Amendment 1.pdf

State of South Carolina

Request for Proposal Amendment 1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400027622 12/18/2024 Tami Steed 864-592-4671 steedt@sccsc.edu

SPARTANBURG COMMUNITY COLLEGE

PURCHASING OFFICE

131 Community College Drive Spartanburg SC 29303-4759

DESCRIPTION: Employee Assistance Program (EAP)

USING GOVERNMENTAL UNIT: Spartanburg Community College

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

SUBMIT OFFER BY (Opening Date/Time): 01/07/2025 11:00 am (EST) (See "Deadline for Submission of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 12/11/2024 5:00 pm (EST) (See "Questions from Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: ONLINE BIDDING PREFERRED: If submitting Online in SCEIS please See Online Bidding Instructions in Section II. B. If submitting Hardcopy, submit One (1) Original Hardcopy marked “Original”, and One (1) Electronic (digital) Media Copy marked “Copy” (See “Electronic Copies-Required Media

& Format” provision Section II.B.) Initial here if NO redacted copy is necessary ___________

CONFERENCE TYPE: Pre-Proposal Conference

DATE & TIME: 12/11/2024 10:00 AM

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

LOCATION: SCC

131 Community College Drive

Ledbetter Room 106

Spartanburg SC 29303

AWARD &

AMENDMENTS

Award will be posted on 02/07/2025. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov & https://www.sccsc.edu/about/vendors/purchasing-awards/

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)

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

http://www.procurement.sc.gov/ https://www.sccsc.edu/about/vendors/purchasing-awards/

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)

Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date

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): 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)

PAGE TWO (SEP 2009) End of PAGE TWO

AMENDMENT #1

Solicitation #5400027622

AMENDMENTS TO SOLICITATION (JAN 2004)

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]

Questions from Offerors - Amendment (Jun 2017) 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 below. The “state’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential Offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does. Any restatement of part or all of an existing provision of the solicitation in an answer does not modify the original provision except as follows: underlined text is added to the original provision. Stricken text is deleted. [02-

2a097-1]

ALL OTHER TERMS, CONDITIONS, BIDDING INSTRUCTIONS, AND SPECIFICATIONS REMAIN UNCHANGED. IF

THERE ARE ANY QUESTIONS OR IF ANY CONFUSION OR UNCERTAINTY ARISES AS A RESULT OF THIS

AMENDMENT, IT IS THE SOLE RESPONSIBILITY OF THE OFFEROR TO CONTACT THE PROCUREMENT OFFICER FOR

CLARIFICATION. CONTACT INFORMATION CAN BE FOUND IN THE TOP RIGHT HAND CORNER OF THE COVER

PAGE OF THIS AMENDMENT. REFERENCE THE “DUTY TO INQUIRE” CLAUSE IN THE ORIGINAL INVITATION FOR

BID.

http://www.procurement.sc.gov/

Solicitation: 5400027622

Employee Assistance Program (EAP)

Vendor Q&A

1. To ensure we provide the most accurate pricing for our EAP solution, could you please clarify: Should our pricing be based on the total employee count of approximately 900, or only the 425 permanent full-time employees?

SCC’s Response: Offerors shall provide pricing as instructed in the solicitation. The Offeror shall also submit a detailed pricing breakdown to include the pricing information pertinent to their proposed solution. SCC cannot provide guidance on how Offerors structure their pricing proposals outside of what has already been provided in the solicitation.

2. What is the size of your group with employees and dependents?

SCC’s Response: SCC currently has 425 permanent full-time employees and approximately 475 temporary part-time employees. SCC does not keep a count of related employee dependents.

3. Are you working with a Broker/Consultant, if so, who would that be?

SCC’s Response: not applicable

4. Is this a newly initiated project, or is it a continuation of an existing one?

SCC’s Response: SCC currently has an EAP provider.

If it is ongoing, kindly provide the names of the current service providers/incumbent vendors. SCC’s Response: All One Health

5. Could you provide details on the previous expenditure associated with this contract?

SCC’s Response: This is not public Information.

6. Could you confirm if it is possible to obtain the proposals or pricing details of the incumbent vendors?

SCC’s Response: This is not public Information.

7. Are there any specific challenges or issues currently being faced with the existing vendors?

SCC’s Response: Utilization of services is not very high currently and SCC aims to increase this. SCC would like to see more employee direct communication distributed.

8. Can you clarify the expected number of awards for this solicitation?

SCC’s Response: Please see Solicitation clause ‘Award to One Offeror’

9. Is there any preference or priority given to local vendors for this contract?

SCC’s Response: Preferences do not apply, see cover pages 1 & 2 of the solicitation

10. Can we provide commercial references?

SCC’s Response: Please refer to “Information for Offeror’s to Submit- Evaluations’ criteria titled “Qualifications” for reference requirements. It is recommended to submit any references you have even if they are not exactly what is requested.

11. Please describe the College’s current PEPM pricing package and what is currently included in the program (hours, session model, CISD, etc.).

SCC’s Response: see question #6 response.

12. Who is the SCC’s current EAP vendor and how long have they been serving you all?

13. Please provide a session model request.

14. The RFP lists full-time and part time employees. 400/900. We recommends covering all employees (not just FTEs) as carving out employee populations to cover for our program affects program utilization. Is SCC open to covering all 900 of your employees for this program?

SCC’s Response: see question #1 response.

15. The RFP outlines critical incident response time and training hours. Would SCC like a bank of time to be included within the PEPM rate? If so, how many hours should be included?

SCC’s Response: SCC does not have predesignated preferences or requirements for these specific items.

Offerors shall propose a solution for these matters as required in the RFP.

16. We operates under a provider network model. Is this acceptable to SCC? If so, does SCC have specific parameters for vendors in order to highlight our provider network? If not, we can provide general overview in the area.

SCC’s Response: SCC will consider, review and evaluate all technical responses in accordance with the solicitation’s scope of work and additional requirements. Offerors shall submit one solution for this project only.

Multiple offers will not be accepted.

17. Please outline all required documents that need to be submitted as part of our response.

SCC’s Response: Please refer to the solicitation (in its entirety) for requirements. Submission requirements are specifically listed in sections II, IV and V.

18. Please confirm there are no SME/WOB requirements as it pertains to this RFP.

SCC’s Response: SCC has no requirements for S/M Enterprise or Women Owned Businesses.

19. Do you have an EAP already.? If so:

a) What is the historic utilization; SCC’s Response: SCC does not have this information b.) Why does the College want to move to a new vendor? SCC’s Response: SCC is seeking an expanded solution as well is adhering to the requirements of SC Procurement Code & Regulations. SCC’s decision has no connection to our current provider.

20. What session model are you interested in launching?

21. If our legal counsel has questions/comments/red-lines after their review of the Terms and Conditions, how do we submit for your review?

SCC’s Response: Any redlines or exceptions to Terms and Conditions must be submitted as an appendix to the technical response. Please be advised that these exceptions will be reviewed and considered but are not guaranteed acceptance as the SC Procurement Code and Regulations will take precedence.

22. If awarded the bid, are we able to use our Master Services Agreement and Scope of Service in addition to SPCC T&C's?

SCC’s Response: No, master service agreements, SLA or any other agreements will be accepted. Please see solicitation clause “Contract Documents & Order of Precedence” item c.

Regarding Section III. Scope of Work Specifications / page 16 onwards:

23. C. Assist Human Resources with procedural guidelines regarding the Employee Assistance Program upon request:

What is the requirement relating to "assist HR with procedural guidelines" SCC’s Response: SCC desires clear communication for the employees using the services, proper procedures for billing, accounting and ease in accessing services. (not limited to)

24. D. Inform employees about EAP services available through the program through group meetings and written publications. Employee training shall consist of briefings on each campus regarding EAP policies and procedures in coordination with Human Resources. This will include participation in orientation sessions for College employees as requested.

Please define the onsite requirements. Alternatively, would virtual be an appropriate modality for these sessions?

SCC’s Response: SCC requires orientation material for all new employees and for employees new to services due to SCC having 5 campuses in the upstate. Onsite, Virtual and a Hybrid option are all acceptable for SCC, but the choice must be determined by the offeror and provided in their response. SCC will not be responsible for travel costs for Onsite visits.

25. E. Train and consult with supervisors and managers at all campus locations regarding EAP procedures and referral techniques. 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 the College.

Please provide more details regarding any onsite requirements, ie, how many hours per year are needed per location. Also please define “annual series of workshops” in more detail so we can understand the expectations of the format.

SCC’s Response: Need Recognition Training must be provided for SCC designated supervisors to help maximize participation and to help SCC supervisors master their communication with employees regarding the benefits.

Offerors will need to propose a solution they see fit to meet this need. Onsite, Virtual and a Hybrid option are all acceptable for SCC, but SCC will not be responsible for travel costs for Onsite visits.

26. F. Meet periodically with Human Resources to deal with policies, problems, processes or other issues involving the program's services. The EAP provider shall have at lease monthly discussions with the Human Resource Office to review the program operation. These discussions may be by phone or in-person at the discretion of Human Resources.

Please provide expectations and details for in-person meetings.

SCC’s Response: Offeror shall provide SCC HR with information (on a monthly basis is preferred but open to offerors suggestions) on utilization and retention of services, evaluation of services used, recommendations on service changes. Onsite, Virtual and a Hybrid option are all acceptable for SCC, but SCC will not be responsible for travel costs for Onsite visits.

28. I. Provide an annual Alcohol and Substance Abuse Awareness program in compliance with the Drug-Free

Workplace Act of 1988 and the Federal Department of Transportation regulations scheduled in coordination with Human Resources.

SCC’s Response: No question provided here.

29. K. Provide assessment/counseling sessions at a non-College location unless otherwise specified, no later than 72 hours after an employee's or manager's request for referral, except in emergency situations.

Standard SLA for counseling is 2-5 business days. We can often accommodate 72 hours but cannot guarantee this as a standard. Will that disqualify our bid?

SCC’s Response: SCC will consider, review and evaluate all technical responses in accordance with the solicitation’s scope of work and additional requirements. Offerors shall submit their best proposed solution.

30. M. Counselors provided by the vendor are subject to approval and acceptance.

Please share what your approval and acceptance criteria is.

SCC’s Response: Formal training, education from accredited institutions, and related experience in counseling field.

Regarding C Qualifications and Experience

31. Provide resumes showing the credentials and experience of persons providing direct clinical services to be assigned to this potential contact. Refer to Part V., Qualifications, D and include information on staff qualifications.

Unfortunately, we cannot comply and agree to send resumes of the network and clinical staff. Will this disqualify our bid?

SCC’s Response: SCC will consider, review and evaluate all technical responses in accordance with the solicitation’s scope of work and additional requirements. Offerors shall submit their best proposed solution.

32. Pg. 14 b. - We have tens of thousands of providers in our network. It would be impossible to provide assessment and treatment modalities for all. Would it be ok if we provide or corporate approach to providing EAP services?

SCC’s Response: SCC will consider, review and evaluate all technical responses in accordance with the solicitation’s scope of work and additional requirements. Offerors shall submit their best proposed solution.

33. Pg. 14 D. & E. - How many total hours to include all locations would you like included in the proposal for employee orientations on the EAP? How many hours for manager orientations?

SCC’s Response: New employee orientations are held once monthly. Refresher orientations for current employees as well as Management Orientations are typically semi-annually.

34. Pg. 15 I. - How many hours would you like included for Substance Abuse Awareness training? (Note: for calculation purposes, estimate 40 participants max per training).

SCC’s Response: Offerors will need to propose this solution for SCC.

35. Pg. 16 #1. – With the number of providers we have in network, we are unable to provide resumes on all the clinicians. Is it ok if we just provide bio’s on the key team members who will be associated with your account?

SCC’s Response: SCC will consider, review and evaluate all technical responses in accordance with the solicitation’s scope of work and additional requirements. Offerors shall submit their best proposed solution.

36. Pg. 16 #3. – We do not provide a list of therapists and locations. We can, however, provide the number of clinicians per zip code if you so choose. Does that suffice?

SCC’s Response: SCC will consider, review and evaluate all technical responses in accordance with the solicitation’s scope of work and additional requirements. Offerors shall submit their best proposed solution.

37. Pg. 19 Qualifications. – We do not provide specific financial information. We typically provide a letter of good financial standing. Will that suffice?

SCC’s Response: Offerors shall submit all required document requested in this section as part of their responsibility verification. Please be advised these documents will remain confidential.

38. Are you able to share utilization data with your current EAP provider for 2023 and 2024?

SCC’s Response: SCC does not have this information.

39. Are you able to share current pricing?

SCC’s Response: This is not public information.

40. Does Spartanburg Community College currently have an Employee Assistance Program (EAP)? If so, who is the current provider?

SCC’s Response: Please see question #4 response.

41. How many employees are eligible to access the EAP?

SCC’s Response: Please see question #2 response.

42. Can you share utilization reports from the past two years?

SCC’s Response: SCC does not have this information.

43. How many hours of CISD(Critical Incident Stress Debriefing) and training does SCC typically require annually?

a. How many hours have been utilized in the past?

SCC’s Response: not applicable. Offerors will need to propose a solution for this matter in their technical response.