Amendment 1.doc

State of South Carolina Request for Proposal Amendment 1 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400021414 06/14/2021 Elizabeth M. Muenzenberger 803-898-1844 Elizabeth.M.Muenzenberger@dss.sc.gov SC Department of Social Services Attn: Procurement Office, Room 421 1535 Confederate Drive Columbia SC 29201

DESCRIPTION: Employee Assistance Program (EAP)

USING GOVERNMENTAL UNIT: South Carolina Department of Social Services

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 6/24/2021 2:00 PM (See "Deadline for Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 06/03/2021 4:00 PM (See "Questions from Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: One Original and One Redacted copy submitted online. If submitting on paper, one Original (hard copy) and one Redacted Copy (marked “Redacted”).

Initial here if NO redacted copy is necessary _______ (See Section II A “Submitting Confidential Information” clause, and Section IV “Submitting Redacted Offers” clause.)

CONFERENCE TYPE: Pre-Proposal

DATE & TIME: 06/03/2021 10:00 AM

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Phone Conference

Call 1-800-753-1965 to access the meeting.

Enter 898-7402 when asked for the access code.

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________ ___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause) _________________________________________________ Area Code - Number - Extension Facsimile _________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause) ____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses) ____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009) Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply. See SC Consolidated Procurement Code Reference 11-35-1524 (E) (2) N/A In-State Office Address same as Home Office Address N/A In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1] Responses to Written Questions Received

1. On page 26, Section V. Qualifications – Required Information (Modified) – Item (a) – We would like to request that financial statements for our subcontractors not be required for the purpose of this proposal. We are prepared to submit our financial statements and would like this to satisfy the requirement of demonstrating our financial capacity.

Response: It is not a requirement to submit financial statements for subcontractors for this solicitation.

2. Why is SC Dept of SS going out to bid for an EAP?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services.

3. Is the effective date flexible? i.e. to start 8/1/21 or 9/1/21 vs. starting 8/11/21?

Response: As listed on Page 4, the anticipated start date of this contract will be 8/11/2021.

4. What are SC Dept of SS’s top three cost drivers?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS.

5. How does SC Dept of SS currently communicate their benefits with their members?

Response: Email, Internal Website and Newsletters.

6. When are you aiming to have all vendor questions Responded and posted by?

Response: Please refer to Page 5, Amendments to Solicitation.

7. Why is the South Carolina Department of Social Services out to bid?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services.

8. Who is the current vendor?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

9. Where is the satisfaction level with the incumbent provider?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

10. Have there been any service issues? If so, please explain.

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

11. How long has SCDSS been with this vendor?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

12. What would the group like to see stay the same in bringing a new vendor partner on board and what would the group like to see differently from a new vendor partner?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

13. Does the current program allow for legal, financial, childcare, eldercare, and personal convenience assistance?

a. How are these services being administered? Through a website or can employees call and speak to lawyers, financial professionals for example?

b. Are the childcare, eldercare services self-service or does the program provide research and referrals?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

14. Regarding trainings, how many onsite training hours are currently included in the program?

a. How many were used last year?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

15. In the same vain, for critical incidents (i.e. a natural disaster, ee fatality, layoffs, etc.) what type of support does the current program allow for?

a. How many annual onsite hours are built in?

b. How many events did you have last year?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

16. What is the current rate on the program?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

17. What has utilization looked like for the current program?

a. Are you satisfied with the program utilization?

b. Can you provide a copy of a most recent utilization report?

c. Does the current provider offer monthly utilization reporting?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

18. Is there a tobacco cessation program included with the current EAP?

a. Is this program included in the current program price? If not, what is the program price for this?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

19. Considering the pandemic and our clients having so much more on their plates we’re currently offering to provide references upon being named a finalist, would this be acceptable to SCDSS?

Response: SCDSS is asking for a description of two projects and contract information as part of the evaluation. A list of reference contact information is requested.

20. Will electronic signatures be accepted on all required forms for the online submission?

Response: Electronic Signatures are accepted.

21. Please specify what the Agency is seeking for the Annual Tobacco Cessation program and Annual Healthy Living Program scheduled in coordination with SCDSS’ OHR.

Response: Webinars, articles, and information available online, in-person support group options that the employees may participate in on their own, or both.

22. 3.3.3. We provide a confirmed referral to a local provider within 2-3 business days for standard clinical cases and sooner for urgent cases. The member is then responsible for calling the referred provider to schedule the appointment at a convenient date/time. Does this process meet the Agency’s requirement to provide assessment and counseling sessions at non-SCDSS locations no later than seventy-two hours after an employee requests services?

Response: Contractor shall schedule an appointment for the employee within 72 hours of the initial call. Employees can change the appointment if needed.

23. Would the Agency be open to utilizing Webinars for employee and supervisor orientation and training sessions as required in 3.6?

Response: Yes. Employees must be able to access the webinar after the initial presentation – in case they missed it.

24. Who is the Agency’s Medical Plan Provider and is the plan self-funded?

Response: State Health Plan/Blue Cross Blue Shield is offered to all S.C. state employees. The state health plan is self-funded. For more information, visit https://www.peba.sc.gov/benefits

25. For the Section III response under Technical Approach, may vendors respond to each bolded heading 3.1-3.9 ensuring adequate information on how we will meet the requirements included in the sub requirements sub requirements or must a response be provided for each heading and sub requirement i.e. 3.6, 3.6.1, 3.6.2, etc.?

Response: Offerors may opt to do either, however, the evaluation panel can and only evaluate the information provided to them in the offer. SCDSS may consider offers that do not address each item in the scope or work, regardless of format, non-responsive.

26. Could the State clarify if call center staff and/or Account Manager supporting this contract are required to be Certified Employee Assistance Professionals (CEAPs), or is this preferred?

Response: CEAPs is preferred but not necessary for call center staff and Account Manager supporting this contract. Staff must have adequate training for these positions.

27. Can the State clarify if they require that all providers who deliver the face to face sessions to be CEAP certified? There are only 30 Certified Employee Assistance Professionals (CEAPs) in the entire State of SC which would limit the number of providers available to provide support.

Response: No, the state does not require that all providers who deliver the face to face sessions are to be CEAPs certified.

28. 3.3.2 - Could the State clarify the request for in-person site visits and consultation services? How frequently is this service provided? Is advance notice provided to allow vendors to fulfill the request?

Response: Virtual meetings are approved.

29. 3.3.12 – Regarding the requirement to provide on/off-site assistance with management referrals. Could the State provide an example of the type of on-site assistance provided and the frequency of such requests?

Response: Consultation will be conducted via telephone.

3.4.3 - Could the State provide information on the scope related to reviewing and monitoring progress of referrals beyond the EAP? Is this for all referrals or management referred employees?

Response: Contractor must follow up in 3 months and if the employee’s issue has been resolved within the 6 sessions.

30.

Could the State provide program utilization for the past two years, including critical incident support and trainings?

Response: Please refer to Page 4, Section I: Scope of Solicitation, Acquired Services. This is a new program with SCDSS and there is no historical data available.

31.

Please confirm that this proposal should be submitted using the State’s online procurement system.

Response: Please refer to Page 12, Vendor Registration Mandatory (Jan 2006) and Page 13, On-Line Bidding Instructions (Mar 2015)

CHANGES

1. The following clause is added to the SECTION VIIB of Request for Proposals 5400021414

CONTRACTOR’S LIABILITY INSURANCE - GENERAL (MODIFIED)

(a) Without limiting any of the obligations or liabilities of Contractor, Contractor shall procure from a company or companies lawfully authorized to do business in South Carolina and with a current A.M. Best rating of no less than A: VII, and maintain for the duration of the contract, insurance against claims for injuries to persons which may arise from or in connection with the performance of the work and the results of that work by the contractor, his agents, representatives, employees or subcontractors.

(b) Coverage shall be at least as broad as:

(1) Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal and advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, the general aggregate limit shall be twice the required occurrence limit. This contract shall be considered to be an “insured contract” as defined in the policy.

(c) Every applicable Using Governmental Unit, and the officers, officials, employees, and volunteers of any of them, must be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used.

(d) For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance as respects the State, every applicable Using Governmental Unit, and the officers, officials, employees, and volunteers of any of them. Any insurance or self-insurance maintained by the State, every applicable Using Governmental Unit, or the officers, officials, employees, and volunteers of any of them, shall be excess of the Contractor’s insurance and shall not contribute with it.

(e) Prior to commencement of the work, the Contractor shall furnish the State with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this section. All certificates are to be received and approved by the State 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 State reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by this section, at any time.

(f) Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. In addition, the Contractor shall notify the State immediately upon receiving any information that any of the coverages required by this section are or will be changed, cancelled, or replaced.

(g) Contractor hereby grants to the State and every applicable Using Governmental Unit a waiver of any right to subrogation which any insurer of said Contractor may acquire against the State or applicable Using Governmental Unit by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the State or Using Governmental Unit has received a waiver of subrogation endorsement from the insurer.

(h) Any deductibles or self-insured retentions must be declared to and approved by the State. The State may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

(i) The State reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

[07-7B056-2]

END OF AMENDMENT ONE