IFB (FINAL).DOCX.pdf

ROBERT G. ANDERSON

EXECUTIVE DIRECTOR

INVITATION FOR BIDS (IFB)

EMPLOYEE ASSISTANCE PROGRAM SERVICES

IFB No. 3160007240

Issue Date: Monday, March 24, 2025

CLOSING LOCATION

Mississippi Department of Human Services

200 South Lamar Street

Jackson, Mississippi 39201

PROCUREMENT COORDINATOR

Kimbley Hendrix

(601) 359-4500 procurement.services@mdhs.ms.gov

CLOSING DATE & TIME

Bids must be received by Thursday, April 24, 2025, at 2:00 PM, Central Time

Docusign Envelope ID: AB729E0D-C6B0-4E03-AA29-F6FEC48FAC51

IFB No. 3160007240 Page 2 of 31

SECTION 1

1.1. Bid Acceptance Period

The original copy of the bid package shall be signed and submitted (mailed or hand-delivered) in a sealed envelope or package to 200 South Lamar Street, Jackson, Mississippi 39201 no later than the time and date specified for receipt of bids. In addition, bidder shall also submit one (1) copy of the bid package on a USB Flash Drive as a single document in a searchable Microsoft Word or Adobe Acrobat (PDF) format.

Timely submission of the bid package is the responsibility of the bidder. Bids received after the specified time shall be rejected and shall remain unopened in the procurement file. The envelope or package shall be marked with the bid opening date and time, and the number of the invitation for bid. The time and date of receipt shall be indicated on the envelope or package by MDHS staff. Each page of the bid form and all attachments shall be identified with the name of the bidder. Failure to submit a bid on the bid form provided shall be considered just cause for rejection of the bid. Modifications or additions to any portion of the procurement document may be cause for rejection of the bid. The MDHS reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive.

As a precondition to bid acceptance, the MDHS may request the bidder to withdraw or modify those portions of the bid deemed non-responsive that do not affect quality, quantity, price, or delivery of the service. Bids submitted via facsimile (faxes) will not be accepted.

1.1.1. Timeline

Invitation for Bids Issue Date/1st Advertisement: Monday, March 24, 2025

Invitation for Bids Issue Date/2nd Advertisement: Monday, March 31, 2025

Questions and Requests for Clarification

Deadline:

Monday, April 7, 2025, by 2:00p.m., CT

Anticipated Posting of Written Answers to

Questions:

Monday, April 14, 2025

Bid Package Submission Deadline: Thursday, April 24, 2025, by 2:00 p.m., CT

Anticipated Date of the Notice of Intent to Award: Thursday, May 8, 2025

Anticipated Request for Reconsideration Due Date: Tuesday, May 13, 2025, by 2:00 p.m., CT

Note: MDHS reserves the right to adjust this schedule as it deems necessary. MDHS also has the right to reject any and all bids during any step of the procurement or awarding process (even after negotiations have begun).

1.1.2 Late Submissions

Bids received at the place designated in the solicitation for receipt of Bids after the exact time specified for receipt will NOT be considered.

1.2. Expenses Incurred in Preparing Bid

All parties participating in the procurement process with regard to this solicitation shall bear their own costs of participation, pursuant to Section 1.4.4 of the Public Procurement Review Board (PPRB) Office of Personal Service Contract Review (OPSCR) Rules and Regulations.

1.3. Bid Form

All pricing must be submitted on the bid form (Attachment B). Failure to complete and/or sign the bid form may result in the bidder being determined nonresponsive.

IFB No. 3160007240 Page 3 of 31

1.3.1 Bidder Certification

The bidder agrees that submission of a signed bid form is certification that the bidder will accept an award made to it as a result of the submission.

1.3.2 Certification of Independent Price Determination

By submitting a bid, the bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other bidder or competitor for the purpose of restricting competition.

1.4. Registration with Mississippi Secretary of State

By submitting a bid, the bidder certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within five (5) business days of being offered an award. Sole proprietors are not required to register with the Mississippi Secretary of State.

1.5. Debarment

By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for con-tracts issued by any political subdivision or agency of the State of Mississippi or Federal government and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or federal government. The bidder shall submit a completed MDHS Debarment Verification Form, attached to this IFB as Attachment F.

Attachment F shall be received by MDHS, in the bid packet submitted by the bidder, no later than 2:00

PM CT, on Thursday April 24, 2025. MDHS reserves the right to deem any bid packet not containing an executed MDHS Debarment Verification Form, as non-responsive to the IFB.

1.6. Registration with Mississippi’s Accountability System for Governmental Information and

Collaboration (MAGIC)

If the respondent is not already registered as a supplier in MAGIC, the respondent should register as a supplier with the State of Mississippi. Registering as a supplier with the State of MS allows businesses to register for upcoming opportunity notifications by the products they supply, search the system for up-coming solicitations, respond to solicitations electronically, and receive purchase orders via e-mail. The registration can be completed at the following link:

http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/

1.7. Proprietary Information

Any bidder claiming that its response contains information exempt from the Mississippi Public Records

Act (Mississippi Code Annotated §§ 25-61-1, et. seq., and 79-23-1), shall segregate and mark the infor-mation as confidential and provide the specific statutory authority for the exemption. The bidder shall submit a completed Proprietary Information Form, attached to this IFB as Attachment E.

1.8. Additional Information

All questions and requests for clarification concerning this procurement document must be submitted in writing via email to Kimbley Hendrix at procurement.services@mdhs.ms.gov by the deadline reflected in

Section 1.1.1. MDHS will not be bound by any verbal or written information that is not contained within this IFB unless formally noticed and issued by MDHS. Bidders are cautioned that any statements made by contact persons that cause a material change to any portion of the bid document shall not be relied upon unless subsequently ratified by a formal written amendment to the bid document. At no time shall any bidder or its personnel contact, or attempt to contact, any MDHS staff regarding this IFB except the contact person as set forth and, in the manner, prescribed in this section.

Docusign Envelope ID: AB729E0D-C6B0-4E03-AA29-F6FEC48FAC51 http://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/supplier-self-service/ mailto:procurement.services@mdhs.ms.gov

IFB No. 3160007240 Page 4 of 31

1.9 Acknowledgement of Amendments: Bidders shall acknowledge receipt of any amendment to the IFB in writing. The acknowledgement shall be submitted by signing and returning the amendment with the bid package, by identifying the amendment number and date in the space provided for this purpose on the bid form, or by letter. Each bidder shall submit a written acknowledgement of every amendment to the

MDHS on or before the submission deadline. Should an amendment to the IFB be issued, it will be posted on the MDHS website (www.mdhs.ms.gov) in a manner that all bidders will be able to view. It is the bidder’s sole responsibility to monitor the website for amendments to the IFB.

All questions, requests for clarification, and answers pertaining to this IFB will be published on the Mis-sissippi Contract/Procurement Opportunity Search Portal and the Mississippi Department of Human Ser-vices (hereinafter “MDHS”) website (http://www.mdhs.ms.gov) in a manner that all bidders will be able to view by the date reflected in Section 1.1.1.

1.10 Type of Contract

Compensation for services will be in the form of a Fixed Price Contract.

SECTION 2

2.1 Purpose

MDHS is seeking to establish a contract with a vendor to provide Employee Assistance Program Services.

2.2 Scope of Services

A. Contractor shall implement and provide a comprehensive Employee Assistance Program

(EAP) to address the emotional and personal problems of all MDHS employees, approxi-mately one-thousand five hundred (1,500) and their covered family members (spouse, chil-dren and/or stepchildren under the age of twenty-six (26). All services will be provided as follows:

1. Confidential assistance for issues including but not limited to, marital or family problems, substance abuse, grief, anxiety, depression, stress, etc.

2. Training sessions for managers and supervisors in the orientation of identifying personal and emotional problems which may affect workplace performance. Training in procedures related to documentation and appropriate referral of employees to the EAP.

3. Educational seminars and workshops regarding mental health issues, alcohol and drug abuse and healthy lifestyle solutions offered to groups of employees twelve (12) times per year at various MDHS locations.

4. A toll-free confidential Employee Assistance line with 24-hour access for MDHS employ-ees and their covered family members. Through the Employee Assistance line EAP Coun-selors provide in-the-moment telephonic support, and crisis intervention for individuals who are experiencing an emergency such as suicidal ideation, homicidal ideation, violent behavior, substance abuse related emergencies, need for in-patient psychiatric hospitali-zation, child/elder abuse, and/or domestic violence.

http://www.mdhs.ms.gov/

IFB No. 3160007240 Page 5 of 31

5. Employee brochures, posters, and EAP user guides for MDHS employees in both printed and electronic format.

6. Monthly EAP utilization reports will be prepared and submitted to the Director of Human

Resources to include the number of EAP calls, types of referrals, number of admissions to out-patient therapy and number of counseling sessions. (These reports will not contain identity of employees nor covered family members but will simply be statistical summar-ies).

7. Referral for treatment (when appropriate) will be made in accordance with the preferred provider network of MDHS.

8. Unlimited on-site critical incident stress debriefings (CISDS), available within 24 hours following an in-house crisis or a community crisis involving MDHS employees.

9. Unlimited counseling sessions per employee and/or covered family member within the contract period, not to exceed six (6) sessions per issue. Sessions will be provided by li-censed professionals with a minimum of a Master’s Degree in social work, counseling, marriage and family, or psychology. The counseling sessions will occur at the office(s) of the respective therapist.

10. A representative of the company will handle the reporting of any employee concerns to ensure the quality and confidentiality of the EAP.

11. The Director of the Division of Human Resources or his/her designee will evaluate ser-vices and provide ongoing consultation with the company concerning the administration of the EAP by submitted reports provided monthly by the vendor.

B. Contractor shall ensure privacy and confidentiality of information associated with the Em-ployee Assistance Program to the extent required by all Federal and State law(s).

C. Contractor shall ensure all confidential information and materials remain secured. Contractor must ensure no violation of any state, federal, or local law, including HIPPA guidelines; en-sure that there are appropriate safeguards to prevent use or disclosure of all confidential in-formation and materials (except as provided by law); ensure that all personnel are aware not to use or disclose confidential information and/or materials; and immediately inform the

MDHS of any use or disclosure of confidential information and/or materials.

D. Contractor shall ensure that Contractor personnel fully comply with the policies and proce-dures of the MDHS, the applicable standards of care, Joint Commission standards, and all applicable regulations as now existing or as may be modified.

E. Contractor shall accurately describe the job duties required to its personnel.

F. Contractor shall perform all services provided in the contract between the Contractor and the

MDHS in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, meth-ods and procedures of all government boards, bureaus, offices, and other agencies. No state-ment within this Contract shall negate compliance with any applicable governing regulation.

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The absence of detailed specifications or the omission of a detailed description shall be rec-ognized as meaning that only the best commercial practices are to prevail.

G. Contractor shall provide prompt and courteous attention to the needs of MDHS and its em-ployees, including assistance with questions that arise.

H. Contractor shall submit a monthly invoice for payment itemizing each service performed, and the charge for each supported by the fee computation. Following satisfactory completion of its monthly services, as determined by MDHS, the Contractor shall submit invoices electron-ically to Invoices@mdhs.ms.gov, with the appropriate documentation. No charges will be submitted for payment unless actual services were rendered. A final invoice must be submitted to MDHS within five (5) working days after the contract ending date.

I. Contractor shall comply with all laws, regulations, policies and procedures of the United

States of America, the State of Mississippi, and the policies and procedures set forth by the

Mississippi Department of Human Services. The Contractor shall be an equal opportunity employer. All Contractor personnel shall strictly abide by all state policies and procedures at all times. Deviations from these policies by the Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

J. Contractor shall assign an Account Representative to work directly with the MDHS.

K. Contractor shall supply reports as requested from the MDHS at no additional charge.

SECTION 3

3.1 Term

The anticipated term of the contract shall be for a period of one (1) year. The contract may be renewed at the discretion of MDHS upon written notice to Contractor at least thirty (30) days prior to each contract anniversary date for a period of four (1) one-year periods under the same prices, terms, and conditions as in the original contract, and subject to approval by the PPRB. The total number of renewal years permitted shall not exceed four (4).

Renewal years are subject to the needs of MDHS, as well as the availability and appropriation of funds.

The Chief Procurement Officer shall notify the contractor, on a timely basis, that funds are or are not available for the continuation of the contract for each succeeding fiscal period. A multi-term contract will be canceled if funds are not appropriated or otherwise made available to support the continuation of per-formance in any fiscal period succeeding the first; however, this does not affect either the State’s rights or the contractor’s rights under any termination clause in the contract.

Compensation for services will be in the form of a Fixed Price Contract.

3.2 Insurance

Contractor represents that it will maintain workers’ compensation insurance in compliance with Missis-sippi law which shall inure to the benefit of all Contractor’s personnel provided hereunder, comprehensive general liability or professional liability insurance with minimum limits of $1,000,000.00 per occurrence, and fidelity bond insurance with minimum limits of $1,000,000.00. All general liability, professional liability, and fidelity bond insurance will provide coverage to the MDHS as an additional insured. The

IFB No. 3160007240 Page 7 of 31

MDHS reserves the right to request from carriers, certificates of insurance regarding the required cover-age. Insurance carriers shall be licensed or hold a Certificate of Authority from the Mississippi Department of Insurance.

Contractor will furnish MDHS a certificate of insurance providing the aforesaid coverage, prior to the commencement of performance under this Agreement and upon request by MDHS at any time during the contract period. Such certificate shall contain provisions that coverage afforded under the policies shall not be cancelled, terminated, or materially altered until at least thirty (30) days prior notice has been given to the MDHS. Cancellation of the above mentioned referenced insurance shall be grounds for termination of this contract. Failure on the part of the Contractor to procure or maintain the required insurance and provide proof thereof to MDHS shall constitute a material breach of the contract upon which the MDHS may immediately terminate this Contract.

3.3 Bid Evaluation

Bids will be evaluated based on the requirements set forth in IFB No. 3160007240, which will include objectively measurable criteria to determine bidder acceptability. MDHS will evaluate responsiveness through required submissions, responsibility through bidder qualifications, and price among qualified bid-ders. No criteria will be used in an evaluation that is not set forth in this IFB.

3.4 Responsive Bidder

Bidder must submit bid which conforms in all material respects to this IFB No. 3160007240, as deter-mined by MDHS.

3.5 Responsible Bidder

Bidder must have capability in all respects to perform fully the contract requirements and the integrity and reliability which will assure good faith performance, as determined by MDHS.

3.5.1 Minimum Qualifications to be Deemed Responsible

3.5.1.1 Bidder must have been in business and provided Employee Assistance Program Services similar in requirements and scale to those described in this IFB, for a minimum of two (2) years.

3.5.1.2 These minimum qualifications are in addition to a minimum score of six (6) on the Refer-ence Score Sheet (Attachment D) from reference interview by MDHS staff with two (2) bidder references for a total minimum scoring requirement of twelve (12) points), as well as all other requirements of this IFB. (See Attachment C & Attachment D.)

3.6 Exceptions

Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the bid form. Failure to indicate any exception will be interpreted as the bidder’s intent to comply fully with the requirements as written. Conditional or qualified bids, unless specifically allowed, shall be subject to re-jection in whole or in part.

3.7 Minor Informalities & Irregularities

The MDHS has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance of the services being procured and if doing so does not create an unfair advantage for any bidder. If insufficient information is submitted by a bidder for the MDHS to properly evaluate the offer, the MDHS has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the

IFB No. 3160007240 Page 8 of 31 services being procured and such a request does not create an unfair advantage for any bidder. (Infor-mation requested may include, for example, a copy of business or professional licenses, or a work sched-ule.)

3.8 Cancellation of Solicitation

At the Agency’s sole discretion, an IFB may be canceled, all bids may be rejected, or individual bids may be rejected when the Agency determines that it is in the Agency’s best interest to do so. A memorandum stating the reasons for the cancellation or rejection shall be made part of the Agency Procurement File.

3.9 Rejection of Bids

A bid response that includes terms and conditions that do not conform to the terms and conditions in the bid document is subject to rejection as non-responsive. MDHS reserves the right to permit the bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by MDHS of non-responsiveness based on the submission of nonconforming terms and conditions. Furthermore, if a bidder’s price is substantially higher than those of other bidders, meaning those in excess of a twenty-five percent (25%) differential, the bidder’s price will be deemed non-responsive.

Reasons for rejecting individual bids include but are not limited to:

• the bid was non-responsive to the solicitation;

• the bidder is deemed non-responsible;

• the Agency – in its sole discretion – determined the proposed price is unreasonable even if it was the lowest responsive and responsible bid;

• lack of competitiveness by reason of collusion or knowledge that reasonably available competition did not occur.

3.10 Bid Withdrawals

If the price bid is substantially lower than those of other bidders, a mistake may have been made. A bidder may withdraw its bid from consideration if certain conditions are met:

a. The bid is submitted in good faith.

b. The price bid is substantially lower than those of other bidders because of a mistake

c. The mistake is a clerical error, not an error of judgement.

d. Objective evidence drawn from original work papers, documents, and other materials used in the preparation of the bid demonstrates clearly that the mistake was an unintentional error in arithmetic or an unintentional omission of a quantity of labor or material.

e. To withdraw a bid that includes a clerical error after Bid Opening, the bidder must give notice in writing to MDHS of its claim of right to withdraw a bid. Within two (2) business days after the bid opening, the bidder requesting withdrawal must provide to MDHS, all original work papers, documents, and other materials used in the preparation of the bid.

f. A bidder may also withdraw a bid, prior to the time set for the opening of bids, by simply making a request in writing to MDHS. No explanation is required.

3.11 Conditioning Bid Upon Other Awards

Any bid which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi Contract shall be deemed non-responsive, and not be acceptable.

IFB No. 3160007240 Page 9 of 31

3.12 Bid Submission Format

The bid package must be sealed and must contain the following:

Bid Cover Sheet (Attachment A)

Bid Form (Attachment B)

References (Attachment C)

Proprietary Form (Attachment E)

Debarment Form (Attachment F)

Other (as required within specifications)

3.13 References

Each bidder must furnish a listing of at least three (3) trade references along with the contact person, address, and phone number for each. These references must be familiar with the bidder’s abilities in the areas involved with this solicitation. MDHS will use these references to determine the bidder’s ability to perform the services. It is the responsibility of the bidder to ensure that the reference contact information is correct and current. Bidders should verify before submitting their bid that the contact person and phone number are correct for each reference. MDHS staff must be able to reach two (2) references for a bidder within two (2) business days of bid opening to be considered responsive. Further, the bidder must score a minimum of six (6) points on each Reference Score Sheet which will be used by the

MDHS staff when interviewing the two (2) references (for a total minimum scoring requirement of twelve (12) points) to be considered responsive and/or responsible. (See Section 3.5.1 and Attach-ments C and D.) Only bidders who are found responsive and responsible will have their bids considered.

The bidder may submit as many references as desired. MDHS will begin contacting references at the top of the list and will continue down the list until MDHS completes Reference Score Sheets for two (2) references.

3.14 Bid Opening

Bid opening is not open to the public.

3.15 Award

The Contract will be awarded by written notice to the lowest responsible bidder whose bid meets the requirements and criteria set forth in this IFB on date specified as reflected in Section 1.1.1. Any bids received may be rejected in whole or in part when in the best interest of the State.

3.16 Notification

All participating bidders will be notified of MDHS’ intent to award a contract. Notice of award is made available to the public which will identify the selected vendor. The winning bidder will be notified via e-mail of the award.

3.17 Contract Management

If contractor fails to adhere to the services’ schedule, or if Contractor fails to satisfactorily provide the prescribed service to all or any service area, MDHS will inform Contractor, and Contractor shall complete corrective action within twenty-four (24) hours. No payment shall be made to Contractor until all defi-ciencies have been corrected. If Contractor exhibits a pattern of non-performance as shown by repeated deficiencies, MDHS may terminate the Contract without further obligation to Contractor.

IFB No. 3160007240 Page 10 of 31

SECTION 4

4.1 Request for Reconsideration of the Terms of the Solicitation

Any potential bidder has an opportunity to request that the procuring Agency reconsider the terms of the solicitation. Any such request shall be filed with Kimbley Hendrix and the Director of OPSCR within three business days following the date of public notice as defined in Section 5.2.1 of PPRB OPSCR Rules and Regulations. It shall be the sole responsibility of the requesting vendor to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this Section results in waiver of any claim regarding the terms of the solicitation.

The request shall contain the requesting vendor’s name, a single contact person, all contact information for the contact person, the RFx number of the solicitation, and the date the IFB was issued. The request shall identify which of these rules and regulations the requesting vendor believes to have been violated by the solicitation, as written. The request may not be based on anything other than the solicitation document and these rules and regulations. Exhibits shall not be included with the request. Rather, the requesting vendor shall clearly identify the section(s) of the solicitation document at issue in its request. The request shall not be supplemented.

4.2 Required Contract Terms & Conditions

Any contract entered into between MDHS and a vendor/bidder shall include the required clauses found in Attachment G and those required by the Mississippi Public Procurement Review Board Office of Per-sonal Service Contract Review Rules and Regulations.

4.3 Optional Contract Terms & Conditions

Any contract entered into between MDHS and a vendor/bidder may have, at the discretion of the MDHS, the optional clauses found in Attachment H and those within the Mississippi Public Procurement Review

Board Office of Personal Service Contract Review Rules and Regulations.

4.4 Attachments

The attachments to this IFB are made a part of this IFB as if copied herein in words and figures.

IFB No. 3160007240 Page 11 of 31

ATTACHMENT A

BID COVER SHEET

The Mississippi Department of Human Services (hereinafter "MDHS," "Agency," or "State") is soliciting bids from qualified bidders to provide Employee Assistance Program Services for MDHS. The vendor will perform services as outlined in IFB No. 3160007240.

PLEASE MARK YOUR ENVELOPE:

Employee Assistance Program Services

IFB No. 3160007240

Opening: Thursday, April 24, 2025, 2:30 p.m., CT

Mississippi Department of Human Services

Division of Procurement Services

Attention: Kimbley Hendrix

200 South Lamar Street

Jackson, Mississippi 39201

SEALED BID—DO NOT OPEN

Name of Company:

Quoted By:

Signature:

Address:

City/State/Zip Code:

Company Representative:

Telephone:

Fax:

E-Mail:

FEIN/EIN # (if company, corporation, or partnership):

SSN (if individual):

In addition to providing the above contact information, please answer the following questions regarding your company:

What year was your company started? ____________

How many years and/or months has your company been in the business of performing the services called for in this IFB? ____________ ____________

Please provide the physical location and mailing address of your company’s home office, principal place of busi-ness, and place of incorporation. ___ ____________

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If your company is not physically located in Mississippi, how will you supply Employee Assistance Program

Services to MDHS Offices in Mississippi? ____________

Is your company currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please discuss the impact both in organizational and directional terms. ____________

List all licenses or permits your company possesses that are applicable to performing the services required in this

IFB. ____________

For how many customers has your company provided Employee Assistance Program Services in the past two (2) years? ____________

Is your company licensed and/or certified to perform Employee Assistance Program Services as required by any and all applicable federal and state law(s)? ____________

Describe any specific services which your company offers along with any specialized experience, certification, and/or education of your current staff. ____________

List all the equipment that your company has available or that is intended to be used to perform the services required in this Invitation for Bids. ______________________________________________________________

IFB No. 3160007240 Page 13 of 31

ATTACHMENT B

BID FORM FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES

Company Company Representative Telephone

Bidders shall acknowledge which of the following statements is applicable regarding release of its bid document as a public record. A bidder may be deemed non-responsive if the bidder does not acknowledge either statement, acknowledges both statements, or fails to comply with the requirements of the statement acknowledged.

Choose one:

____ Along with a complete copy of its bid, bidder has submitted a second copy of the bid document in which all information bidder deems to be confidential commercial and financial information and/or trade secrets is redacted in black. Bidder acknowledges that it may be subject to exclusion pursuant to Chapter 15 of the PPRB OPSCR Rules and Regulations if the Mississippi Department of Human

Services or the Public Procurement Review Board determine redactions were made in bad faith in order to prohibit public access to portions of the bid which are not subject to Mississippi Code

Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1. Bidder acknowledges and agrees that Mississippi Department of Human Services may release the redacted copy of the bid document at any time as a public record without further notice to bidder. A bidder who selects this option but fails to submit a redacted copy of its bid may be deemed non-responsive.

____ Bidder hereby certifies that the complete unredacted copy of its bid may be released as a public record by the Mississippi Department of Human Services at any time without notice to bidder.

Bidder explicitly waives any right to receive notice of a request to inspect, examine, copy, or re-produce its bid as provided in Mississippi Code Annotated § 25-61-9(1)(a). The bid contains no information bidder deems to be confidential commercial and financial information and/or trade secrets in accordance with Mississippi Code Annotated §§ 25-61-9, 75-26-1 through 75-26-19, and/or 79-23-1. A bidder who selects this option but submits a redacted copy of its bid may be deemed non-responsive.

The pricing quoted must be inclusive of, but not limited to the following:

All required labor

All required profit

All required overhead

All required insurance

All required transportation

All required fuel and mileage

All required equipment and materials

Any and all other costs associated with per-forming the services

All required business and professional li-censes, permits, fees, etc. (if any)

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Pricing Structure: All pricing for Employee Assistance Program Services includes all associated costs with no additional or hidden fees. Compensation for services will be in the form of a Fixed Price Contract.

Employee Assistance Program Services

Admin Fee (to include counseling per employees and covered dependents, training sessions, seminars, and workshops Unlim-ited on-site critical incident stress debriefing (CISDS) available within 24 hours following an in-house crisis or a community crisis involving MDHS employees.

$ ______________ Per-Month

By signing below, the Company Representative certifies that he/she has authority to bind the company, and further acknowledges on behalf of the company:

1. That he/she has thoroughly read and understands this IFB and the attachments thereto;

2. That the company meets all requirements and acknowledges all certifications contained in this IFB and the attachments thereto;

3. That the company agrees to all provisions of this IFB and the attachments thereto;

4. That the company will perform, without delay, the services required at the prices quoted in this Attachment

B; and

5. That, to the best of its knowledge and belief, the cost or pricing data submitted is accurate, complete, and current as of the submission date.

6. That the company has, or will secure, at its own expense, applicable personnel who shall be qualified to perform the duties required to be performed under this IFB.

7. That the company can and will meet all required laws, regulations, and/or procedures related to Employee

Assistance Program Services and represents that it is licensed, certified and possesses the requisite credentials to perform these services. Further, if the company is the successful bidder and the material, equipment, etc., delivered is subsequently found to be deficient pursuant to any federal and state laws and regulations in effect on the date of delivery, all costs necessary to bring the material, equipment, etc. into compliance with afore-mentioned requirements shall borne solely by Company.

8. NON-DEBARMENT By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or federal govern-ment and that it is not an agent of a person or entity that is currently debarred from submitting bids for con-tracts issued by any political subdivision or agency of the State of Mississippi or federal government.

9. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION - By submitting a bid, the bidder certi-fies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other bidder or competitor for the purpose of restricting com-petition.

10. PROSPECTIVE CONTRACTOR’S REPRESENTATION REGARDING CONTINGENT FEES - The pro-spective contractor represents as a part of such Contractor’s bid or proposal that such Contractor has/has not

(please circle applicable word or words) retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract.

IFB No. 3160007240 Page 15 of 31

11. REPRESENTATION REGARDING CONTINGENT FEES - The Contractor represents that it has/has not

(please circle applicable word or words) retained a person to solicit or secure a State contract upon an agreement or understanding for a commission, percentage, brokerage, or other contingent fee, except as disclosed in the Con-tractor’s bid or proposal.

12. REPRESENTATION REGARDING GRATUITIES - Offeror represents that it has not, is not, and will not offer, give, or agree to give any employee or former employee of MDHS a gratuity or offer of employment in connection with any approval, disapproval, recommendation, development, or any other action or decision related to the solicitation and resulting contract. Offeror further represents that no employee or former em-ployee of MDHS has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or offer of employment for the reasons previously stated; any such action by an employee or former employee in the future, if any, will be rejected by offeror. Offeror further represents that it is in compliance with the Missis-sippi Ethics in Government laws, codified at Mississippi Code Annotated §§ 25-4-101 through 25-4-121, and has not solicited any employee or former employee to act in violation of said law.

Signature:

Date:

Name:

Title:

Company Name: ___________________________________________________________________________

Note: Please be sure to circle the applicable word or words on numbers 10 and 11 (Prospective Contractor’s Representa-tion Regarding Contingent Fees) and (Representation Regarding Contingent Fees) above. Failure to circle the applicable word or words and/or to sign the bid form may result in the bid being rejected as non-responsive. Modifications or additions to any portion of this bid document may be cause for rejection of the bid.

IFB No. 3160007240 Page 16 of 31

ATTACHMENT C

REFERENCES

REFERENCE 1

Name of Company: ____________________________________________________________

Dates of Service: ______________________________________________________________

Contact Person: _______________________________________________________________

Address: _____________________________________________________________________

City/State/Zip: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: _________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional):

Telephone Number: ____________________________________________________________

Cell Number:__________________________________________________________________

E-mail:

REFERENCE 2

Name of Company: ____________________________________________________________

Dates of Service: _______________________________________________________________

Contact Person: _______________________________________________________________

Address: _____________________________________________________________________

City/State/Zip: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: _________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional):

Telephone Number: ____________________________________________________________

Cell Number: _________________________________________________________________

REFERENCE 3

Name of Company: ___________________________________________________________

Dates of Service: _______________________________________________________________

Contact Person: _______________________________________________________________

Address: _____________________________________________________________________

City/State/Zip: _______________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: _________________________________________________________________

E-mail: _______________________________________________________________________

Alternative Contact Person (optional):

Telephone Number: ____________________________________________________________

IFB No. 3160007240 Page 17 of 31

REFERENCE 4

Name of Company: ____________________________________________________________

Dates of Service:_______________________________________________________________

Contact Person: _______________________________________________________________

Address: _____________________________________________________________________

City/State/Zip: ________________________________________________________________

Telephone Number: ___________________________________________________________

Cell Number: _________________________________________________________________

E-mail: ______________________________________________________________________

Alternative Contact Person (optional):

Telephone Number: ____________________________________________________________

REFERENCE 5

Name of Company: ___________________________________________________________

Dates of Service:_______________________________________________________________

Contact Person: _______________________________________________________________

Address: _____________________________________________________________________

City/State/Zip: ________________________________________________________________

Telephone Number: ____________________________________________________________

Cell Number: _________________________________________________________________

E-mail: ______________________________________________________________________

Alternative Contact Person (optional):

Telephone Number: ____________________________________________________________

Bidder may submit as many references as desired by submitting as many additional copies of Attachment C, References, as deemed necessary. References will be contacted in order listed until two references have been interviewed and Reference Score Sheets completed for each of the two references. No further references will be contacted; however, bidders are encouraged to submit additional references to ensure that at least two references are available for interview. MDHS must be able to contact two references within two (2) business days of bid opening to be considered responsive.

IFB No. 3160007240 Page 18 of 31

ATTACHMENT D

REFERENCE SCORE SHEET

**TO BE COMPLETED BY MDHS STAFF ONLY**

Name of Bidder: ___________________________________________________________________________

Reference Name: ___________________________________________________________________________

Person Contacted, Title/Position: _______________________________________________________________

Date/Time Contacted: _______________________________________________________________________

Contacted By: _________________________________________ Position: ____________________________

Services From/To Dates: _____________________________________________________________________

Questions Response

(Circle One)

Able to provide Employee Assistance Program Services when requested? Yes No

Satisfied with the services provided? If no, please explain. Yes No

Vendor easy to work with when scheduling Employee Assistance Program Ser-vices?

Yes No

Were the services completed on time and within budget? Yes No

Vendor listened when you had an issue and readily offered a solution? (If never had an issue, please check here ___.)

Yes No

Would you enter into a contract with them again? Yes No

Would you recommend them? Yes No

Each “yes” is one point; each “no” is zero points. Bidder must have a minimum score of “6” from two references

(total of “12” points) to be considered responsible and for its bid to be considered.

Score: _________

Do you have any business, professional or personal interest in the bidder’s organi-zation? If yes, please explain.

Yes No

Notes:

IFB No. 3160007240 Page 19 of 31

ATTACHMENT E

PROPRIETARY INFORMATION FORM

The Respondent should mark any and all pages of this response considered to contain proprietary information.

Such pages may remain confidential in accordance with Mississippi Code Annotated §§25-61-9 and 79-23-1

(1972, as amended). Each page of this response considered, by the Respondent, to contain trade secrets or other confidential commercial/financial information should be marked in the upper right-hand corner with the word

“CONFIDENTIAL.” Any pages not marked accordingly will be subject to review by the general public after the award of the contract. Requests to review the proprietary information will be handled in accordance with appli-cable legal procedures. Failure to clearly identify trade secrets or other confidential commercial/financial infor-mation may result in that information being released in a public records request.

For all procurement contracts awarded by state agencies, the provisions of the contract which contain the personal or professional services provided, the price to be paid, and the term of the contract shall not be deemed to be a trade secret, or confidential commercial or financial information, and shall be available for examination, copying, or reproduction.

If applicable, please indicate which parts/pages below that the contractor wishes to designate as proprietary. In addition, provide the specific statutory authority for the exemption. If this is not applicable, please indicate with

“N/A” below.

1.

2.

3.

4.

5.

By signing below, I understand failure to clearly mark proprietary information as identified above may result in disclosure of such information as it will be subject to review by the general public after the award of the contract.

Signature of Authorized Official/ Title Date

(No stamped signature)

IFB No. 3160007240 Page 20 of 31

ATTACHMENT F

DEBARMENT VERIFICATION FORM

Please Print/Type Clearly in Blue Ink

Contractor’s Name

Authorized Official’s Name

Address

Phone Number

Are you currently registered with www.sam.gov

(Respond Yes or No)

If no, please know if awarded, you will be asked to complete registration before final award.

If yes, complete the following:

o UEI Number o Registration Status (Type Active or Inactive) o Active Exclusions (Type Yes or No)

Federal Debarment Certification:

By signing below, I hereby certify that ______________________________________________ is not on the list (Subgrantee’s Name/Contractor’s Name) for federal debarment on www.sam.gov –System for Award Management.

State of Mississippi Debarment Certification:

By signing below, I hereby certify that ______________________________________________ is not on the list (Subgrantee’s Name/Contractor’s Name) for debarment for doing business within the State of Mississippi or with any Mississippi State Agencies.

Partnership Debarment Certification:

By signing below, I hereby certify that all entities who are in partnership through this contract with MDHS (sub-contractors, subrecipients, et al.) are not on the federal debarment list on www.sam.gov – System for Award

Management or the State of Mississippi debarment list. Proof of documentation of partnership verification with

SAM shall be kept on file and the debarment status shall be checked prior to submission of every contract/subgrant and modification to MDHS.

Signature of Authorized Official Date (No stamped signature) http://www.sam.gov/

IFB No. 3160007240 Page 21 of 31

ATTACHMENT G

REQUIRED CLAUSES FOR SERVICE CONTRACTS RESULTING FROM THIS IFB

1. Acknowledgment of Amendments. Bidders shall acknowledge receipt of any amendment to the IFB in writing. The acknowledgement shall be submitted by signing and returning the amendment with the bid package, by identifying the amendment number and date in the space provided for this purpose on the bid form, or by letter. Each bidder shall submit a written acknowledgement of every amendment to the MDHS on or before the submission deadline. Should an amendment to the IFB be issued, it will be posted on the

MDHS website (www.mdhs.ms.gov) in a manner that all bidders will be able to view. It is the bidder’s sole responsibility to monitor the website for amendments to the IFB.

2. Applicable Law. The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of Hinds County, Mississippi.

3. Approval. It is understood that if this contract requires approval by the Public Procurement Review Board

(“PPRB”) and/or the Department of Finance and Administration Office of Personal Service Contract Re-view (“OPSCR”), and this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

4. Availability of Funds. It is expressly understood and agreed that the obligation of MDHS to proceed under this agreement is conditioned upon the appropriation of funds by the Mississippi State Legislature and the receipt the appropriated funds. If the funds anticipated for the continuing time fulfillment of the agreement are, at any time, not forthcoming or insufficient, regardless of the source of funding, MDHS shall have the right upon 10 business days written notice to Contractor, to terminate this agreement without damage, pen-alty, cost or expense to the MDHS of any kind whatsoever. The effective date of termination shall be as specified in the notice of termination.

5. Certification of Independent Price Determination. By submitting a bid, the bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other bidder or competitor for the purpose of restricting competition.

6. Compliance with Equal Opportunity in Employment Policy. Contractor understands that the MDHS is an equal opportunity employer and therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, genetic information, or any other…