ESBD_414732_1745870315281_25-0112_RFP for EAP Services_FINAL.pdf

TEXAS STATE

LIBRARY

--AND--

ARCHIVES

COMMISSION

REQUEST FOR PROPOSAL

RFP # 306-25-0112

TSLAC Employee Assistance Program NIGP Class/Items: 952-38

Schedule of Events Solicitation Posted Date:

Pre-Submittal Conference:

Vendor Questions Due:

Answers Posted to ESBD:

Response Due Date:

Expected Contract Award Date:

4/28/2025

5/6/2025; 10:00 AM CT

5/6/2025; 5:00 PM CT

5/8/2025

5/13/2025; 2:00 PM CT

May 2025

Purchasing Department, Room # 309 1201 Brazos Street Austin, TX 78701

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation prior to submitting a response. The respondent’s failure to periodically check the ESBD will in no way release the selected Vendor from addenda or additional information resulting in additional costs to meet the requirements of the solicitation.

Texas State Library and Archives Commission RFP # 306-25-0112 TSLAC Employee Assistance Program

Table of Contents Section I

General Information 1 Introduction 2 Background 3 Prohibited Communication 4 Solicitation Method and Intent 5 Contract Term 6 Estimated Quantities 7 Adding New Products/Services to Contract After Award 8 Price Adjustments 9 Modification of Contract Terms and/or Amendments 10 Definitions 11 Additional Terms and Conditions

Section II Statement of Work and Specifications

1 Statement of Work 2 Deliverables 3 Contractor Responsibilities 4 TSLAC Responsibilities 5 Qualifications and Experience 6 Subcontractors 7 Historically Underutilized Business Subcontracting Plan (HSP) 8 Contract Monitoring 9 Insurance 10 Invoice and Payment

Section III Response Instructions

1 Schedule of Events 2 Pre-Submittal Conference 3 Inquiries 4 Response Submission 5 Response Content and Requirements 6 Texas Public Information Act 7 Evaluation and Award

Section IV General Terms and Conditions

ARTICLE 1. GENERAL

ARTICLE 2. TERMINATION, REMEDIES, AND DISPUTES

ARTICLE 3. INDEMNIFICATION

ARTICLE 4. CONTRACT PERFORMANCE

ARTICLE 5. CERTIFICATIONS AND REPRESENTATIONS

ARTICLE 6. PUBLICITY, PUBLIC INFORMATION, AND RECORDS

ARTICLE 7. ADDITIONAL STATE AND FEDERAL LAWS, RULES, AND REGULATIONS

Library Services and Technology Act (LSTA) Terms and Conditions Appendix A

Solicitation Coversheet Appendix B

Company Profile Company References

Appendix C Cost Worksheet

1 Initial Pricing 2 Renewal Pricing 3 Payment Terms 4 Early Payment Discount

Appendix D Technical Proposal

1 Proposed Program 2 Assigned Project Team 3 Subcontractors 4 Training Plan 5 Outreach Samples 6 Additional Services

Appendix E Confidential Information Form

Appendix F Terms and Conditions Exceptions

Appendix G Audio/Video Consent Form

Attachment 1 Response Checklist

SECTION I

GENERAL INFORMATION

1 Introduction

The Texas State Library and Archives Commission (TSLAC) requires a qualified contractor to provide an Employee Assistance Program (EAP) for the TSLAC employees and their family members. EAP services under this potential contract would include, but are not limited to, unlimited consultation, including the development of policies and procedures; unlimited critical incident stress debriefings; 24/7 call center services; case management services; program orientation to supervisors and staff; promotional materials including brochures, wallet-cards, posters and a monthly newsletter for employees and a monthly newsletter for supervisors;

personal professional training and onsite services; a minimum of five short-term counseling services per employee and their family members per issue; referrals to long-term treatment services if necessary; legal and financial services, online web-based services, and monthly utilization reports.

Services will be provided to TSLAC employees at all locations. Current facility locations are:

Facility Address

TSLAC Headquarters 1201 Brazos Street Austin, TX 78701

State Records Center – Shoal Creek 4400 Shoal Creek Boulevard Austin TX 78756

State Records Center – Promontory Point 4044 Promontory Point Drive Austin, TX 78744

Sam Houston Regional Library and Research Center 650 FM 1011 Liberty, TX 77575

2 Background

2.1. TSLAC Background:

The Texas State Library and Archives Commission (TSLAC) serves the people of Texas through four main areas:

• Archives and History: TSLAC preserves the archival record of Texas, supports research, and makes primary resources available to the public (Archives and Information Services).

2.2. Libraries and Learning: TSLAC assists public, academic, and school libraries across the state in meeting the needs of their communities and students (Library Development and Networking).

• Access to Public Records: TSLAC is responsible for helping public agencies maintain their public records (State and Local Records Management).

2.3. Reading Services: TSLAC supports the reading needs of thousands of Texans with disabilities preventing them from reading a standard book (Talking Book Program).

More information concerning our agency and the services we provide can be found on our website:

https://www.tsl.texas.gov/

3 Prohibited Communication

3.1. Contact: All requests, questions, and other communications about this solicitation shall be made in writing through the e- Procurement portal or to TSLAC’s Purchasing Department, addressed to the following assigned Purchasing Team Member:

Primary Contact: Pamela Rodriguez, Contract Coordinator Texas State Library and Archives Commission Attn: Purchasing Department, Room #309 1201 Brazos Street https://www.tsl.texas.gov/

Austin, TX 78701 Email: prodriguez@tsl.texas.gov Phone: 512/463-5487

Secondary Contact: Email: purchasing@tsl.texas.gov Phone: 512/936-2774

3.1. Prohibited Communications: Upon posting this solicitation, TSLAC, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential Respondents or their representative(s), except for the written inquiries described in Section III, Subsection 3. Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify any subsequent response to this solicitation. Respondents may rely only on written statements from TSLAC’s Purchasing Team. This restriction does not prevent affected parties from discussing business-related matters unrelated to this solicitation.

4 Solicitation Method and Intent

4.1. The Request for Proposal (RFP) solicitation allows qualified respondents to submit a written proposal addressing the requirements of this solicitation, qualifications, experience, approach, and other factors needed to provide the specified products and/or services. TSLAC will review, compare, and evaluate responses based on the criteria and weights specified in this solicitation.

4.2. It is TSLAC’s intent to identify one qualified vendor and award one contract(s) for the products and/or services included in this solicitation based on the response(s) that presents the best value and best meets the business needs of TSLAC.

4.3. TSLAC reserves the right to conduct a price analysis of the cost worksheet. Analysis will be conducted on required items within the cost worksheet.

4.4. TSLAC reserves the right to make an award on the basis of low line-item bid, low total of line items, or any other combination that will serv the best interest of the State. TSLAC also reserves the right to reject any and all bid items at its sole discretion, including the right to accept or reject all or any part of any bid or waive minor technicalities.

4.5. TSLAC reserves the right to add or delete products and/or services from awarded contracts during the contract period without re-solicitation as new technologies emerge, or the business needs of TSLAC change. The additions or deletions will be mutually agreed upon with a written amendment to the contract.

5 Contract Term

5.1. Initial Contract Term: The initial contract term shall commence upon contract execution or as otherwise indicated in the intent to award notice and continue through August 31, 2026, unless sooner terminated under the terms of this contract.

5.2. Contract Renewals: The contract may be renewed for four (4) additional one-year periods, provided both parties agree in writing to do so, prior to the expiration date. Any renewals shall be at the same terms and conditions, plus any approved changes.

5.3. Contract Extensions: In the event that the contract(s), if any, resulting from the award of a solicitation shall terminate or be likely to terminate before the making of an award for a new contract for the identified products and/or services, TSLAC may, with the written consent of the awarded Contractor(s), extend the contract for a period of time as may be necessary to permit TSLAC continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be under the same terms and conditions, plus any approved changes.

5.4. Termination: The contract shall terminate upon full performance of all requirements contained in the contract unless otherwise terminated, extended, or renewed, as provided in accordance with all the contract terms and conditions.

5.5. Amendments: The contract may be amended by mutual written consent of the parties.

6 Estimated Quantities

6.1. Estimated Quantities: Quantities specified in this contract are estimates only. TSLAC does not guarantee any minimum or maximum number of employees to be supported or any specific dollar amount on any contract that may result from this mailto:purchasing@tsl.texas.gov solicitation. TSLAC reserves the right to increase or decrease the number of employees to be supported, as needed, at the same per-person rate. TSLAC will only pay for actual support each month within the contract term. Any quantities specified herein shall not be construed as a minimum or a maximum quantity that TSLAC may order.

6.2. Varying Factors: The quantity of employees may vary each month during the contract term, making it difficult to predict future quantities.

6.3. Anticipated Number of Employees: The maximum number of employees is 196. The current monthly average of supported employees is 176.

7 Adding New Products/Services to Contract After Award

Where found to be in the best interest of TSLAC, the resulting contract may be amended in writing to provide additional services, provided that such additional services are within the original scope and intent of the solicitation.

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract and that are not already on the contract may be added. TSLAC will send the Contractor a formal written request for a quote on the proposed additional products/services.

The TSLAC Purchasing Department will execute a written amendment for additional products/services. The Contractor will NOT provide additional products or services without a fully executed amendment to the contract.

8 Price Adjustments

8.1. Extension Period Pricing: A price escalation may be allowed upon contract renewal provided the Contractor notifies the TSLAC Purchasing Department, in writing, a minimum of sixty (60) days prior to renewal and TSLAC accepts the price escalation. The price escalation shall correlate with the appropriate U.S. government-published index.

https://www.bls.gov/cpi/ Baseline index shall be the index published the month of award. Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

8.2. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TSLAC. Contractor’s failure to promptly notify TSLAC of such industry-wide price decreases may constitute a breach of contract and the contract may be terminated. TSLAC reserves the right to award any terminated contract to the next lowest responsive respondent or re-solicit, whichever is in TSLAC’s best interest.

9 Modification of Contract Terms and/or Amendments

9.1. The terms and conditions of the Contract shall govern all transactions under the Contract.

9.2. The Contract may only be modified or amended upon mutual written agreement of the Texas State Library and Archives Commission and the Contractor.

9.3. Additional terms and conditions may be incorporated into this Contract provided that the additional term(s) or condition(s) do not conflict with any provision of the Contract. No additional term or condition may conflict with or diminish a term or condition of the Contract. Any additional terms or conditions agreed to by TSLAC and the Contractor will be included as an appendix to the Contract. In the event of a conflict between the Contract and the Contractor’s terms and conditions, the TSLAC Contract terms and conditions shall control.

10 Definitions

Term Definition Agency Refers to the Texas State Library and Archives Commission; an agency of the State of Texas Best and Final Offer (BAFO) A revised final bid or proposal submitted after all clarifications, discussions, and negotiations with the agency.

CEAP® Acronym for Certified Employee Assistance Professional; A certification program for employee assistance professionals; more information about the certification can be found at https://eapassn.org/page/CEAPgeneral https://www.bls.gov/cpi/ https://eapassn.org/page/CEAPgeneral

Term Definition Central Time Either Central Standard Time or Central Daylight Time, whichever is occurring in Austin, TX Contractor Refers to the Awarded Vendor resulting from this solicitation; Vendor and Contractor may be used interchangeably ESBD Refers to the Electronic State Business Daily; the website used to post solicitation opportunities and contract awards by Texas State Agencies ISD Defined as a work-site intervention provided to a group of employees for the purpose of relieving the stress and trauma induced by a crisis impacting the work group LMSW Acronym for Licensed Master Social Worker; a professional social worker who holds a Master of Social Work (MSW) degree and has passed the required licensure exam to practice social work

LPC Acronym for Licensed Professional Counselor; a professional counselor who holds a Master’s degree in counseling or a related field

Participating Institutions Eligible libraries, state agencies, or state universities specified in this solicitation may use the product or service requested

PDF Portable Document Format, a file format developed by Adobe that provides an electronic image of text or text and graphics that looks like a printed document and can be viewed, printed, and electronically transmitted

Request for Proposal (RFP) Formal solicitation method that requests proposals from eligible vendors Response Refers to the formal proposal in response to this solicitation Start-Up Business A business established within the previous two years and/or that cannot demonstrate relevant business experience State Refers to the State of Texas and any state agency identified herein Subcontractor A person who contracts with a vendor to work or contribute toward completing work for a governmental entity; as defined by Texas Government Code 2251.001 TSLAC Acronym for the Texas State Library and Archives Commission Virtual or Virtually Defined as carried out or accessed utilizing a computer or online meeting software

11 Additional Terms and Conditions

These terms and conditions apply to the solicitation:

11.1. Terms and Conditions Attached to Response – Any terms and conditions attached to a Response will not be considered unless specifically referred to and incorporated into the Response.

11.2. Texas Bidder Affirmation – Respondent certifies that if a Texas address is shown as the address of the respondent on this Response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

11.3. Vendor Representations - References to the “representations” of contractor include without limitation all representations, warranties, guarantees, certifications, and affirmations of contractor when submitting a response to this solicitation. By submitting a response, the contractor makes all of the representations included in the solicitation and agrees that all representations are material, true, and correct. Respondent acknowledges that TSLAC relies upon Respondent’s representations when awarding a contract. The Contractor must promptly notify TSLAC if any representations are no longer true or correct. If the Contractor does not promptly notify TSLAC as provided under this section, TSLAC will pursue all available remedies under this contract, including contract termination.

SECTION II

STATEMENT OF WORK AND SPECIFICATIONS

1 Statement of Work

The Contractor shall provide the following products and/or services:

1.1. Minimum Service Level Agreement (SLA) of EAP

This is the minimum service level agreement that the Respondent must offer. Respondents not meeting this SLA will be disqualified from the procurement evaluation process.

1.2. Will provide employee assistance services for all TSLAC staff and their family members, ensuring confidentiality. Will also be conveniently located near the agency’s facility locations.

1.2.1. Services may be provided on-site at the agency’s facility, virtually, or at the Contractor’s office(s) as appropriate.

1.2.2. Must assure that a person shall not be excluded from the program, be denied benefits of the program, or be subjected to discrimination under any program or activity funded in whole or in part under the Contract based on age, race, color, national origin, religion, sex, disability, or political affiliation.

1.2.3. Must provide professional services by qualified clinicians to include intake, counseling, guidance, assessment, referral, crisis intervention, and follow-up services for employees, their spouses/partners, and dependents experiencing problems that may affect work performance and personal well-being.

1.2.4. In non-emergency situations, the Contractor will offer appointments within 24 hours of first contact, except when the first contact is on the weekend.

1.2.5. Must provide at least five (5) in-person sessions per client, per incident, to include evaluation, assessment, and counseling at no additional cost to the agency or the employee/family member.

1.2.6. Appointments will last at least 50 minutes and will be available to employees during regular business hours.

Weekend and evening appointments will be available for emergency situations and on a limited basis for non-emergency situations.

1.3. A network of professional clinicians throughout the state for TSLAC employees and their family members must be provided in a convenient location for all involved.

1.3.1. Must provide unlimited crisis intervention and emergency services to employees and family members.

(A) Will make every effort to schedule an appointment(s) within two (2) hours of initial contact.

1.4. Must provide intake and referral telephone services, which must be available 24 hours a day, 365 days a year. This will include a toll-free client line, a toll-free TDD line, and a Relay Texas option for the hearing impaired; must also provide a toll-free, 24-hour teen helpline.

1.5. For clients who are admitted to inpatient treatment, the Contractor must ensure the case manager shall monitor a client’s status at admission, mid-way through treatment, and before release. If the case manager identifies obstacles, problems, or changes in the client’s situation that might affect successful completion, the case manager will evaluate options immediately and revise the treatment plan to facilitate a favorable outcome.

1.5.1. Provide each participant with written information regarding service procedures during the initial consultation.

1.5.2. Acceptable methods of communication with clients may be telephone, e-mail, or on-site visits as authorized by the client.

1.6. Each incident treatment must include a follow-up after the completion of the treatment to determine the status of the client’s issue and a referral for additional assistance if required. When the case manager recommends, the Contractor will provide appropriate additional assistance, including referral. The follow-up must consist of telephone contacts at appropriate intervals for at least one year.

1.7. Must provide legal and financial assistance regarding specific subject areas, including, but not limited to, wills, real estate, and divorce; assistance must include access to legal forms, appropriate articles, appropriate referrals, and access to lawyers.

1.7.1. Must be able to provide additional online resources to help staff maintain a healthy work/life balance. TSLAC prefers that the resources include tip sheets, professional resources, and interactive tools. Topics should include family and caregiving, emotional well-being, health and wellness, and daily life issues.

1.7.2. Will use internal resources and affiliates whenever possible. However, the Contractor must refer the client to the appropriate treatment resources if outside care is required. These referrals include but are not limited to: financial and legal advisors; women’s shelters; physicians; psychologists; public and private agencies; in and out-patient treatment facilities for chemical dependency and mental health; and other benefit service providers. The Contractor’s counselors and affiliates will assist clients in accessing these resources and follow up to determine if services were received and whether they were appropriate and helpful in resolving client issues and concerns.

1.8. Will provide a wide variety of training sessions that will be made available to both supervisors and general staff.

1.8.1. The program will provide monthly training sessions for staff, at least one hour in duration. It is assumed that these sessions may be made available online in either live or recorded format.

1.8.2. Topics for supervisors will provide practical skills and strategies to deal objectively and effectively with the resulting performance problems with their reporting staff.

1.8.3. Topics for general staff will provide practical skills and strategies to deal with work and/or personal challenges.

1.8.4. Professionals with expertise in the offered topic area will present training.

1.8.5. In addition to the monthly training sessions, TSLAC staff will receive a minimum of four training sessions annually during the contract term. TSLAC will select and approve the topics of these training sessions. Each training session should be a minimum of one hour in duration. These sessions can be offered virtually, in person, or in hybrid formats.

1.8.6. Additional TSLAC training sessions beyond four annual training sessions may be requested and purchased at an agreed-upon rate. Travel expenses may be included in the quoted rate if a training session is requested for one of our locations outside the Austin area.

1.8.7. TSLAC staff shall have the authority to record any TSLAC-requested training session. The Contractor may notify TSLAC of topics that may not be recorded due to copyright or licensing restrictions.

1.9. Will provide an awareness campaign to introduce the EAP services offered by the Contractor to TSLAC’s employees.

1.9.1. The campaign will include collateral materials for distribution to staff at all TSLAC locations. The quantity of materials should be sufficient for the number of agency employees per year served under the contract term.

1.9.2. A recorded promotional video of services offered by the EAP will be provided to TSLAC for employee orientations. The video should be no more than 15 minutes in duration. The file format shall be MP4 video format with transcripts to comply with ADA requirements. TSLAC may request a video refresh if any services are updated during the contract term. The training will provide a clear understanding of the EAP, its benefits to clients, its impact on working conditions, and the procedures for clients and managers to access services. In addition, the training will cover the problems associated with alcohol and drug abuse, and other personal problems that negatively impact employee performance and productivity.

1.9.3. Will provide ongoing informational materials to the agency for distribution to employees and their families. If offered, the Contractor's monthly employee newsletter should include state-of-the-art information on legal, financial, alcohol, and drug abuse, mental health, and other wellness issues. The newsletter must also be available via the Internet on the Contractor’s website and be in an ADA-compliant format.

1.10. Will provide incident stress de-briefing (ISD) sessions on an as-needed basis.

1.11. Will establish a formal operating grievance procedure for employees and family members participating in the EAP and will provide written information regarding such procedures to TSLAC and each participant.

1.12. Will provide appropriate follow-up statistical reporting on a quarterly basis to the TSLAC’s designated Contract Manager, subject to restrictions under applicable laws and regulations to client confidentiality and privacy. The report must include a list of treatments and client referral services provided during the quarter.

1.13. Must provide language translation assistance for non-English speaking clients. Language may include, but are not limited to:

1.13.1. American Sign Language

1.13.2. Spanish

1.13.3. Russian

1.14. Optional As-Needed Services

The services listed below are not required in the minimum SLA but may be requested on an as-needed basis. Respondents should provide details in their response concerning their ability to provide these optional as-needed services. TSLAC will request a quote for these services as needed. Travel expenses will not be allowable for quotes of onsite training sessions for Contractors whose offices are located in the same city or town as the TSLAC facility in which the training session will be hosted (Austin or Liberty area).

1.14.1. May provide mediation services for TSLAC employees; services may be provided on-site or virtually.

1.14.2. Additional training sessions may be provided upon TSLAC's request throughout the contract term.

2 Deliverables

Below is the list of deliverables with the estimated timeline. Respondents must have the ability to work within the estimated timeline or deadline provided below. Respondents may propose an alternative timeline or deadlines but must meet the competition date of the project.

No. Deliverable Description Estimated timeline or due date

2.1. Kickoff Meeting No later than 30 calendar days after

contract award.

2.2. EAP Services To begin upon contract award or as

negotiated

2.3. Incident stress de-briefing (ISD) sessions As needed

2.4. Statistical Reporting per Section II, Subsection 1.2.10 Every three (3) months

2.5. Mediation Services As needed

2.6. Additional training sessions As needed

TSLAC reserves the right to alter dates as necessary to accomplish project objectives and performance requirements.

3 Contractor Responsibilities

The Contractor shall:

3.1. Deploy a kickoff awareness campaign within 30 calendar days of the contract award. Information concerning new or additional EAP services must also be distributed to employees within 30 calendar days of TSLAC approval.

3.2. Utilize their own software and resources to host virtual training sessions.

3.3. Handle online registration of training sessions and a roster for the TSLAC Project Manager. The roster must be provided in the file format approved by the TSLAC Project Manager. Formats may include but are not limited to printed hard copy, Microsoft Excel, Microsoft Word, PDF, or other formats acceptable to TSLAC.

3.4. Provide TSLAC with a link to the recorded training session for at least 60 days after the scheduled session. The link can be provided via email with instructions on accessing the recorded training session.

3.5. Provide a list of training session topics offered for the service term. The TSLAC Project Manager will review and approve the list of training topics offered for TSLAC-requested training sessions during each respective service term.

3.6. Agree to conduct all its services under the awarded contract by and through appropriate communication with TSLAC. No work or services shall begin by the Contractor except with the prior written authorization of TSLAC. The Contractor understands and agrees that work and other services performed without prior authorization of TSLAC are considered outside of the scope of the contract and shall be performed exclusively at the Contractor’s risk and expense. The Contractor will not be compensated for unauthorized work or work outside the contract's scope.

3.7. Provide services in accordance with the requirements specified herein and the resulting contract(s) and adhere to the TSLAC General Terms and Conditions and any federal terms and conditions, if attached.

3.8. Shall provide personnel and equipment necessary to meet the requirements of the specified services throughout the term of the contract.

3.9. Be responsible for all costs incurred in the performance of the contract.

3.10. Comply with all laws, ordinances, statutes, and regulations pertaining to the services required herein, and shall obtain such permits, licenses, and other authorizations as may be required.

3.11. Follow relevant confidentiality requirements and will ensure their intake process and follow-up sessions are welcoming and promote a feeling of safety for clients.

3.12. Participate in lessons-learned meetings to provide feedback to the agency during contract closure at no additional cost.

4 TSLAC Responsibilities

The TSLAC will:

4.1. Provide a meeting space for any required in-person meetings or training sessions.

4.2. Print the sign-in sheet for the scheduled onsite training session and share a copy of the sign-in with the Contractor.

4.3. Print the training materials provided by the Contractor for the scheduled in-person training session and share them with participants.

4.4. Review the training topics for the TSLAC-requested training sessions; the TSLAC Project Manager will provide written approval of the approved topics for TSLAC-requested training sessions.

4.5. Communicate with employees about potential training sessions.

4.6. Distribute and promote EAP services to employees; promotional materials will be shared accordingly.

4.7. Designate a TSLAC Project Manager and point of contact upon contract award; this individual will monitor the contract.

4.8. Not furnish materials, labor, equipment, or facilities unless otherwise specified in this solicitation or the resulting contract.

5 Qualifications and Experience

Respondent shall meet the following minimum qualifications and experience to be eligible for consideration.

5.1. Minimum Qualifications

5.1.1. Respondent shall be in the business of providing EAP services with a minimum of two (2) years of experience providing and performing services similar in size and scope to the services specified within this solicitation.

Recent start-up businesses do not meet this requirement. Refer to Section I, Subsection 10, for a definition of a start-up business.

5.1.2. Respondent shall have available the necessary qualified personnel, skills, organization and facilities, equipment, and supplies to fulfill the requirements under this solicitation and any resulting contract.

5.2. Respondent’s staff providing counseling and guidance services shall have certifications and/or advanced degrees in areas of expertise, including but not limited to CEAP®, LMSW, or LPC certifications.

5.2.1. Respondent shall be in good financial standing. TSLAC reserves the right to request a copy of the respondent’s audited or un-audited financial statements.

Note: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has a history of expertise.

5.3. Assigned Key Personnel

Respondents shall provide the following key personnel:

5.3.1. Account Manager

5.3.2. Training Specialist

5.3.3. EAP Case Manager

Supporting Documentation: Respondent must complete the form (or reasonable facsimile) in Appendix B and provide resumes of each team member. Project references on the resumes should correspond with the references required in Section II, Subsection 5.3 below. Experience provided should be similar in scope of the project in this solicitation. Note: Personnel may serve in multiple roles.

5.4. Company References

Respondent must provide a minimum of three (3) references for projects completed by the company within the last two

(2) years and similar in scope. The Respondent must complete the form provided in Appendix B or provide a reasonable facsimile.

All requested information is required. The Respondent may not use TSLAC staff as a reference.

6 Subcontractors

Subcontractors providing services under an awarded Contract shall meet the same requirements and level of experience as required of the Contractor (also referred to as Prime Contractor). No subcontract under the Contract shall relieve the Prime Contractor of responsibilities for ensuring the requested services are provided. Respondents planning to subcontract all or a portion of the work to be performed must identify the proposed subcontractors in their response. The definition of a subcontractor is provided in Section I, Subsection 10 of this solicitation.

TSLAC expects the Prime Contractor to be responsible for contract performance and payment under this Contract, whether or not subcontractors are involved. If subcontractors will be used during the project's implementation, the Contractor shall provide documentation that the subcontractor meets the same minimum qualifications listed in this solicitation.

7 Historically Underutilized Business Subcontracting Plan (HSP)

It is the policy of the TSLAC to promote and encourage contracting and subcontracting opportunities for the State of Texas HUBs in compliance with Texas Government Code, Chapter 2161, Subchapter F and 34 Texas Administrative Code §20.285. Eligible Respondents are encouraged to become HUB certified. More information about HUB certification is located here:

https://comptroller.texas.gov/purchasing/vendor/hub/certification-process.php

TSLAC has determined that the overall value of this procurement will not exceed $100,000. Therefore, the HSP is not required with the Response.

8 Contract Monitoring

TSLAC will maintain an on-going review and status check of the Contractor’s progress toward completion of services and will certify whether the Contractor’s invoices are reasonably comparable with the work completed. Payment(s) will not be made until all products and work have been reviewed and accepted by TSLAC.

https://comptroller.texas.gov/purchasing/vendor/hub/certification-process.php

Administration of the contract is a joint responsibility of the TSLAC Administrative Services (ADM) Division and the TSLAC Purchasing Team. The TSLAC Purchasing Team administers the contractual business relationship with the Contractor. Upon contract issuance, TSLAC will designate an individual who will serve as the project manager and point of contact between the agency and the Contractor. The project manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way, or waive strict performance of the terms and conditions of the contract. This individual’s project management and contract administration responsibilities include, but are not limited to:

8.1. Monitoring the Contractor’s progress and performance and ensuring services conform to established specification requirements.

8.2. Managing the financial aspects of the contract, including approval of payments.

8.3. Meeting with the Contractor to schedule service.

8.4. Reviewing progress, discussing problems, and considering necessary action as needed throughout the term of the contract.

8.5. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

8.6. Submitting the Vendor Performance Report for contracts with an overall value of $25,000 or more to the CPA’s Vendor Performance Tracking System (VPTS). http://www.txsmartbuy.com/vpts

8.7. Other areas as identified in the State of Texas Procurement and Contract Management Guide, current edition.

9 Insurance

9.1. Contractor shall procure and maintain the minimum insurance coverage specified by TLSAC during the entire period of their performance under this contract. Information concerning insurance coverage is provided in General Terms and Conditions, Paragraphs 102 and 103. (Section IV)

9.2. The Contractor must furnish a certificate of insurance as proof that the required coverage is in full force and effect no later than five (5) business days after contract award. Services cannot begin until the certificate of liability insurance with TSLAC as the certificate holder has been received.

9.3. The policy must list TSLAC as the certificate holder with the following details:

Texas State Library and Archives Commission Attn: Purchasing PO Box 12729 Austin, TX 78711

9.4. Policy must contain an additional insured endorsement in the description or operations/locations/vehicles section of the certificate: “The State of Texas, acting through Texas State Library and Archives Commission and its officers and employees, is listed as an additional insured and loss payee.”

10 Invoice and Payment

The following procedures apply to invoicing and payment. Payments will be processed per the Texas Prompt Payment Act and will exclude sales tax. More information is provided in the General Terms and Conditions (Section IV).

10.1. Contractor to submit invoices to:

Texas State Library and Archives Commission Attn: Accounts Payable PO Box 12516 Austin, Texas 78711 Phone: (512) 463-5471 or e-mail: AP@tsl.texas.gov

10.2. Invoice must include:

10.2.1. Name of Contractor, Texas Identification Number, and correct “Remit to” address http://www.txsmartbuy.com/vpts mailto:AP@tsl.texas.gov

10.2.2. Name of State Agency (Receiving entity)

10.2.3. Contract/Purchase Order Number

10.2.4. Description of services and service period

10.2.5. Quantity, Unit, Price; All prices should be extended on the invoice

10.2.6. Total price

10.2.7. Discount, if applicable, extended and deducted to arrive at the Net Total for invoice

10.2.8. Attach supporting documentation, if required

10.3. Billing Details

The Contractor must be able to provide the following details on their invoice(s). Failure to provide the requested level of detail on the invoice will result in delay of payment or non-payment.

10.3.1. The monthly invoice must include the number of employees supported. The TSLAC project manager or designee will provide a list of supported employees, which must be attached to the invoice.

10.3.2. It is preferred that optional as-needed services be included on the monthly invoice of recurring EAP services but as separate line items. However, the Contractor may provide a combined invoice separate from the recurring EAP services for as-needed services in the month that services were performed. Pre-payment will not be provided for optional as-needed services.

10.4. Payment Schedule:

10.4.1. Payment will be provided monthly for the actual number of employees supported during that month. The TSLAC Project Manager or Designee will provide a list of employees to the Contractor so that the invoice can be created and sent to Accounts Payable. Terminated employees employed 5 business days or less during the billing month will not be included in the monthly count.

10.4.2. Payment will be provided upon satisfactory performance of the requested as-needed services. The Contractor will provide one invoice of completed as-needed services per month. This would include mediation services and/or additional training sessions. As-needed services may either be included on the monthly EAP services invoice as a separate line item or as a separate invoice. Note that as-needed services must be clearly defined on the invoice and include the date(s) that the service was performed.

10.4.3. If the Contractor completes additional services outside of the contract scope without a written amendment to the contract, all work performed will be provided free of charge at the Contractor’s risk. TSLAC will not pay for unauthorized work, incomplete work, or work completed outside of the specified service period on the contract.

10.4.4. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of products and/or services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days, or the Contractor may charge a late payment fee per the Texas Prompt Payment Law.

10.4.5. Payments for product(s) and services purchased with state-appropriated funds will be made through state warrants issued by the Texas Comptroller of Public Accounts. Qualified ordering entities will be paid through the entities local payment system.

SECTION III

RESPONSE INSTRUCTIONS

1 Schedule of Events

TSLAC intends to proceed according to the following schedule. These dates represent a tentative schedule of events and TSLAC reserves the right to change the dates. TSLAC will notify prospective Respondents of changes to the Schedule of Events by posting an Addendum on the ESBD.

Event Date/Time Solicitation Posted Date:

Pre-Submittal Conference:

Vendor Questions Due:

Answers Posted to ESBD:

Response Due Date:

Expected Contract Award Date:

4/28/2025

5/6/2025; 10:00 AM CT

5/6/2025; 5:00 PM CT

5/8/2025

5/13/2025; 2:00 PM CT

May 2025

Interested Respondents are responsible for checking the ESBD for all updates and changes to the Schedule of Events.

Note that TSLAC is closed on the following dates and will not be available: https://www.tsl.texas.gov/holiday-closings Refer to the agency calendar for more details on agency closures.

2 Pre-Submittal Conference

2.1. The pre-submittal conference will be held on the date and time specified in Section III, Subsection 1 above. The pre-submittal conference is not mandatory. However, Respondents are strongly encouraged to attend as important information regarding solicitation and response requirements will be discussed. Participants will have an opportunity to ask questions during the conference. However, verbal responses provided by the agency are not binding until confirmed by the agency as a posted addendum.

2.2. The pre-submittal conference will be held via web conference. Participants will be required to register to document their participation in the conference. For individuals who enter the meeting via phone, participants should message the host with their name.

https://us02web.zoom.us/meeting/register/DNVc-EbmRBmfJEEHGc30GQ

After registering, you will receive a confirmation email containing information about joining the meeting.

2.3. TSLAC will post all questions and answers from this pre-submittal conference to the ESBD per the schedule in Subsection 1 above.

3 Inquiries

3.1. Clarifications: All questions or requests for clarification of this solicitation must be submitted in writing through the e- Procurement portal or to the assigned TSLAC Purchaser’s e-mail. Questions will be collected by the due date specified in Section III, Subsection 1. Questions should be submitted in the following format:

3.1.1. For emailed questions: the subject line must state “Questions concerning Solicitation # 306-25-0112”

3.1.2. Reference the Section number, Subsection number, and page number on the solicitation

3.1.3. Question

3.2. Deadline: Questions must be submitted no later than the date and time listed in Section III, Subsection 1 above.

3.3. Answers to Questions: TSLAC will post all questions and answers as an Addendum to the solicitation on the ESBD no later than the date listed in Section III, Subsection 1 above. The Respondent’s responsible for viewing these questions and answers; TSLAC is not required to send a notification email when the Addendum is posted.

https://www.tsl.texas.gov/holiday-closings https://us02web.zoom.us/meeting/register/DNVc-EbmRBmfJEEHGc30GQ

4 Response Submission

TSLAC has an e-Procurement Portal that will accept submission of the electronic response to this solicitation.

4.1. Submission Instructions:

4.1.1. Respondent shall upload response content using the TSLAC e-Procurement Portal. The link is found at:

https://tsl.bonfirehub.com/portal/?tab=openOpportunities

4.1.2. VENDOR REGISTRATION REQUIRED: Prior to submitting your response, Respondents must register in the e-Procurement Portal. Registration is free and easy. Using this link (https://tsl.bonfirehub.com/portal/?tab=login) under the New Vendor Registration section, click on the “Create your free Bonfire account.” Registration will allow Respondents to submit their response to this solicitation.

(A) Have your Texas Vendor ID number, DUNS, and W-9 form ready when registering.

(B) If Texas ID number is unknown, enter the Federal Employer Identification Number.

4.1.3. Respondents can modify their submissions until the Response Due Date in the e-Procurement Portal.

4.1.4. Emailed, telephone, or faxed Responses will not be considered.

4.1.5. Interested Respondents are encouraged to register in advance and submit their intent to bid notification (if requested) on the e-Procurement Portal.

4.2. Submission Support:

4.2.1. The TSLAC e-Procurement Portal is compatible with the following browsers: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and Javascript must be enabled on the browser.

Submission by other methods will not be accepted unless non-electronic samples are required for this solicitation.

4.2.2. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://bonfirehub.zendesk.com/hc.

4.2.3. Support through Bonfire or TSLAC is not guaranteed one hour prior the submission due date. Interested Respondents are encouraged to begin the submission process one week prior to the bid due date. This allows time to troubleshoot any submission issues.

5 Response Content and Requirements

Below is a summary of the required and requested information for the Proposal (Response). Responses submitted without this information will be evaluated accordingly. TSLAC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

5.1. General Response Format:

5.1.1. The maximum upload file size is 1000 MB. Documents should not be embedded within the uploaded files, as the embedded files will not be accessible or evaluated.

5.1.2. Response Checklist – Respondents should use Attachment 1 as a tool to ensure that all content is formatted appropriately for submission; the Response must address all criteria listed in Response Checklist.

5.2. Required Response Content:

Respondent MUST include the following documents and information in their Response submission. Failure to submit the listed documents in the Response will result in disqualification.

5.2.1. Solicitation Coversheet – Include completed, signed, and dated Appendix A. Respondents must enter their Texas Identification Number (TINS), full company name and address. This document must be signed to be considered a valid bid. Unsigned solicitation coversheets will result in disqualification of the Response.

https://tsl.bonfirehub.com/portal/?tab=openOpportunities https://tsl.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

5.2.2. Confidential Information Form – Include completed Appendix E if the Response contains confidential information as specified in Section III, Subsection 6 of this solicitation. If confidential information is not included within the Response, the form must be submitted and marked “N/A” or left blank.

5.2.3. Terms and Conditions Exceptions – Include Appendix F with the Response; If the Respondent takes any exception to any terms and conditions listed in this solicitation, these exceptions must be specifically and clearly identified by Section in the submitted Response, and the Respondent must propose alternative language with their Response.

If the Respondent does not have any exceptions, the form should be marked and submitted with “None” or left blank.

5.2.4. Company Profile – Include the completed Company’s Profile using Appendix B.

5.2.5. Company References – Include a minimum of three references as specified in Section II, Subsection 5.4 using Appendix B.

5.2.6. Technical Proposal – Respondent shall provide a technical proposal of the proposed product(s)/service(s) for this project. This document must include a list of the key personnel assigned to this project. Supporting documentation will include their resumes, qualifications, experience in similar projects, and the certification that the deliverables schedule will be met. If subcontractors are used, the Technical Proposal should list the subcontractors used and their role in the project. Refer to Appendix D for details and required content needed for the technical proposal.

Communication samples should be included with the Technical Proposal.

5.2.7. Outreach Samples – The Technical Proposal requests the submission of outreach samples, which should promote the services offered in the response. These samples should be uploaded separately from the Technical Proposal.

5.2.8. Cost Worksheet – Upload a completed Cost Worksheet – Initial Pricing (BT-08FX) and Supplemental Cost Worksheet (Q-69BO). These documents are included as attachments to the solicitation posting and are considered the primary Cost Worksheet documents. Instructions on completing and submitting these documents are provided on a tab within each document.