Amendment 2.doc

SAP

State of South Carolina Request for Proposal Amendment 2 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400029883 07/06/2026

MELISSA MIMS

803-822-3597 melissamims@midlandstech.edu

MIDLANDS TECHNICAL COLLEGE

PURCHASING OFFICE

1260 Lexington Drive West Columbia SC 29170-2176

DESCRIPTION: Employee Assistance Program Services

USING GOVERNMENTAL UNIT: Midlands Technical College

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

SUBMIT OFFER BY (Opening Date/Time): 07/21/2026 11:00 AM (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 06/15/2026 11:00 AM (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: Submit online. One (1) Electronic Technical marked "Original", One (1) Redacted Electronic Technical Copy marked "Redacted”, One (1) Electronic Price marked “Original”, and One (1) Electronic Price Copy marked “Copy” See Section II. A “DISCLOSURE OF YOUR BID / PROPOSAL and SUBMITTING CONFIDENTIAL DATA, Section II. B “Electronic Copies- Required Media and Format”.

Initial here_____ if a redacted copy is NOT necessary

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 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)

SAP

SAP

PAGE TWO

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

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

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

ACKNOWLEDGMENT OF AMENDMENTS

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

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): 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 do not apply to this RFP

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)).

Preferences do not apply to this RFP ____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

AMENDMENTS TO SOLICITATION (JAN 2004)

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

Opening Date: 7/21/2026 @ 11:00 am

Award Posting Date: 8/5/2026

Questions & Answers:

1. How many mental health sessions per member per contract year is Midlands Technical College seeking under this contract?

Answer: 5 coaching or counseling sessions

2. While we understand Midlands Technical College may have a preferred session model, would you be open to reviewing alternative pricing options with higher session allowances for comparison purposes?

Answer: Yes

3. Will you accept electronic signatures on all proposal forms?

Answer: Yes

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

Answer: First Sun EAP – They were awarded the last contract for 5 years

5. How many total employees will be covered?

Answer: Approximately 1,300

6. Do you have employees who reside in California? If yes, how many employees?

Answer: No

7. What is the current number of counseling sessions allowed per member per issue per year?

Answer: 5

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

Answer:

9. 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 support events (# events/# hours)

· Webinar training

Answer: 8 hours - onsite training/orientation/educational seminars Avg 1-3 hours - onsite health fair/event participation; onsite critical incident support

10. 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 support events (# events/# hours)

· Webinar training

Answer: This information is not available

11. Please provide copies of 2024 and 2025 EAP utilization reports.

12. 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

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

Answer: Not Applicable

14. What are the three components that are most important to you in an EAP?

Answer: Training, Counseling Service and Life Management Services

15. The RFP states, “By submitting Your Bid or Proposal, You are offering to enter into a contract with the Using Governmental Unit(s).” Is this contract part of the of larger State of South Carolina solicitation?

Answer: No

16. The RFP states, “Assessment interviews must be scheduled within twenty-four (24) hours of the employee's call and the first interview must be accomplished as soon as possible, but no later than forty-eight (48) hours after the employee's request or referral.” Assessment is done at the initial phone call or contact for EAP services. Can the College define exactly what they mean by an assessment interview?

Answer: The initial phone call/contact is not itself the assessment interview — it is used to schedule the interview, which must occur within 24 hours of that call, with the first interview completed no later than 48 hours after the employee's request or referral. The assessment interview is a separate, in-depth session (part of the up-to-5 sessions per family member per contract period, approximately 1 hour each) used to evaluate the employee's/family member's needs and determine appropriate short-term counseling or referral.

17. How many employees will be covered under the EAP?

Answer: Approximately 1,300

18. What session model do you want included in the EAP?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.Who is the current EAP provider?

Answer: First Sun EAP

19. What is the current PEPM?

Answer: Up to 5 free counseling sessions per family member, per contract period

20. What scope of services is included in this PEPM (i.e. session model, critical incident hours, etc.)

Answer: The current contract includes up to 5 counseling sessions per family member per contract year, 24/7 crisis and referral availability, legal and financial consultation, management/supervisor training, addiction/recovery referrals, dependent care consultation, and up to 4 employee education workshops per year. Quarterly utilization reporting is also required. No separate critical incident hour allotment is specified beyond general 24/7 crisis availability.

21. How many EAP sessions were completed in 2025?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

22. Can you share a comprehensive utilization report from 2025?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

23. How many crisis intervention and critical incident response hours were facilitated in 2025?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

24. How many crisis intervention and critical incident response hours are currently included?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

25. How many crisis intervention and critical incident response hours do you want included in the EAP?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

26. Section VIII. Bidding Schedule/Price-Business Proposal – for an EAP which is priced as a PEPM, what would you like included as the unit price vs the extended price?

Answer: Vendors must use MTC’s bidding format as stated in Section VIII. Bidding Schedule/Price-Business Proposal

27. Can the business proposal include documents outside of the Bidding Schedule / Price-Business Proposal?

Answer: No

28. The RFP states that assessment interviews and related appointments shall be conducted at a location outside of MTC premises and accessible to employees. Could you please confirm whether assessment interviews may be conducted virtually/online, or if in-person appointments are required? If in-person services are required, please provide the expected service locations and geographic coverage requirements. Additionally, could you please provide the anticipated frequency.

Answer: Both Onsite and Virtual options

29. The Scope of Work requires the Contractor to provide management consultation and training regarding workplace concerns such as disciplinary problems, employee performance, discrimination, workplace conflicts, and related matters. Could you please clarify the anticipated frequency of training sessions? Additionally, please confirm whether these services are expected to be delivered onsite or virtually Answer: Both Onsite and Virtual options

30. What are the primary reasons Midlands Technical College is seeking a new EAP provider at this time?

Answer: Contract is expiring and we have to rebid it.

31. What specific challenges or dissatisfactions has MTC experienced with the current EAP provider, particularly regarding responsiveness, accessibility, and overall service quality?

Answer: Not Applicable

32. Has MTC experienced increased rates of employee burnout, stress, or emotional fatigue in recent years, and has this impacted employee retention and engagement?

Answer: Yes

33. What is the current annual utilization rate of EAP services among employees and family members, and what barriers exist to greater utilization of available services?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

34. What is the current session model and would MTC like to increase the number of included counseling sessions with the new provider?

Answer: 5

35. Is MTC open to incorporating workplace mental health training and professional development workshops — specifically addressing burnout prevention, staff resilience, employee engagement, and retention — as part of or in addition to the EAP contract?

Answer: Yes – In Scope

36. What is the total number of benefits-eligible employees currently covered under the EAP including full-time, part-time, and adjunct faculty, and are family and household members currently covered under the program?

Answer: Approximately 1,300

37. What is the current annual contract value with the existing EAP provider, and is MTC prepared to invest in a more comprehensive solution that reflects expanded services including family coverage, digital wellness resources, and workplace training?

Answer:

38. What health insurance carrier does MTC offer employees, and what behavioral health benefits are included in employee health plans to ensure seamless referral pathways when EAP sessions are exhausted?

Answer: PEBA Insurance Benefits/ Meru Health

39. Will workplace mental health training and professional development workshops be included within the EAP contract scope, or will they be budgeted and contracted separately?

Answer: Yes, In Scope

40. How many mental health sessions per member per contract year is Midlands Technical College seeking under this contract?

Answer: 5 coaching or counseling sessions

41. While we understand Midlands Technical College may have a preferred session model, would you be open to reviewing alternative pricing options with higher session allowances for comparison purposes?

Answer: Yes

42. Would the College please confirm the number of employees to be covered?

Answer: Approximately 1,300

43. How many counseling sessions would the College like quoted?

Answer: Unknown

44. Does the College have any utilization reports it could share from the past 24 months?

Answer: MTC is seeking a partner who can help strengthen employee and household awareness of available services, improve utilization and engagement over time, and support proactive, sustained workforce well-being efforts rather than reactive service delivery. We are unable to share utilization details at this time.

45. Who is the College’s current EAP vendor?

Answer: First Sun EAP

46. Is the College primarily evaluating vendors to compare pricing, or is there a need for a more comprehensive mental health and well-being solution designed to improve employee outcomes?

Answer: Refer to clause Evaluation Factors in Section VI Award Criteria

47. What is the current price being charged for the EAP?

Answer:

48. How many training or workshop hours were used last year and the year prior?

Answer: Not Applicable

49. Are there any specific utilization, engagement, access, or workforce well-being challenges the College hopes a future EAP partner will help address?

Answer: We'd like a partner who can help drive stronger awareness and self-service adoption, expand reach to household members, and support more consistent, proactive engagement year over year.

50. Is the College interested in partnering with an EAP provider that will follow a recommended engagement strategy to proactively improve employee mental health and well-being, or is the EAP primarily intended to be available when employees need it?

Answer: Yes, MTC wants a provider that proactively engages to improve Mental heath well being

51. Should Critical Incident Stress Debriefing support be included in the proposal, or does another provider currently support those services?

Answer: MTC supports CISD being included in the proposal