases or make any statements to the news media pertaining to the subject of this RFP or any Proposals or Contracts resulting therefrom without the prior written approval of the Department of Administration. The Proposer is bound by this clause from the time the RFP is issued until the time the Contract has expired. Release of broadcast emails pertaining to this procurement shall not be made without prior written authorization of the Department of Administration.

1.8 REASONABLE ACCOMODATIONS

The Department of Administration shall provide reasonable accommodation, including the provision of informational material in an alternative format, for individuals with disabilities upon request. If you need accommodations at a presentation or demonstration, contact Chris Tucker at chris.tucker@wisconsin.gov.

1.9 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this RFP shall be completed. In the event that the State finds it necessary to change any of these dates and times, it shall do so by issuing an amendment to this RFP.

DATE EVENT

05/28/2025 (2:00 p.m. CT) Request for Proposal Issued 06/06/2025 (2:00 p.m. CT) 1st round Proposer written questions due 06/16/2025 (2:00 p.m. CT) 1st round responses to Proposer questions due 06/23/2025 (2:00 p.m. CT) 2nd round Proposer written questions due 06/30/2025 (2:00 p.m. CT) 2nd round responses to Proposer questions due mailto:chris.tucker@wisconsin.gov

07/10/2025 (2:00 p.m. CT) Proposal due date and time for Proposer responses

1.10 CONTRACT TERM AND FUNDING

The Contract period shall be an initial two (2) years from the effective date. The Contract may be renewed for up to two (2) additional two-year renewals if mutually agreeable to the State and the Contractor, unless terminated. To ensure the delivery of improved services and competitive pricing, to address potential performance issues, changes in technology or industry consolidation, the State reserves the right to negotiate the pricing and terms at the time of contract renewal.

As required by Wisconsin Statutes, continuance of a Contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the Contract by lack of appropriations shall be without penalty.

The original contract term or any renewal period may be extended at the State’s request for a period not to exceed 6 months for the purpose of completing a future solicitation or transition to a new contractor(s). Contract conditions, terms, and pricing must not be modified during the extension.

1.11 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Proposers registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this service/commodity. The State of Wisconsin purchasing information and Proposer/proposer notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the Internet at https://esupplier.wi.gov to get information on state purchasing practices and policies, goods and services that the State buys, and tips on selling to the State. Proposers may use the same Web site address for inclusion on the Proposers list for goods and services that the organization wants to sell to the State. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Proposers also may receive e-mail notices of these simplified bid opportunities.

2 PREPARING AND SUBMITTING A PROPOSAL

This section explains how the proposal should be constructed and on what terms before it can be considered responsive.

https://esupplier.wi.gov/

2.1 GENERAL INSTRUCTIONS

The evaluation and selection of a Contractor will be based on the information submitted in the Proposal plus references, and any required presentations, on-site visits, or oral interviews.

Failure to respond to each of the requirements as directed in the RFP may be the basis for rejecting a response.

Elaborate Proposals (e.g., expensive artwork, marketing materials) beyond that sufficient to present a complete and effective Proposal are not necessary or desired.

2.2 INCURRING COSTS

The State shall not be responsible for any costs incurred by Proposer to prepare its Proposal, conduct its due diligence, or negotiate any agreements whether or not finally awarded. Such Proposal and business development costs shall not be included in the cost basis of services to be provided to the State.

2.3 COMPLETE RESPONSES

Proposal responses to each of the requests for information and requirements in the numbered sections must be in the same sequence and numbered as the RFP.

Responses must be concise yet complete. Do not simply restate the requirement verbatim as the response to a requirement. If the RFP calls for a process description, include a process map as well as the frequency at which that map will be updated. Proposer must not direct the reader to a website (or any other sources outside of the submitted Proposal) as part of its response to the requirement or question.

2.4 SUBMITTING THE PROPOSAL

Proposers have two options in responding to this RFP.

2.4.1 WISCONSIN eSUPPLIER PORTAL SUBMITTAL (STRONGLY PREFERRED) Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that you will be prompted with online to guide your electronic response to the RFP. If you respond electronically, you do not need to submit a mailed copy of any materials unless you are directed to do so elsewhere in the RFP document.

Proposers must click "Submit" in the Wisconsin eSupplier Portal to have their Bid received. Only clicking "Save" does not submit the Proposal response; therefore, it will not be received nor reviewed.

Certain Requirements and qualifications will be presented as itemized questions that require an affirmative response from the Bidder that indicate these can be met (i.e. “yes/no” prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g. “Does your company meet requirements 2.1-2.8”). For any (itemized or grouped) requirements that cannot be met, a “no” must be checked and a supplemental document must be provided as an attachment to explain.

Proposers submitting a response via the Wisconsin eSupplier Portal will follow the instructions given in the eSupplier Portal system, including any Frequently Asked Questions (FAQs).

Proposers must allow time for entering a Proposal Response in eSupplier. Keep in mind the following if an error occurs:

• File names must be no longer than 64 characters, including the file extension (e.g., “.docx).

• File names cannot contain any special characters (e.g., commas, percent signs, hash symbol). Bid Factors that require an attachment, list a specific file name to be used in response to the Bid Factor.

• The maximum file size for any attachment is 80MB.

• The eSupplier system will not allow a file with macros included and enabled.

• Proposers may only upload a single file in response to a Bid Factor. Uploading additional files will overwrite the previous upload. If a Bidder has the need to attach multiple files, the Bidder must consolidate the documents into a single file. Alternatively, the Bidder may upload one (1) file in response to the Bid Factor and upload the rest of the documents using the Upload File button on the Submit Online Response page.

• In order to officially submit a Bid response, the Bidder must click submit.

2.4.2 HARD COPY SHEET SUBMITTAL

Proposers still have the option to mail or otherwise provide a hard copy Proposal when responding to this RFP. If your company elects to do so (instead of the electronic proposal option described above), Proposer must submit an original and seven (7) copies, clearly labeled as such, of its Proposal document for a total of eight (8) hard copies and one electronic version compatible with the Microsoft Office standard desktop tools, on a flash drive of all materials required for acceptance of its Proposal by the deadline shown below.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time. While hard copy (paper) proposals will still be allowed in response to the Portal’s sourcing events, the State has no liability for errors made in inputting any information submitted via a paper proposal.

Attachment A - Cost Sheet must be sealed and submitted as a separate part of the Proposal.

No mention of data within the Cost Sheet is permissible in the response to any other section of the Proposal.

All materials required for acceptance of the Proposal must be sent to:

Proposals must be received by the above office no later than 2:00 p.m. CT on July 10, 2025. All Proposals must be date and time-stamped in by the Wisconsin eSupplier Portal (electronic) or by the State (hard copy) on or prior to the stated opening date and time. Proposals not so stamped will be considered late and rejected. Receipt of a Proposal by the State mail system does not constitute receipt of a Proposal by the State Bureau of Procurement for purposes of this RFP.

All Proposals must be packaged, sealed and show the following information on the outside of the package:

• Proposer’s (Company) Name and Address

• RFP #28444-CT Employee Assistance Program (EAP) Services – Statewide

• Chris Tucker, Procurement Specialist

• Due: 07/10/2025 by 2:00 p.m. CT

2.4.2.1 Hard Copy Proposal Submittal

Proposers responding to this RFP in hard copy format must comply with the following format requirements. The State reserves the right to exclude any responses from consideration which do not follow the required format as described below.

A proposal submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the decision as to the prices being offered in the proposal or, by a person who has been authorized in writing to act as an agent for the person responsible for the decision on pricing. If applicable, indicate that the Proposal is being submitted by a Wisconsin certified MBE or DVB.

By submitting a signed proposal, the proposer's signatories certify that in connection with this procurement:

United States Postal Service Courier or Hand Delivery Chris Tucker Chris Tucker Department of Administration Department of Administration State Bureau of Procurement State Bureau of Procurement PO Box 7867 101 East Wilson Street, 6th floor Madison, WI 53707-7867 Madison, WI 53703-3405

• The proposer's organization or an agent of the organization has arrived at the prices in its proposal without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition.

• The prices quoted in the proposal have not been knowingly disclosed by the proposer's organization or by any agent of the proposer's organization and will not be knowingly disclosed by the same, directly or indirectly, to any other respondent or to any competitor.

• No attempt has been made or will be made by the proposer's organization or by any agent of the Proposer's organization to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition.

Proposals must be typed and submitted on 8.5 by 11-inch paper and bound securely. Proposals must be organized and presented in the order and by the numbers assigned in the RFP.

Proposals must be organized in the following section number and subsection numbers.

TAB 1 - Response to Mandatory Requirements (Section 4.0):

TAB 2 - Response to Technical Requirements (Section 5.0 and 6.0): Provide a point-by-point response to each requirement listed in Section 5 of this RFP. Responses must be in the same sequence and numbered as they appear in this RFP.

TAB 3 - Required Forms (Section 10.0)

2.4.3 COST SHEET SUBMISSION

Electronic Cost Sheets must be submitted in accordance with the online instruction in the Wisconsin eSupplier Portal.

For hard copy proposal submissions, Proposers must submit an original plus one (1) hard copy (total of 2) and one (1) electronic version in Microsoft Excel, on a flash drive. PDF documents are not permitted for the Cost Sheet. Provide all cost information on Attachment A - Cost Sheet, according to the instructions provided. Include all costs for furnishing the product(s) and/or service(s) included in this proposal. Identify all assumptions. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal.

The Cost Sheet must be sealed and submitted as a separate part of the Proposal.

No mention of the Cost Sheet is permissible in the response to any other section of the RFP.

The outside of the envelope must be clearly labeled on the outside of the package as follows:

• Proposer’s (Company) Name and Address

• COST SHEET for Employee Assistance Program RFP #28444-CT

• Chris Tucker

• Due: July 10, 2025 by 2:00 p.m. CT

The Cost Sheet must be packaged, addressed and sealed in the same manner as described above. The Cost Sheet is due to the addressee on the same date and time previously mentioned. The electronic Cost Sheet must be an individual file on the flash drive.

Faxed and e-mailed Proposals are not accepted.

Proposals that arrive unpackaged or unsealed must not be accepted.

2.5 Hand Delivered Proposals

All responses must be received and time-stamped at the above location no later than July 10, 2025 at 2:00 pm CT. The Department of Administration, at 101 E. Wilson St., Madison, has a security checkpoint on the first-floor lobby. All visitors are required to provide current identification and sign in for a visitor’s pass. Security personnel will contact the intended Procurement Specialist/Contract Manager, to have them come to the lobby to date stamp the RFP. It is highly recommended, if hand delivering a proposal, to email Chris Tucker, the Contract Manager, at chris.tucker@wisconsin.gov, no less than 48 hours prior to the RFP due date.

Include in the email subject line, the following information: RFP 28444-CT, Hand Delivery of Proposal. In the email, include the date and approximate time the proposal will be delivered.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time. Hard copy Proposals will still be allowed in response to the RFP.

However, the State has no liability for errors made in entering any information into the eSupplier Portal as submitted via hard copy.

2.6 PRESENTATIONS; DEMONSTRATIONS

Top scoring Proposer(s) based on an evaluation of the written Proposal may be required to participate in a presentation and/or demonstration to support and clarify Proposal(s), if requested by the State. The presentations and/or demonstrations will be scheduled and held after receipt of the Proposals to provide an opportunity for the Proposer to clarify its Proposal and for the evaluation committee to ask questions. Proposer representative(s) attending the oral presentation or demonstration shall be technically qualified to respond to questions related to the Proposal and its components. The State will furnish specific details concerning the presentations or demonstrations and any required materials at the time it notifies Proposers of the presentation schedule.

The State shall make every reasonable attempt to schedule each presentation at a time and location agreeable to the Proposer. The State requires that those individuals designated by the Proposer as key personnel attend the presentation in person. Failure of a Proposer to interview or permit a site visit on the date scheduled may result in rejection of its Proposal.

2.7 MULTIPLE PROPOSALS

Multiple Proposals from a Proposer will be permissible; however, each Proposal must conform fully to the requirements for proposal submission. Each Proposal must be submitted separately and clearly labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

2.8 WITHDRAWL OF PROPOSALS

The Proposal shall be irrevocable until Contract award unless the Proposal is withdrawn. A Proposer may withdraw a Proposal in writing at any time up to the Proposal closing date and time or upon expiration of 180 days after the due date and time if received by the Procurement Manager. To accomplish this, the written request must be signed by an authorized representative of the Proposer and submitted to the Procurement Manager. If a previously submitted Proposal is withdrawn before the Proposal due date and time, the Proposer may submit another Proposal at any time up to the Proposal closing date and time.

2.9 LATE PROPOSALS

Any responses received after the time specified in Section 2.4 SUBMITTING THE PROPOSAL shall not be reviewed.

3 PROPOSAL SELECTION AND AWARD PROCESS

This section explains how proposals will be accepted, evaluated, and how the State will engage in negotiations if it opts to do so.

3.1 PRELIMINARY EVALUATION

All Proposals will be reviewed initially to determine if Proposal submission requirements are met (see RFP Section 2, Preparing and Submitting a Proposal). Failure to meet a proposal submission requirement may result in the rejection of the Proposal.

In the event there is an individual mandatory requirement that no Proposer is able to meet, the State reserves the right to eliminate that individual mandatory requirement; in such case, the State shall continue the evaluation of Proposals and select the Proposal that most closely meets the remaining requirements specified in the RFP.

3.2 EVALUATION COMMITTEE

An evaluation committee for this RFP shall consist of individuals who, in the State’s sole judgment, possess specific knowledge and skills essential to the RFP evaluation. The evaluation committee participates fully in the evaluation process, including reviewing and scoring Proposals. Subject Matter Experts (SMEs) may be used to provide additional expertise (e.g.

technical and functional subject matter expertise, administrative and procurement knowledge) to the evaluation committee. SMEs are non-scoring individuals or an ad/hoc group that serves only as technical advisors to the evaluation committee.

3.3 ACCEPTED PROPOSALS

An evaluation committee will evaluate and score all accepted Proposals against predetermined criteria. A uniform selection process, as outlined in this section, will be used to evaluate all Proposals using a point system. Proposers are advised that responses to requirements should clearly and completely describe how its services and products will meet those requirements.

Failure to demonstrate in the Proposal response that the Proposer can meet the requirements stated may cause the rejection of the Proposal.

The committee may review references, request presentations and demonstrations, and use those results in scoring the Proposals. Evaluation and selection of the Contractor, as well as any subsequent negotiations, will be based on the information submitted in the Proposals, references, requested presentations, and product and service demonstrations.

The State reserves the right to obtain additional information concerning any Proposer or Subcontractor associated with or named in the response to this RFP and to consider this information in evaluating the Proposer's Proposal.

3.4 EVALUATION CRITERIA

Accepted Proposals shall be reviewed by the evaluation committee and scored against the stated criteria. Proposers shall not contact any member of an evaluation committee. Evaluation points given by each evaluator shall be summed and divided by the number of evaluators to compute an average score for each Proposal. Cost Sheet information shall not be available to the Evaluation Committee during the requirements evaluation phase.

Proposals will be scored in the following areas.

RFP SECTION AND

DESCRIPTION POINTS AVAILABLE WEIGHT % (ROUNDED)

General Proposal Requirements 645 29.6%

Technical Requirements 1335 61.2% Cost 200 9.2%

TOTAL 2180 100%

The points stated above are the maximum amount awarded for each category.

The results of oral presentations or demonstrations (if required) shall be used to clarify and substantiate information in the written Proposals and may be considered when scoring the responses to the general and technical requirements in the RFP. Reference checks will be used to substantiate information in the written proposals. The reference check results may be considered when scoring the responses to the general and technical requirements in the RFP.

Cost Sheet Cost Sheets will be scored as follows:

The lowest Cost Sheet shall receive the maximum number of points available for the cost score.

Other Cost Sheets shall receive prorated scores based on the lowest Cost Sheet.

The formula would be as follows:

Lowest Total Cost Sheet (constant) x Maximum points given to cost = Cost score

Proposer’s Total Cost Sheet (Proposal being scored is denominator)

General, Technical, and Cost Score Total The final average points received from a Proposal’s General Requirements and Technical Requirements will be subtotaled and added to the final Cost Sheet score. In the event of a best and final, only those Proposers in the best and final process will be included in the calculation.

The final total score (General, Technical, and Cost) may be weighted per RFP Section 3.5.

3.5 PROPOSER REFERENCES

Proposers must include in their responses three (3) references for organizations similar in size and scope to the State for whom your company has provided EAP services within the past five (5) years. Proposers are required to include government customers with similar service scope, size, and complexity.

For each reference, complete the requisite information on DOA-3832 Bidder Required Form.

The evaluation committee will determine which, if any, references are contacted. The results of any reference checks may be used when scoring the Proposal. The State will use reference information to validate information provided in response to the RFP; therefore, the relevancy of the experience, compatibility of the experience to this RFP, and the performance record of the experience is essential. The State reserves the right to verify all submissions and perform further background checks of experience and performance. The State or Evaluation Committee may contact one or more references that have been provided by the Proposer or other sources that may not have been named by the Proposer, but can assist in determining performance.

3.6 SUPPLIER DIVERSITY

Proposals from certified Minority Business Enterprises (MBE) or Disabled Veteran-owned Businesses (DVB) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (s. 16.75 (3m), Wis. Stats., 2001-02).

3.6.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration.