Amendment 1.docx

SAP

State of South Carolina

Request for Proposal Amendment 1 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400019325 03/02/2020

MICHELE MAHON, CPPB

803-896-9068 Michele.Mahon@schousing.com SC State Housing Authority Attn: Procurement Director 300-C Outlet Pointe Blvd.

Columbia SC 29210

DESCRIPTION: Employee Assistance Program (EAP)

USING GOVERNMENTAL UNIT: SC Housing, Finance & Development Authority

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

SUBMIT OFFER BY (Opening Date/Time): 03/18/2020 15:00:00 (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: Deadline for Questions has passed (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: Two (2) online submissions – One (1) Original and One (1) Redacted Copy. 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: Not Applicable

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Not Applicable

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 sixty (60) 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)

AMENDMENTS TO SOLICITATION (JANUARY 2006): (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.

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATINO OR CHAGNES RESULTING FROM QUESTIONS WILL BE SHOWIN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLEY TO PROVIDE A CROSS-REFERENCE TO THE POTENITAL OFFERER THAT SUBMITTED THE QUESTIONS. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPON” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICTIATN IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISION. STRIKEN TEXT IS DELETED.

Change to Opening Date:

The original Opening Date on the Cover Page was 03/13/2020 at 15:00:00. The new Opening Date on the Cover page has been changed from 03/13/2020 15:00:00 to 3/18/2020 15:00:00.

The following are the State’s response to Questions:

1. Who is the current EAP provider and how long have they been providing services to the organization?

A. Quantum Health Solutions of Florida.

2. Confirm that pricing should be based on 140 employees.

A. Confirmed

3. SOW: Provide a minimum of three (3) pre-paid confidential assessment and therapeutic counseling and/or treatment sessions. For cases that present with issues that are outside of the scope of EAP and require longer-term treatment, please confirm that the organization will not require three sessions through the EAP prior to being transitioned to the member’s medical plan or community resources for the necessary support.

A. An initial intake is required. SC Housing confirms that issues outside of the scope of EAP and require longer-term treatment will not require three sessions through the EAP prior to being transitioned to the member’s medical plan or community resources for the necessary support.

4. Please provide the current rate and a rate history throughout the contract term for the EAP.

A. This information is unavailable.

5. How many hours of the following services are included within the current EAP contract per year?

· Onsite training/orientation/educational seminars

· Onsite health fair/event participation

· Onsite critical incident response

· Webinar training

A. This information is unavailable.

6. How many total hours of the following services were utilized in each of the last two (2) years?

· Onsite training/orientation/educational seminars

· Onsite health fair/event participation

· Onsite critical incident response

· Webinar training

A. Refer to Question 5.

7. Please provide copies of 2018 and 2019 EAP utilization reports. If reports are not available, please provide the following for each of the last 2 years:

· Number of employees on which the report is based

· Total number of clinical cases

· Total number of work-life cases

· Total number of clinical sessions

A. Refer to Question 5.

8. Please provide insight into the condition of the workforce. Are there specific issues facing your workforce (i.e. stress, morale, etc.) and HR? Have there been any major events in the last year (i.e. reductions in force, critical incidents, etc.)?

A. This information will be available to the Awardee at the initial kick-off meeting.

9. Please provide an employee zip code census so we may run a GeoAccess provider coverage report.

A.

10. What will be required of the clients we list as references? Will you conduct a telephone interview, require a written reference response, etc.?

A. It can be either telephonic or written.

11. Who is your health plan provider and is the plan self-funded?

A. BlueCrossBlueShield of South Carolina State Health Plan is the agency healthcare providers. The State funds the plan.

12. On a scale of 1-5 with 5 being the highest, how would you rate your current vendor?

A. No response.

13. SOW: Routine appointments scheduled within three (3) business days and urgent appointments scheduled within forty-eight (48) hours. Most EAPs provide a confirmed referral to a local affiliate provider within the stated timeframes. The member is then responsible for calling the referred provider directly to schedule an appointment at a time that is convenient for him/her. Is this process sufficient to meet this scope of work requirement?

A. Yes.

14. On-site grief counseling, Return to Work, Aftercare, and Eldercare are listed under support services without a description. Will you please describe the service levels required?

A. Refer to Modifications Section below.

15. Required Qualifications: An active specialty credential, such as the Certified Employee Assistance Professional (CEAP). We have staff clinicians and affiliate providers that hold specialty credentials such as CEAP, but not ALL of our providers hold this specific credential. Is this sufficient to meet the requirement?

A. See Modifications Section below.

16. Requirement: A list of every business for which Offeror has performed, at any time during the past three (3) years, services substantially similar to those sought with this solicitation. Many of our clients have a confidentiality clause within their contracts prohibiting us from disclosing their names in proposals and other marketing material. Therefore, we will be able to provide a cross-section of clients, but not our entire client list. Is this acceptable?

A. No. Please refer to Section IV. INFORMATION FOR OFFERORS TO SUBMIT, SUBMITTING REDACTED OFFERS (MAR 2015), where it explains how to protect confidential information.

17. Are you requiring vendors to include their last 2 years’ financial statements with their proposals?

A. No, the state “may request” financial statements, please refer to QUALIFICATIONS -- REQUIRED INFORMATION (MAR 2015) Item #2.

18. Please confirm that we must upload 1 original and 1 redacted copy of the Technical Proposal and 1 original and 1 redacted copy of the Business-Price Proposal in the online system.

A. Confirmed.

19. If we are not marking any portion of our proposal confidential, is the redacted copy required?

A. Refer to the solicitation cover page where it states “initial if no redacted copy is necessary”.

20. Provide detailed information around the following programs: Annual Alcohol and Substance Abuse Awareness program, Annual Tobacco Cessation program, and Annual Healthy Living (Wellness-oriented) program including program descriptions, expectations, the types of materials included/events conducted, and the number of hours of onsite service provided in each of the last three (3) years for each of the programs.

A. The state is requesting information regarding the Offeror’s programs. SC Housing information for the past three (3) years is not available.

21. The RFP states that SC Housing receives a twelve (12) hour bank of customized training hours (on-site or web-based) per year. Are the following mentioned trainings included within this 12-hour bank?

· Provide an initial informational session regarding EAP services to employees. Employee training should consist of a briefing on-site regarding EAP policies and procedures in coordination with SC Housing’s OHR. This may include participation at monthly orientation sessions for new employees, benefits/ health fairs and employee activity presence.

· Contractor may be required to attend additional trainings or orientation sessions as necessary.

· Train and consult with supervisors and managers regarding EAP procedures and referral techniques within two (2) months of implementation date and upon request (no more than four (4) a year) thereafter for the duration of the Contract. Supervisory training shall include an annual series of workshops to review EAP policies and techniques for referral, provide updates as necessary, and orientation for new supervisors, as requested by SC Housing’s OHR.

22. Are you looking for a traditional EAP (<$1 PEPM) or are you looking for enhanced "innovative" services?

A. SC Housing is seeing more enhanced “innovative” services.

MODIFICATIONS - THE SOLICITATION IS AMENDED AS PROVIDED HEREIN:

On Pages 15 & 16, Section III., SCOPE OF WORK/SPECIFICATIONS Services, Legal and Financial Services and Other Support Services state:

Services

Contractor must:

· Provide assessment/counseling sessions at a non-SC Housing location, unless otherwise specified, no later than seventy-two (72) hours after a request for services by an employee or his/her dependents/household members or a referral from OHR, except in emergency situations.

· Respond to emergencies after hours. In such emergencies, Contractor shall provide assessment/counseling services within two (2) hours of notification.

· Provide an interactive web-based tool for use by employees and eligible dependents/household members available 24/7 x 365, to include educational information and resources as well as online seminars.

· Provide bilingual staff and interpreters/translators when needed. Provide access to services for the hearing, visually and mobility impaired.

· Verify that the person receiving services through the EAP is a SC Housing employee or his/her dependent/household member.

· Maintain the confidentiality of client records.

· Obtain all employee releases of privacy and acknowledgements required to share information with SC Housing’s OHR.

· Maintain professional partnerships with subject matter experts to provide support for advice and consultation services. Other subject matter experts should include, but not be limited to, Law Enforcement and the South Carolina Vocational Rehabilitation Department.

· Be familiar and well-networked with major health care providers, including, but not limited to, State Health Plan, Blue Cross Blue Shield, TRICARE, the Standard, and others.

· Develop and implement outreach efforts, including group meetings and written materials, to inform and educate SC Housing employees regarding EAP services available through the program.

· Provide an initial informational session regarding EAP services to employees. Employee training should consist of a briefing on-site regarding EAP policies and procedures in coordination with SC Housing’s OHR. This may include participation at monthly orientation sessions for new employees, benefits/health fairs and employee activity presence.

· Contractor may be required to attend additional trainings or orientation sessions as necessary.

· Provide monthly electronic management newsletters and electronic employee newsletters. Contractor must also provide posters of services to be placed in office locations as well as descriptive brochures of services and wallet cards for OHR to disseminate to employees. All materials must be approved by OHR prior to use.

· Provide an annual Alcohol and Substance Abuse Awareness program.

· Provide an annual Tobacco Cessation program.

· Provide an annual Healthy Living (Wellness-oriented) program.

· Train and consult with supervisors and managers regarding EAP procedures and referral techniques within two (2) months of implementation date and upon request (no more than four (4) a year) thereafter for the duration of the Contract. Supervisory training shall include an annual series of workshops to review EAP policies and techniques for referral, provide updates as necessary, and orientation for new supervisors, as requested by SC Housing’s OHR.

· Hold quarterly meetings with SC Housing’s OHR to address policies, problems, processes or other issues involving the program’s services. These meetings may be by phone or in-person at SC Housing’s OHR’s discretion. Meetings that are more frequent may be necessary at the request of SC Housing.

· Proposed issue resolution process to include a defined mechanism in which concerns may be elevated within the chain of command for review and resolution.

· Must submit the revised work plan to SC Housing for review and approval within ten (10) business days of the kick-off meeting. Implementation of Contract must not begin prior to SC Housing approval of the work plan.

· Must submit a written report of program progress to SC Housing every two (2) weeks during the Implementation Phase. The progress report must specify accomplishments during the report period in a task-by-task format, including personnel hours expended, whether the planning tasks are being performed on schedule and any administrative problems encountered and are due by the close of business each Friday.

Legal and Financial Services:

· Minimum one (1) free 30 minute legal consultation with licensed (SC) attorneys

· Reduced legal fees on additional legal services

· Minimum one (1) free 30 minute financial planning consultation with a licensed financial planner

· Identity Theft Counseling

· One simple will at no cost

· On-site grief counseling

Other Support Services:

· Return to Work

· Aftercare

· Eldercare

This section has been modified as follows:

Services

Contractor must:

· Provide assessment/counseling sessions at a non-SC Housing location, unless otherwise specified, no later than seventy-two (72) hours after a request for services by an employee or his/her dependents/household members or a referral from OHR, except in emergency situations.

· Respond to emergencies after hours. In such emergencies, Contractor shall provide assessment/counseling services within two (2) hours of notification.

· Provide an interactive web-based tool for use by employees and eligible dependents/household members available 24/7 x 365, to include educational information and resources as well as online seminars.

· Provide bilingual staff and interpreters/translators when needed. Provide access to services for the hearing, visually and mobility impaired.

· Verify that the person receiving services through the EAP is a SC Housing employee or his/her dependent/household member.

· Maintain the confidentiality of client records.

· Obtain all employee releases of privacy and acknowledgements required to share information with SC Housing’s OHR.

· Maintain professional partnerships with subject matter experts to provide support for advice and consultation services. Other subject matter experts should include, but not be limited to, Law Enforcement and the South Carolina Vocational Rehabilitation Department.

· Be familiar and well-networked with major health care providers, including, but not limited to, State Health Plan, Blue Cross Blue Shield, TRICARE, the Standard, and others.

· Develop and implement outreach efforts, including group meetings and written materials, to inform and educate SC Housing employees regarding EAP services available through the program.

· Provide an initial informational session regarding EAP services to employees. Employee training should consist of a briefing on-site regarding EAP policies and procedures in coordination with SC Housing’s OHR. This may include participation at monthly orientation sessions for new employees, benefits/health fairs and employee activity presence.

· Contractor may be required to attend additional trainings or orientation sessions as necessary.

· Provide monthly electronic management newsletters and electronic employee newsletters. Contractor must also provide posters of services to be placed in office locations as well as descriptive brochures of services and wallet cards for OHR to disseminate to employees. All materials must be approved by OHR prior to use.

· Provide an annual Alcohol and Substance Abuse Awareness program.

· Provide an annual Tobacco Cessation program.

· Provide an annual Healthy Living (Wellness-oriented) program.

· Train and consult with supervisors and managers regarding EAP procedures and referral techniques within two (2) months of implementation date and upon request (no more than four (4) a year) thereafter for the duration of the Contract. Supervisory training shall include an annual series of workshops to review EAP policies and techniques for referral, provide updates as necessary, and orientation for new supervisors, as requested by SC Housing’s OHR.

· Hold quarterly meetings with SC Housing’s OHR to address policies, problems, processes or other issues involving the program’s services. These meetings may be by phone or in-person at SC Housing’s OHR’s discretion. Meetings that are more frequent may be necessary at the request of SC Housing.

· Proposed issue resolution process to include a defined mechanism in which concerns may be elevated within the chain of command for review and resolution.

· Must submit the revised work plan to SC Housing for review and approval within ten (10) business days of the kick-off meeting. Implementation of Contract must not begin prior to SC Housing approval of the work plan.

· Must submit a written report of program progress to SC Housing every two (2) weeks during the Implementation Phase. The progress report must specify accomplishments during the report period in a task-by-task format, including personnel hours expended, whether the planning tasks are being performed on schedule and any administrative problems encountered and are due by the close of business each Friday.

Legal and Financial Services:

· Minimum one (1) free 30 minute legal consultation with licensed (SC) attorneys

· Reduced legal fees on additional legal services

· Minimum one (1) free 30 minute financial planning consultation with a licensed financial planner

· Identity Theft Counseling

· One simple Will at no cost

· On-site grief counseling

Offeror shall explain Other Support Services it provides to be requested, if needed, at an additional cost for service, including but not limited to:

Other Support Services:

· On-site grief counseling

· Return to Work

· Aftercare

· Eldercare

Implementation:

Contractor must provide the following services prior to the Contract go-live date. The go-live date will be determined at the initial kick-off meeting.

· Provide an initial informational session regarding EAP services to employees. Employee training should consist of a briefing on-site regarding EAP policies and procedures in coordination with SC Housing’s OHR. This may include participation at monthly orientation sessions for new employees, benefits/health fairs and employee activity presence.

· Train and consult with supervisors and managers regarding EAP procedures and referral techniques within two (2) months of implementation date and upon request (no more than four (4) a year) thereafter for the duration of the Contract. Supervisory training shall include an annual series of workshops to review EAP policies and techniques for referral, provide updates as necessary, and orientation for new supervisors, as requested by SC Housing’s OHR.

On Page 20 Section V. QUALIFICATIONS - SPECIAL STANDARDS OF RESPONSIBILITY (MOD) Item A. 1. b., the original solicitation states:

b. An active specialty credential, such as the Certified Employee Assistance Professional (CEAP).

Page 20, Section V. QUALIFICATIONS - SPECIAL STANDARDS OF RESPONSIBILITY (MOD) Item A. 1. b. has been modified as follows:

b. An active specialty credential, such as the Certified Employee Assistance Professional (CEAP) or at least three (3) years working with a Employee Assistance Program.

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