State of South Carolina

Invitation For Bid

Amendment 1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400022442 02/17/2022

Cheryl Patrick

803-898-1012 cheryl.patrick@scdhhs.gov

SC DHHS

Procurement Office

1801 Main St., 6th Floor

Columbia, SC 29201

DESCRIPTION: Employee Assistance Programs (EAP)

USING GOVERNMENTAL UNIT: SC DHHS

SC Department of Health & Human Services

SUBMIT OFFER BY (Opening Date/Time): 03/01/2022 - 11:00 am (EST) (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 02/10/2022 - 11:00 am (EST) (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1 (One) Online Submission

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

CONFERENCE TYPE: Not Applicable

DATE & TIME:

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

LOCATION: Not Applicable

AWARD &

AMENDMENTS

Award will be posted on 03/17/2022. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

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 thirty (30) 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)

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov mailto:Cheryl.patrick@scdhhs.gov http://www.procurement.sc.gov/

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)

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

Amendment No. Amendment Issue Date

1 2/17/2002

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt

Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) Calendar Days (%)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences. ALL THE PREFERENCES

MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY

ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE

CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU

REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE

PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS

CONSEQUENCES. [11-35-1524(E)(4)&(6)]

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor

Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)).

In-State Office Address same as Home Office Address In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009) End of PAGE TWO http://www.procurement.sc.gov/preferences

AMENDMENT ONE

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]

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN.

INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A

QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED

(SEE ATTACHMENT TITLED: “Q AND A”).

THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL

OFFEROR WHO SUBMITTED THE QUESTION(S).

THE QUESTIONS SUBMITTED DO NOT FORM A PART OF THE CONTRACT.

HOWEVER, THE “STATE’S RESPONSE” DOES.

CHANGES TO THE SCOPE:

Deletions are notated in RED STRIKETHROUGH

Additions are notated in GREEN HIGHLIGHT - attached as a separate spreadsheet

SEE ATTACHMENT TITLED: “Q and A” for Questions received and the subsequent Answers.

THE AWARD WILL BE POSTED ON THURSDAY, MARCH 17, 2022.

III. SCOPE OF WORK/SPECIFICATIONS

1. INTRODUCTION

The South Carolina Department of Health and Human Services (SC DHHS), Human Resources Department is seeking a qualified

Contractor to provide an Employee Assistance Program (EAP) as outlined herein.

SC DHHS estimates the population (Participants) to be served at approximately 2,223 employees located throughout the State of

South Carolina. Numbers may fluctuate based on vacancies and temporary hires.

Services rendered shall be billed as an all-inclusive rate “Per Employee Per Month” (PEPM) at the rate provided by the Offeror in the BIDDING SCHEDULE – (Section VIII of this solicitation).

SC DHHS is issuing this solicitation as an Invitation For Bid - (IFB). This is NOT a Request for Proposal - (RFP).

The Award will be made to the lowest responsible and responsive bidder for the services outlined herein.

HISTORICAL DATA:

Usage of EAP services by SC DHHS personnel/family members (Participants) is noted below per calendar year/per quarter:

1st Quarter 2019 – 4.38%: 2nd Quarter 2019 – 5.32%: 3rd Quarter 2019 – 3.69%: 4th Quarter 2019 – 3.26%:

1st Quarter 2020 – 4.55%: 2nd Quarter 2020 – 3.95%: 3rd Quarter 2020 – 1.80%: 4th Quarter 2020 – 2.32%:

The previous contract expired January 21, 2021.

Blue Cross Blue Shield of South Carolina is the vendor who administers the insurance program for the South Carolina

State Government. The State funds the insurance program.

2. SCOPE OF WORK

It is the intent of SC DHHS to solicit offers from qualified Contractors to implement and direct a comprehensive state-wide EAP for SC DHHS in accordance with all requirements stated herein.

The Scope of Work describes the requirements that offers submitted in response to this solicitation must meet. The Scope of

Work includes basic core services as defined by this solicitation.

By submitting an offer, Contractor affirms its ability to perform the Scope of Work as stated within this solicitation.

SC DHHS reserves the right to consider additional options, through a written change order, as mutually agreed between the

Contractor and SC DHHS, if innovative alternatives are more cost effective and ensure the same or better outcomes with quality results for the program.

EAP service providers shall provide confidential counseling and referral services to participating employees and dependents

(as defined herein) whose work performance and/or emotional well-being may be affected by family problems, financial problems, behavioral problems, physical/emotional issues, and/or alcohol/drugs. The program shall include the following types of referrals: employee self-referral, suggested referral, and supervisory/management job performance referral; however, participation shall be voluntary unless it is a part of a performance, crisis, or disciplinary matter.

The Contractor must ensure all elements of this contract are functional within twenty (20) days after award, unless a longer period of time is agreed upon between the Contractor and SC DHHS Human Resources Department.

SC DHHS is requesting a PEPM all-inclusive rate.

On-site group support sessions will only be required upon special request – such as lay-offs or a critical incident.

ALL costs, as proposed for this Solicitation and as identified in the Scope of Work, shall be all-inclusive.

A. SERVICES

Contractor shall provide three (3) pre-paid confidential assessment and therapeutic counseling and/or treatment sessions annually for each of the following individuals (Participants):

SC DHHS employs: full time equivalents (FTE); temporary grant employees (TGE) and state temporary employees (STE). These are all included in the 2,223 employee population. Family members of these aggregate employees are also eligible for use of potential services. We do not have access to the total number of family members/dependents.

Services shall be made available to the SC DHHS staff/dependents (Participants) as described above.

Participants may access the services voluntarily or be referred by SC DHHS Human Resources Department.

Issues outside of the scope of the EAP, and that require longer-term treatment, may not require three (3) sessions through the

EAP prior to being transitioned to the member’s medical plan or community resources for the necessary support determined to assist the Participant in a resolution.

Contractor shall provide a wide range of counseling and/or consultation services on a statewide basis including, but not necessarily limited to, the following:

• EAP Orientation

• Financial Counseling

• Crisis/Trauma Counseling

• On-site Trauma Counseling

• Grief/Loss Counseling

• Mental Health Checks

• Suicide Prevention Education

• Depression/Anxiety/Stress Management Coaching and Counseling

• Anger Management Counseling

• Discrimination/Harassment Consultation

• Domestic Abuse Counseling

• Elder Care Issues (referrals & general information)

• Furlough/Reduction in Force

• Estate Planning

• Job Accommodation/Disability Assessment

• Individual, Couple, and Family Disputes/Issues

• Job Performance/Behavior

• Workplace Conflict Resolution

• Separation/Divorce Issues

• Manager/Supervisor Training

• Substance Abuse Issues

• Workplace Interventions

• Work Environment Enhancement

• Health & Wellness Education

• Illness Prevention

• Adoption Resources

• Identity Theft Counseling

• Nutritional Coaching

• Return to Work

• Fit for Duty Referrals not currently available through existing State contracts. Existing State contracts may be found using the following link www.procurement.sc.gov

• Legal Assistance

• Covid Related Issues – May include, but are not limited to, mental health concerns and general Covid fatigue issues

• Contractor shall provide an Alcohol and Substance Abuse Awareness program, a Tobacco Cessation program and a

Healthy Living (Wellness-oriented) program scheduled in coordination with SC DHHS Human Resources Department.

B. CONTRACTOR REQUIREMENTS

• The Contractor shall provide proof of liability and malpractice insurance at appropriate levels per incident

($1,000,000.00 minimum) for a program of this size.

• The Contractor shall bill SC DHHS monthly. Monthly rate shall be the PEPM rate per Participant incident to the services. The number of Participants who access the services for any billing month and the PEPM rate must be reflected on the invoice.

• Contractor shall verify that the Participant receiving services through the EAP is a SC DHHS employee or his/her dependent family member.

• Contractor shall maintain the confidentiality of client records. Contractor must ensure no violation of any state, federal or local law, including HIPPA guidelines and ensure there are appropriate safeguards to prevent use or disclosure of all confidential information and materials except as provided by law. Contractor shall ensure all its personnel are aware not to use or disclose confidential information and immediately inform SC DHHS Human

Resources Department of any use or disclosure of confidential information and/or materials. If necessary, Contractor shall obtain any employee releases of privacy and acknowledgements required to share information with an authorized member of SC DHHS Human Resources Department.

• Contractor must provide an interactive web-based tool for use by Participants, available 24 hours a day / 7 days a week, to include educational information and resources, as well as online seminars.

• Contractor shall keep all necessary records, but under no circumstances, shall the Contractor break the confidentiality of Participants except as required by law. Such confidentiality standards shall be similar to those in doctor-patient and lawyer-client relationships. In those instances where an employee voluntarily uses the EAP services, no information regarding the Participant’s engagement can be discussed without the Participant’s written permission.

This does not prevent the Contractor from presenting statistical data relevant to program participation, but such data shall be presented in such a manner that employee identity and confidence shall be protected, except in cases where written consent is given by the Participant to release detailed information. Such statistical reports may be subject to confidential audit. All personally identifiable data must be maintained in a confidential and secure manner within the US for the safety of our employees. Confidentiality, creditability, responsiveness and professionalism are key components of the partnership between SC DHHS and the Contractor.

• In those other circumstances where the employee is referred by management or supervisors because of unsatisfactory performance, the Contractor, with the employee’s consent, may only advise the supervisor as to whether the employee is complying with the Contractor’s recommendations.

• Contractor must train and consult with supervisors and managers regarding EAP procedures and referral techniques within two (2) months of the implementation date and thereafter on a quarterly basis. Supervisory training shall include an annual series of workshops to review EAP policies and techniques for referral, with updates as necessary, and orientation for new supervisors, as requested by SC DHHS Human Resources Department.

• Contractor must develop and implement outreach efforts, including group meetings and written materials, to inform and educate SC DHHS employees regarding EAP services available through the program. Quarterly informational sessions regarding EAP services shall be provided to employees by Contractor upon request by SC DHHS Human

Resources Department within four (4) weeks of request. All sessions shall be planned in accordance with

SC DHHS policies and procedures and coordinated through SC DHHS Human Resources Department. This may include participation at orientation sessions for new employees, Employee Appreciation Events, and employee activities. The Contractor may be required to attend additional trainings or orientation sessions as necessary.

• Contractor must meet at least quarterly or upon request with SC DHHS Human Resources Department to address policies, problems, processes or other issues involving the program’s services. These meetings may be by telephone, via online meeting, or in-person at SC DHHS Human Resources Department’s discretion.

More frequent meetings may be necessary at the request of SC DHHS. In-person meetings shall be at the expense of the Contractor. SC DHHS shall not be billed for any travel costs associated with these meetings.

• Contractor should be familiar with major health care providers, including, but not limited to, the South Carolina

State Health Plan and Blue Cross Blue Shield.

Blue Cross Blue Shield of South Carolina is the vendor who administers the insurance program for the

South Carolina State Government. The State funds the insurance program.

• Contractor must maintain professional partnerships with subject matter experts to provide support for advice given and for consultation services. Other subject matter experts should include, but are not limited to, the South

Carolina Vocational Rehabilitation Department.

• Contractor must incorporate programs supported by the State Public Employee Benefit Authority (PEBA). The website for

PEBA may be found using the following link: https://www.peba.sc.gov

• Offeror shall provide information with their offer:

▪ Confirmation of three (3) years of experience in providing EAP services of similar size and scope as

SC DHHS in public agencies within the State of South Carolina.

▪ Supply three (3) references of government agencies and/or firms for whom Bidder has provided similar services during the last three (3) years (See Attachment A)

• Offeror shall provide information with their bid submittal which confirms it will provide a qualified professional staff that possesses and maintains the following qualifications:

- A minimum of a Master’s degree in Human Services from an accredited institution, such as the Southern Association of Colleges and Schools Commission on Colleges (SACSCOS) and three (3) years of full time experience in the field.

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

- An active clinical license that reflects competency in activities such as individual assessment, short-term problem resolution, crisis intervention, threat of violence and related EAP tasks.

- Appropriate credentials and/or sufficient experience for persons who perform organizational assessment and consultation services.

• Include with your offer a detailed, narrative statement with adequate information to establish that you meet all the requirements stated above. Include all appropriate documentation.

C. KICK-OFF MEETING

Contractor must coordinate a kick-off meeting with SC DHHS within five (5) business days of the effective date of the contract as set forth in the Intent to Award. The kick-off meeting shall consist of the following:

1. Review the project mission.

2. Determine project objectives and approach.

3. Create a work plan.

4. Determine the deliverables and review process.

5. Determine the format and protocol for project status meetings.

6. Determine the format for project status reports.

https://www.peba.sc.gov/

7. Set the schedule for meetings between representatives from SC DHHS and the Contractor to develop the detailed work plan.

8. Define the lines of communication and reporting relationships.

9. Determine the change control process.

10. Pinpoint high-risk or problem areas.

11. Establish a timeline for the project ensuring it is fully operational within twenty (20) days after award, unless an alternate timeline is approved by SC DHHS Human Resources Department.

• Contractor must submit a work plan to SC DHHS for review and approval within ten (10) business days of the kick-off meeting. Implementation of the contract must not commence prior to SC DHHS approval of the work plan.

Contractor is not to begin any work until receipt of an SC DHHS issued Purchase Order.

D. WORK PLAN

Ten (10) days after award, the Contractor shall create a comprehensive work plan that is logical in its sequence of events, including appropriate review time by SC DHHS and sufficient detail for SC DHHS Human Resources Department’s review.

The plan must detail specific time frames, tasks and responsibilities and must be submitted to SC DHHS Human Resources

Department prior to the implementation phase. The work plan shall include, but is not limited to, the following:

1. Project schedule including tasks, activities, activity duration, sequencing and dependencies;

2. Project work plan for each deliverable, including a work breakdown structure.

3. Completion date for each task;

4. Project milestones;

5. Entrance and exit criteria for specific project milestones; and

6. Project organization including a resource plan defining roles and responsibilities of all parties.

E. IMPLEMENTATION PHASE

• Contractor must submit a written update of program progress to SC DHHS every week during the Implementation

Phase, unless alternate frequency demands on progress are mutually agreed to by Contractor and SC DHHS. This phase shall include planning the informational process, training agency managers, and marketing the program to

Participants. 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. The reports are due by the close of business each Friday.

• All aspects of the implementation phase shall be coordinated and approved by SC DHHS Human Resources Department.

F. SERVICE DELIVERY PHASE

• Service Delivery Phase includes reporting utilization, response times and other agreed upon adjustments to best serve SC DHHS.

G. REPORTING

• Contractor shall provide monthly, quarterly and fiscal year end (July 1st thru June 30th) summary statistical reports of program activities and utilization by employees by office location, based on mutually agreed upon criteria no later than the 15th of each month. The statistical reports shall protect the confidentiality of the Participant’s engagement.

Reports shall contain number of Participants seeking assistance, reason category, basic demographics, job class, and number of calls, in-services and referrals.

• Contractor must provide monthly and quarterly status reports identified as deliverables in this solicitation no later than the 15th of each month.

• Contractor must provide fiscal year end (for the period July 1st – June 30th) reports by July 30th of each year, develop program effectiveness criteria within sixty (60) days of contract implementation date, and provide quarterly statistical reports on program operation and progress. The reports must include comparison information from previous quarter and year to date information.

• Utilization Rates – Contractor must provide their book-of-business utilization rates based on employees having at least one face-to-face visit, versus service utilization rates based on employees who simply call in and do not follow through with appointments, and/or who are referred to other places.

• Contractor shall provide periodic satisfaction surveys.

• Contractor must provide ad hoc reports on an as needed basis.

H. PERFORMANCE STANDARDS AND GUARANTEES

The following performance standards and guarantees are effective on the operational start date, unless otherwise specified, and must remain in effect through the contract period. Unless stated otherwise, each performance guarantee must be measured and reported for SC DHHS only (i.e., SC DHHS-specific metrics rather than book-of-business).

At SC DHHS’ option, the accuracy of performance results, performance level, and execution of key expectations may be measured by independent audit.

1. Contractor must provide assessment/counseling sessions no later than twenty four (24) hours after a request for services by a Participant or a referral from SC DHHS Human Resources Department, except in emergency situations. All requests for service shall be documented for SC DHHS; regardless of contact method (online, telephone call, etc.) as evidence of the type of services requested and adherence to these requirements and confirmation the services have been performed.

2. Contractor must provide assessment/counseling services within two (2) hours after a request for services by a Participant or a referral from SC DHHS in an emergency situation. All requests for service shall be documented for SC DHHS; regardless of contact method (online, telephone call, etc.) as evidence of the type of services requested and adherence to these requirements and confirmation the services have been performed.

3. Contractor must submit a written report of program progress to SC DHHS, due by close of business every other Friday during the Implementation Phase. (Note: If a Holiday falls on Friday, the report is due the next business day).

4. Contractor must provide routine status reports by the 15th of the month following the reporting period; and fiscal year end reports by July 30th of each year.

5. Contractor shall attempt follow-up with all Participants accessing services to ensure their satisfaction and successful resolution of the issue. If a Participant is dissatisfied with their original counselor, the

Participant shall be reassigned to a new counselor within twenty-four to forty-eight (24 – 48) hours and credited for the original session. Additionally, Contractor shall provide comprehensive case management follow-up for any Participants referred to the EAP by SC DHHS Human Resources Department due to a job performance concern, etc.

I. END OF CONTRACT DATA TRANSFER

Contractor shall provide a readable version of all data collected for the life of the contract to SC DHHS within thirty (30) days of the contract end date. SC DHHS will work with the Contractor to determine the best way to transfer the data at least ninety (90) days prior to the contract end date.

IV. INFORMATION FOR OFFERORS TO SUBMIT

INFORMATION FOR OFFERORS TO SUBMIT -- GENERAL (MAR 2015)

You shall submit a signed Cover Page and Page Two. If you submit your offer electronically, you must upload an image of a signed Cover Page and Page Two. Your offer should include all other information and documents requested in this part and in parts II.B. Special Instructions; III. Scope of Work; V. Qualifications; VIII. Bidding Schedule/Price Proposal; and any appropriate attachments addressed in Part IX. Attachments to Solicitations. You should submit a summary of all insurance policies you have or plan to acquire to comply with the insurance requirements stated herein, if any, including policy types; coverage types; limits, sub-limits, and deductibles for each policy and coverage type; the carrier's A.M. Best rating; and whether the policy is written on an occurrence or claims-made basis. [04-4010-2]

***Please check the QUALIFICATIONS and SCOPE OF WORK for any other documentation required to be submitted as part of Offeror’s bid response.

A copy of the Bidding Schedule on page 44 of this solicitation document MUST be submitted with the Bid response.

Attachments A and B MUST also be submitted with the Bid response.***

MINORITY PARTICIPATION (DEC 2015)

Is the bidder a South Carolina Certified Minority Business? [ ] Yes [ ] No

Is the bidder a Minority Business certified by another governmental entity? [ ] Yes [ ] No

If so, please list the certifying governmental entity:

Will any of the work under this contract be performed by a SC certified Minority Business as a subcontractor? [ ] Yes [ ]

No

If so, what percentage of the total value of the contract will be performed by a SC certified Minority Business as a subcontractor?

Will any of the work under this contract be performed by a minority business certified by another governmental entity as a subcontractor? [ ] Yes [ ] No

If so, what percentage of the total value of the contract will be performed by a minority business certified by another governmental entity as a subcontractor?

If a certified Minority Business is participating in this contract, please indicate all categories for which the Business is certified:

[ ] Traditional minority

[ ] Traditional minority, but female

[ ] Women (Caucasian females) [ ] Hispanic minorities

[ ] DOT referral (Traditional minority)

[ ] DOT referral (Caucasian female)

[ ] Temporary certification

[ ] SBA 8 (a) certification referral

[ ] Other minorities (Native American, Asian, etc.)

(If more than one minority contractor will be utilized in the performance of this contract, please provide the information above for each minority business.)

The Department of Administration, Division of Small and Minority Business Contracting and Certification, publishes a list of certified minority firms. The Minority Business Directory is available at the following URL:

http://osmba.sc.gov/directory.html [04-4015-3] http://osmba.sc.gov/directory.html

V. QUALIFICATIONS

QUALIFICATIONS OF OFFEROR (MAR 2015)

(1) To be eligible for award, you must have the capability in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance. We may also consider a documented commitment from a satisfactory source that will provide you with a capability. We may consider information from any source at any time prior to award. We may elect to consider (i) key personnel, any predecessor business, and any key personnel of any predecessor business, including any facts arising prior to the date a business was established, and/or (ii) any subcontractor you identify.

(2) You must promptly furnish satisfactory evidence of responsibility upon request. Unreasonable failure to supply requested information is grounds for rejection. (3) Corporate subsidiaries are cautioned that the financial capability of an affiliated or parent company will not be considered in determining financial capability; however, we may elect to consider any security, e.g., letter of credit, performance bond, parent-company corporate guaranty, that you offer to provide. Instructions and forms to help assure acceptability are posted on procurement.sc.gov, link to "Standard Clauses &

Provisions." [05-5005-2]

The Offeror must submit a statement verifying it has been in the EAP business related field for a minimum of three (3) continuous years.

QUALIFICATIONS - SPECIAL STANDARDS OF RESPONSIBILITY (MODIFIED)

This section establishes Special Standards of Responsibility; which are included in the Scope of Work as well.

UNLESS YOU POSSESS THE FOLLOWING MANDATORY MINIMUM QUALIFICATIONS,

DO NOT SUBMIT AN OFFER!!!

Offeror shall provide information with their bid submittal which confirms it has the following qualifications:

1. Three (3) years of experience in providing EAP services of similar size and scope as SC DHHS in public agencies within the State of South Carolina.

Supply three (3) references of government agencies and/or firms for whom Bidder has provided similar services during the last three (3) years (See Attachment A).

2. Contractor must provide a qualified, professional staff that possesses and maintains the following qualifications:

a. A minimum of a Master’s degree in Human Services from an accredited institution, such as the

Southern Association of Colleges and Schools Commission on Colleges (SACSCOS) for South

Carolina and three (3) years of full time experience in the field.

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

c. An active clinical license that reflects competency in activities such as individual assessment, short-term problem resolution, crisis intervention, threat of violence and related EAP tasks.

d. Appropriate credentials and/or sufficient experience for persons who perform organizational assessment and consultation services.

3. Include with your offer a detailed, narrative statement with adequate information to establish that you meet all the requirements stated above.

QUALIFICATIONS -- REQUIRED INFORMATION (MAR 2015)

Upon request, submit the following information or documentation for you and for any subcontractor (at any tier level) that you identify pursuant to the clause titled Subcontractor - Identification. Err on the side of inclusion. You represent that the information provided is complete. (a) The general history and experience of the business in providing work of similar size and scope. (b) Information reflecting the current financial position. Include the most current financial statement and financial statements for the last two fiscal years. If the financial statements have been audited in accordance with the following requirements, provide the audited version of those statements. [Reference Statement of Financial Accounting

Concepts No. 5 (FASB, December, 1984), as amended.] (c) A detailed, narrative statement listing the three most recent, comparable contracts (including contact information) which have been performed. For each contract, describe how the supplies or services provided are similar to those requested by this solicitation, and how they differ. (d) A list of every business for which supplies or services substantially similar to those sought with this solicitation have been provided, at any time during the past three years. (e) A list of every South Carolina public body for which supplies or services have been provided at any time during the past three years, if any. (f) List of failed projects, suspensions, debarments, and significant litigation. [05-5015-2]

SUBCONTRACTOR -- IDENTIFICATION (FEB 2015)

If you intend to subcontract, at any tier level, with another business for any portion of the work and that portion either (1) exceeds 10% of your cost, (2) involves access to any "government information," as defined in the clause entitled

"Information Security - Definitions," if included, or (3) otherwise involves services critical to your performance of the work

(err on the side of inclusion), your offer must identify that business and the work which they are to perform. Identify potential subcontractors by providing the business name, address, phone, taxpayer identification number, and point of contact. In determining your responsibility, the state may contact and evaluate your proposed subcontractors. [05-5030-2]

VI. AWARD CRITERIA

No change with this section – Included in Amendment 1 for reference only

AWARD CRITERIA -- BIDS (JAN 2006)

Award will be made to the lowest responsible and responsive bidder(s). [06-6020-1]

AWARD TO ONE OFFEROR (JAN 2006)

Award will be made to one Offeror. [06-6040-1]

CALCULATING THE LOW BID --

The low bid will be determined as follows:

For example only:

Bidder’s PEPM is $1.00

Monthly cost calculation: $1.00 (PEPM) x 2,223 employees = $2,223.00 per month

$2,223.00/ month x 12 months = $26,676.00 (Unit Price)

$26,676.00 x 5 YR = $133,380.00 (Extended Price)

[06-6050-1]

COMPETITION FROM PUBLIC ENTITIES (JAN 2006)

If a South Carolina governmental entity submits an offer, the Procurement Officer will, when determining the lowest offer, add to the price provided in any offers submitted by non-governmental entities a percentage equivalent to any applicable sales or use tax. S.C. Code Ann. Regs 117-304.1 (Supp. 2004). [06-6057-1]

SECTION VII – C. SC DHHS MISSCELLANEOUS TERMS – CONDITIONS/REQUIREMENTS

LAWSUIT NOTIFICATION AND COOPERATION

The Contractor shall notify the SCDHHS of any class action lawsuits asserted or brought against the Contractor, which are pending or known to the Contractor as of the date of submission of the offer as well as any asserted or brought against the Contractor after the date of submission of the offer and prior to the termination of the contract. The Contractor also agrees to cooperate with the SCDHHS and provide data, information, and documentation necessary to pursue or defend litigation involving SCDHHS against any party other than the Contractor.

DEBARMENT NON-PROCUREMENT/SCREENING REQUIRMENTS

The Contractor agrees to comply with all applicable provisions of 2 CFR Part 180 (2021, as amended) as supplemented by 2 CFR Part

376 (2021, as amended), pertaining to debarment and/or suspension and to require its subcontractors to comply with these same provisions to ensure that no party receiving funds from this Contract are listed on the government-wide exclusions in the System for

Award Management (SAM).

CONTRACTOR KEY PERSONNEL

The Contractor in the performance of the contract should provide the individuals designated in its offer. No diversion should be made by the Contractor without the written consent of the State. Replacement of any personnel should be with personnel of substantially equal ability and qualifications.

Any person employed by the Contractor shall, at the written request of SCDHHS, be removed from the Contract within a reasonable time by the Contractor (not to exceed thirty (30) calendar days). In the event that an employee of the Contractor is removed from the

Contract pursuant to a request by the State, the Contractor will have sixty (60) calendar days in which to fill the vacancy with another employee of equal ability and qualifications as evidenced by the State’s approval.

NON-DISCLOSURE

All materials and information provided to the Contractor in performance of the contract, whether verbal, written, recorded magnetic media, cards or otherwise should be regarded as confidential information, and the Contractor agrees to take all necessary steps to safeguard the confidentiality of such materials or information in conformance with Federal and State statutes and regulations.

The Contractor agrees not to release any information provided by the State or any information generated by the Contractor without the express written consent of the State and further agrees not to use the data or materials for any other purpose other than its performance for the State under this contract.

The Contractor further agrees to have any of its employees, agents, or representatives who may be required to work with such data in the performance of the Contractor's work for the State individually educated about and responsible for compliance with the confidentiality standards, including any personal screening of its personnel by the State for security purposes and to execute upon request a non-disclosure agreement in favor of the State and/or the United States Department of Health and Human Services.

RESTRICTIONS FOR LOBBYING

In accordance with 31 U.S.C. 1352, funds received under this contract may not be expended to pay any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with any of the following covered Federal actions: the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. This restriction is applicable to all subcontractors and should be included in all subcontracts.

SAFETY PRECAUTIONS

The State and U.S. Department of Health and Human Services (U.S. DHHS) assume no responsibility with respect to accidents, illness, or claims arising out of any work undertaken with the assistance of funds paid under the contract. The Contractor should take necessary steps to insure or protect itself and its personnel.

USE AND OWNERSHIP OF INFORMATION AND DOCUMENTATION

Reproduction of Documentation

All documentation (hardcopy and electronic media) and printed materials provided by the Contractor to the State, other than those materials produced pursuant to this contract, may be reproduced by the State, provided that such reproduction is made solely for the internal use of employees of the State and further provided that no charge is made to anyone for such reproduction except where provided for by law, such as the Freedom of Information Act (FOIA), or as required by auditors.

Document Inspection and Retention

During normal business hours, the U.S. DHHS, the Comptroller General, the Office of the Attorney General, South Carolina Budget and Control Board, the South Carolina State Auditor, the SCDHHS staff, through any authorized representative(s), should have the right at all reasonable times to enter into the Contractor's premises, or other such places where duties under the contract are being performed, to inspect, monitor, assess, audit, or otherwise evaluate the work performed or being performed under this contract. They should have the right to audit, examine and make copies, excerpts or transcripts from all records unless otherwise precluded by federal or State law; contact and conduct private interviews with Contractor employees and do on-site reviews of all matters relating to this contract. This provision is applicable to any subcontractor and should be included in any subcontracts. If any inspection or evaluation is made on the premises of the Contractor, or subcontractor, the Contractor should provide and should require its subcontractors to provide all reasonable facilities and assistance for the safety and convenience of the authorized representatives in the performance of their duties. All such inspections and evaluations should be performed in such a manner that will not unreasonably delay work. Any subcontract permitted by the State should contain a provision that sets forth the subcontractor's agreement with the terms set forth in this section.

The Contractor should maintain an accounting system with the supporting fiscal records adequate to assure that all claims for funds are in accordance with the contract and all applicable laws, regulations and policies, both State and Federal. The Contractor should assure that all Contractor and subcontractor books, documents, papers, accounting records, or other evidence pertaining to costs incurred under this contract will be maintained for a period of at least five (5) years after the final payment under this contract and that SC DHHS, the Office of the Attorney General, the South Carolina State Auditor, the U.S. DHHS Government Accountability

Office, and the Comptroller General or any of their duly authorized representatives should have access to any such books for the purpose of making audits, examinations, excerpts, and transcripts for no less than five (5) years after the date of final payment under this contract or a resolution of audit findings, whichever is later.

The Contractor agrees to retain all financial records and programmatic records, supporting documents, and statistical records for a period of five (5) years after the last payment is made under the contract including any amendments and/or extensions to the contract.

If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the five (5) year period, the records should be retained until the completion of the action and resolution of all issues which arise from it, or until the end of the regular five year period, whichever is later. This provision is applicable to any subcontractor and should be included in any subcontracts.

Ownership of Data

All property rights, including software, data, and other records entered into any data base of the State or supplied to the Contractor, publication rights in the interim, draft, and final reports and other documentation (hardcopy and electronic media) produced by the

Contractor in connection with the work provided for under this contract, should rest with the U.S. DHHS and the State.

"Data" should mean all results, technical information and materials developed and/or obtained in the performance of the services hereunder including but not limited to, all reports, surveys, plans, charts, test data, program documentation, recordings (sound and/or video), pictures, drawings, analyses, graphic representations, printouts, notes and memoranda, and documents whether finished or unfinished, which result from or are prepared in connection with the services performed hereunder.

The State has the right to all working papers, reports, charts, programs, and other material during the course of this RFP.

All documents, reports, manuals, and other data prepared during and/or resulting from the performance of services under this contract should include the following statement: "The preparation of this (report or document, and so forth) was financed under an agreement with SCDHHS with funds provided in part by the U.S. Department of Health and Human Services."

The Contractor may not publish or copyright any data without prior approval, unless otherwise stated herein. The State and the Federal

Government should have the right to publish, duplicate, use and disclose all such data in any manner, and for any purpose whatsoever, and may authorize others to do so.

NO CONTRACTOR UTILIZATION OF WORKERS OUTSIDE OF THE UNITED STATES

Neither Contractor nor any of its subcontractors may use workers located outside of the United States of America or its territories to perform Contractor’s duties under the Contract.

APPLICABLE LAWS AND REGULATIONS

The Contractor agrees to comply with all applicable federal laws and regulations including constitutional provisions regarding due process and equal protection of the laws and including, but not limited to:

(i) All applicable standards, orders, or regulations issued pursuant to the Clean Air Act of 1970, as amended

(42 U.S.C. §7401, et seq.) and the Federal Water Pollution Control Act, as amended (33 U.S.C. §1251, et seq.).

(ii) Title VI of the Civil Rights Act of 1964 as amended (42 U.S.C. §2000d et seq.) and regulations issued pursuant thereto, (45 CFR Part 80), 2020 as amended, which provide that the Contractor must take adequate steps to ensure that persons with limited English skills receive free of charge the language assistance necessary to afford them meaningful and equal access to the benefits and services provided under this solicitation.

(iii) Title VII of the Civil Rights Act of 1964, as amended (42 U.S.C. §2000e) in regard to employees or applicants for employment.

(iv) Section 504 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. §794), which prohibits discrimination on the basis of handicap in programs and activities receiving or benefiting from federal financial assistance, and regulations issued pursuant thereto (45 CFR Part 84, 2020, as amended).

(v) The Age Discrimination Act of 1975, as amended, (42 U.S.C. §6101 et seq.), which prohibits discrimination on the basis of age in programs or activities receiving or benefiting from federal financial assistance.

(vi) The Omnibus Budget Reconciliation Act of 1981, as amended P.L. 97-35, which prohibits discrimination on the basis of sex and religion in programs and activities receiving or benefiting from federal financial assistance.

(vii) The Americans with Disabilities Act, (42 U.S.C. §12101 et. seq.), and regulations issued pursuant thereto.

(viii) Title IX of the Education Amendments of 1972, (20 U.S.C. § 1681 et seq.).

(ix) The Hatch Act, as amended, (5 U.S.C. § 1501-1508), and regulations issued pursuant thereto.

(x) Section 6002 of the Solid Waste Disposal Act of 1965 as amended by the Resource Conservation and Recovery

Act of 1976 (42 U.S.C. §6962).

VII. BIDDING SCHEDULE -

BIDDING SCHEDULE (NOV 2007)

This Bidding Schedule MUST be included with on-line Bid submittal!!

Line Number Quantity Unit of Measure Unit Price Extended Price

1 5 Year

Product Catg.: 91840 - Employee Benefits Consulting

Item Description: Employee Assistance Program

Tendering Text: See Section VI. – Calculating The Low Bid

In determining cost, Contractor shall multiply 2,223 (# of SC DHHS employees) TIMES the “Price per

Employee rate Per Month” (PEPM) the Contractor is bidding, TIMES 12 for an annual rate to determine the

Unit Price total. The Unit Price per year shall be multiplied TIMES 5 to determine the Extended Price total.

Contractor’s “price per employee rate per month” (PEPM) shall include up to three (3) pre-paid confidential assessments per year.

All pricing for the EAP services shall include all associated costs with no additional or hidden fees.

Compensation for services will be in the form of a Firm Fixed price based on the number of employees per consumer access. A unit price shall be given for providing the services indicated herein and that unit price shall be the same throughout the Contract.

*Quantities indicated herein are estimated and the State does not obligate itself to purchase the full quantities indicated but the price offered must be allowed should the quantities be less. It is the responsibility of the contractor to submit a bid that is both viable and acceptable whether the items are requested in mass or individually. The State’s requirements may exceed the quantities indicated and all orders received by the contractor during the term of the contract shall be filled in accordance with the terms and conditions hereinafter set forth.

Contractor’s PEPM is: $ .

Internal Item Number: 1

Question Mandatory /

Optional

Multiple

Responses

Accepted?

Response

Are you requesting the SC Resident

Contractor Preference? See The SC

Procurement Code, Section 11-35-1524(C) (1)

(III) and Section IIB of this Solicitation for more Information. For a FAQ on these

Preferences, please see:

www.procurement.sc.gov/preferences

Mandatory No Yes

Are you requesting the SC Resident

Subcontractor…