RFP_00005344-JD_USM_Employee_Assistance_Program.pdf

University of Maryland College Park

Request for Proposal (RFP) No. 00005344-JD

For University System of Maryland Employee Assistance Program

Issue Date: April 25, 2025 Pre-Proposal Conference: N/A Deadline for Questions: May 9, 2025 Proposal Due Date: May 23, 2025

Contractors who have received this document from a source other than the Issuing Office should immediately contact the Issuing Office and provide their name and mailing address in order that amendments to the RFP or other communications can be sent to them. Contractors who fail to notify the Issuing Office with this information assume complete responsibility in the event that they do not receive communications from the Issuing Office prior to the closing date.

Contractors are cautioned not to make changes to any of the terms and conditions in this solicitation.

Doing so may render a Contractor’s proposal unacceptable and subject to rejection. Questions and comments may be addressed to the point of contact identified in Section A-1, Item 9 of this document.

TABLE OF CONTENTS

SECTION 1

Introduction Background Information

SECTION 2

Instructions and Notices to Contractors

2.1 Issuing Office

2.2 Pre-Proposal Conference

2.3 Questions

2.4 Submission of Proposals

2.5 Due Date and Time

2.6 Treatment of Late Proposals

2.7 Durations of Proposal Offer

2.8 Amendments to the RFP

2.9 Alternate Proposals

2.10 Economy of Preparation

2.11 Unable to Propose

2.12 Public Information Act Notice

2.13 Cancellation of the RFP

2.14 Two Volume Proposal

2.15 Volume 1- Technical Volume: Contractor Qualifications, Technical Requirements/Specifications, Business Requirements

2.16 Financial Volume

SECTION 3

Evaluation, Award, Contract Formation, Debriefing of Unsuccessful Proposers, Protests and Claims, Contract Implementation Meeting

3.1 Evaluation Method

3.2 Evidence of Responsibility

3.3 Solicitation, Proposal, Acceptance, Award and Discussion

3.4 Negotiation

3.5 Basis of Award

3.6 Formation of Agreement/Contract with Successful Contractor

3.7 Debriefing of Unsuccessful Proposers

3.8 Protests and Claims

3.9 Contract Implementation Meeting

SECTION 4

Requirements

4.1 Contractor Data

4.2 Contractor Qualifications

4.3 Minority Business Enterprise (MBE) Participation

4.4 Technical Requirements/Specifications/Scope of Work

4.5 Reference Sheet

4.6 Partners/ Subcontractors Identification Form

SECTION 5

Proposal and Contract Terms and Conditions Affidavits Corporate Diversity Addendum Insurance Addendum Certification Regarding Investment Activities In Iran Exhibit 1

SECTION 1

Introduction and Background Information

The University of Maryland College Park is requesting proposals from responsive and responsible bidders to provide University System of Maryland employees a range of confidential counseling and support services.

Introduction The University System of Maryland (USM), the state’s premier public higher education system, is committed to fostering a supportive and thriving environment for our faculty, staff, and their families. Recognizing that our employees are our most valuable asset, USM is seeking a partnership with a highly qualified Employee Assistance Program (EAP) provider. This Request for Proposal (RFP) aims to identify a provider who can deliver comprehensive, accessible, and innovative EAP services, focusing on mental health support and overall well-being. Our goal is to implement a program that not only meets but exceeds the diverse needs of our workforce, ensuring that every employee has access to the resources they need to succeed both personally and professionally.

Purpose The purpose of this RFP is to solicit proposals from experienced and reputable EAP providers capable of delivering a broad range of confidential counseling and support services. The selected provider will be instrumental in promoting mental health, enhancing work-life balance, and addressing various personal and professional challenges faced by USM employees. Our objective is to partner with an EAP provider who can offer:

1. Holistic Support: A wide array of services including mental health counseling, crisis intervention, substance abuse support, financial advice, legal assistance, and wellness programs.

2. Accessibility and Inclusivity: Services that are easily accessible to all employees across our multiple campuses, including virtual and telehealth options, ensuring support is available 24/7, both domestically and internationally.

3. Customization and Flexibility: The ability to tailor programs to meet the unique needs of our diverse workforce, which includes faculty, administrative staff, and support personnel from various backgrounds and job roles.

4. Measurable Outcomes: A commitment to providing data-driven insights and reports that demonstrate the program’s effectiveness in enhancing employee well-being, productivity, and job satisfaction.

Through this RFP, USM seeks to build a partnership with an EAP provider that shares our commitment to excellence, innovation, and the well-being of our community. The ideal partner will have a proven track record in EAP service delivery, a deep understanding of the challenges faced in higher education environments, and the ability to proactively address the evolving needs of our workforce.

Note: Participation in the EAP program is optional for all institutions. Currently, the University of Maryland, College Park, and Frostburg State University have chosen not to participate in the USM EAP program.

The University of Maryland College Park is the state's flagship university and one of the nation's preeminent public research universities. A global leader in research, entrepreneurship and innovation, the university is home to more than 40,700 students, 14,000 faculty and staff, and nearly 400,000 alumni all dedicated to the pursuit of Fearless Ideas. Located just outside Washington, D.C., we discover and share new knowledge every day through our renowned research enterprise and programs in academics, the arts and athletics. And we are committed to social entrepreneurship as the nation’s first “Do Good” campus.

USM Background The University System of Maryland (USM), Maryland’s public higher education system, comprises 12 institutions, three regional higher education centers, and a system office. Together, these entities collaborate to leverage collective expertise and resources, share best practices, and enhance the effectiveness and efficiency of operations, furthering USM's mission to improve the quality of life across Maryland.

USM serves the state and its citizens by:

• Providing extensive access to affordable, high-quality educational opportunities.

• Conducting groundbreaking research.

• Fostering a culture of innovation and entrepreneurship among students and faculty.

• Promoting economic growth and workforce development to enhance the state’s economic landscape.

• Delivering vital services to communities and individuals essential for well-being.

• Partnering with businesses, government agencies, non-profits, and other organizations to significantly improve the quality of life throughout the region.

As a dynamic higher education system, USM empowers Maryland, the nation, and the world to pursue excellence. It is recognized for its leadership in academic and research excellence, innovation, economic and workforce development, and efficient resource management.

Key Highlights:

• USM features highly ranked universities and programs, outstanding faculty and staff, and innovative academic models.

• Our commitment to providing high-quality, affordable academic programs and improving student retention and completion rates remains a top priority.

• The William E. Kirwan Center for Academic Innovation at USM is at the forefront of researching, developing, and implementing strategies and practices to boost academic success.

USM Workforce Data Institution Head Count As % of Total

Bowie State University

1,159 2.96%

Coppin State University

916 2.33%

Frostburg State University

990 2.53%

Salisbury University

2,093 5.33%

Towson University

2,548 6.50%

University of Baltimore

1,026 2.61%

University of Maryland Center Environmental Science 400 1.02%

University of Maryland Eastern Shore

932 2.37%

University of Maryland Global Campus

1,936 4.93%

University of Maryland, Baltimore

8,210 20.91%

University of Maryland, Baltimore County

3,501 8.92%

University of Maryland, College Park

15,436 39.32%

University System of Maryland Office

113 0.29%

Grand Total

39,260 100.00%

Approximately half of our workforce is faculty, while the other half is staff. The majority of faculty members are engaged in direct instruction, with a third involved in research activities. Staff members primarily handle business and financial operations, followed by management, IT, administrative support, and campus services.

Our faculty and staff comprise a wide range of age groups, genders, and racial/ethnic backgrounds.

For more information about USM, including details on our various locations and institutions, please visit our website: https://www.usmd.edu.

https://www.usmd.edu/

Program Requirements The successful offeror will be required to deliver a comprehensive Employee Assistance Program (EAP) that aligns with the University System of Maryland's (USM) commitment to supporting the well-being and productivity of our employees. The EAP must provide accessible, confidential, and high-quality services that address a wide range of personal and professional challenges. Below are the key requirements that the selected EAP provider must meet:

1. Comprehensive Service Offering The EAP provider shall offer a full suite of services designed to support the diverse needs of USM employees, including but not limited to:

• Mental Health Counseling: Provide confidential, short-term counseling sessions for issues such as stress, anxiety, depression, family and marital problems, and workplace conflicts. A minimum of six sessions per incident should be included.

• Substance Abuse Support: Offer counseling and support services for substance abuse issues, including assessment, short-term intervention, and referrals for long-term treatment if necessary.

• Crisis Intervention: Ensure 24/7 availability of emergency intervention services, including telephone support for immediate crises and coordination of in-person support when required.

• Legal and Financial Assistance: Provide access to legal consultations, financial advice, and assistance with matters such as budgeting, debt management, and estate planning.

• Work-Life Balance Resources: Include services that assist employees in managing work-life balance, such as childcare, eldercare, and wellness programs.

2. Accessibility and Confidentiality

• 24/7 Access: Ensure that all EAP services are available around the clock via multiple channels, including phone, video conferencing, and online platforms. Services must be accessible to employees both domestically and internationally.

• Confidentiality Standards: Adhere to the highest standards of confidentiality to protect employee privacy. Describe measures taken to ensure confidentiality across all communication channels and service delivery points.

• ADA Compliance: Guarantee that all services and facilities are compliant with the Americans with Disabilities Act (ADA) to accommodate employees with disabilities.

• Bilingual and Multilingual Support: Provide access to bilingual counselors to meet the language needs of USM’s diverse workforce. Specify the range of languages available.

3. Program Management and Coordination

• Account Management: Assign a dedicated account manager to coordinate the EAP services, serve as the primary point of contact, and ensure smooth communication between USM and the EAP provider.

• Program Promotion: Develop and implement a communication plan to promote the EAP to USM employees, including electronic brochures, posters, webinars, and participation in benefits fairs.

• Training for Managers and Supervisors: Offer training sessions to educate managers and supervisors on recognizing signs of employee distress, making EAP referrals, and supporting employees’ use of EAP services.

4. Quality Assurance and Reporting

• Utilization Reports: Provide detailed quarterly and annual reports on program utilization, including metrics such as the number of employees served, types of services accessed, and outcomes. Offer the capability to generate ad-hoc reports upon request.

• Quality Control Measures: Implement a formal quality management program that includes regular reviews of service quality, client satisfaction surveys, and continuous improvement initiatives.

• Outcome Measurement: Develop and report on key performance indicators (KPIs) to measure the effectiveness of the EAP, including return on investment (ROI) data, employee feedback, and program impact on employee well-being and productivity.

5. Transition and Implementation Plan

• Seamless Transition: Work closely with USM to ensure a smooth transition of services from the current provider, if applicable, to the selected EAP provider. Provide a detailed transition plan that includes timelines, key milestones, and assigned responsibilities.

• Implementation Timeline: Prepare to launch the EAP by January 1, 206. Include a project timeline that outlines key activities, such as staff training, program rollout, and communication campaigns, beginning no later than October 2025.

6. Innovation and Technological Capabilities

• Digital Platforms: Offer user-friendly digital platforms, including a dedicated EAP website and mobile app, to provide employees with access to online counseling, resources, and self-help tools.

• Innovative Services: Propose innovative approaches and emerging technologies in mental health support, such as virtual reality therapy, AI-driven support tools, or mental health apps. Demonstrate how these innovations can be integrated into the EAP to enhance service delivery and engagement.

7. Agreement Duration This agreement will be for three years with the option to renew on a yearly basis for a total of three years.

These renewals will be based upon available funding and vendor performance

SECTION 2

Instructions and Notices to Contractors

2.1 Issuing Office

The sole point of contact at the University of Maryland, College Park (UMCP), for purposes of this

Request for Proposal (RFP), is the Issuing Office. The Issuing Office as identified on the Solicitation/Contract Form provided as Exhibit 1 is:

The University of Maryland Department of Procurement & Business Services 2113-R Chesapeake Building College Park, MD 20742

All contact throughout the process is to be made in writing, via email, throughout the RFP process with the exception of information received as a result of a Pre-Bid Conference. Responses to inquiries will be made in writing and issued to all known participants.

The Point of Contact is

Name Joseph Denson Jr.

Title Senior Buyer Email Address jdenson@umd.edu

2.2 Pre-Proposal Conference/Site visit

N/A

2.3 Questions

The Contractor is responsible for carefully reading and fully understanding the requirements, terms, and conditions of this RFP. All contact between Contractors and the University will be made formally at scheduled meetings or in writing through the Issuing Office with the identified Point of Contact.

Requests for clarification or additional information must be submitted in writing, via email, to the Point of Contact and received by the Issuing Office no later than May 9, 2025, 3:00 p.m. EST/EDT.

These requests are to contain the following subject line: “QUESTIONS: RFP #00005344-JD”. Outside of the Pre-bid meeting, only written communications relative to the procurement will be responded

to. It is incumbent upon the Contractor to verify University receipt of their questions.

All questions will be answered in writing. Questions and answers will be distributed, without identification of the inquirer(s), to all Contractors who are on record with the Procurement Officer as having received this RFP. Oral communications are not to be relied upon for proposal purposes. Any communication received from parties other than the identified Point of Contact are to be considered non-authoritative in nature.

To the extent that a question causes a change to any part of this RFP, an amendment shall be issued addressing such.

2.4 Submission of Proposals

Proposals must be:

(1) submitted in the designated format

(2) made in the official name of the firm or individual under which Contractor's business is conducted

(including the official business address),

(3) signed by a person duly authorized to commit Contractor to the proposal, electronic signatures are acceptable

(4) submitted in envelopes clearly marked with the assigned RFP number and Contractor name as described below

(5) separated into Technical and Financial volumes, and

(6) addressed to the Procurement Officer identified as the Point of Contact in the Issuing Office

The Contractor must submit one electronic version of the Technical volume to the following Box folder: https://bit.ly/RFP00005344

Commingling of technical and financial information as instructed, may result in the proposal being deemed non-acceptable. Submittals deemed non-acceptable will be rejected. The volume which contain the offer to be considered, must be clearly identified as the RFP # 00005344-JD-Contractor Name, Technical Volume and RFP # 00005344-JD Contractor Name, Financial Volume.

NOTE: PROPOSALS SUBMITTED THROUGH MEANS OTHER THAN IDENTIFIED WILL NOT BE

ACCEPTED.

2.5 Due Date

Proposals must arrive at the location identified in Section 2.4 of this document on or before May 23, 2025, 3:00 p.m. EST/EDT as applicable, in the designated format.

Depending upon the subject matter of the RFP, Contractors may be required to submit hard copy proposals. In these instances, Contractors are to allow sufficient time for delivery to ensure timely receipt by the Issuing Office.

Proposals, amendments to proposals, or requests for withdrawal of proposals arriving after the closing time and date shall not be considered.

There shall be no public opening of the proposals. The names of Contractors will not be released until after award.

2.6 Late Proposals

Any proposal, request for withdrawal, or modification of a proposal including a Best and Final Offer (BAFO) that is not received at the designated location at the designated due date and time will be considered late and will be rejected as non-acceptable. Delivery of the proposal to the specified location by the prescribed date and time is the sole responsibility of the Contractor. Exceptions may be authorized, at the sole discretion of the Procurement Officer, when the reason for the late https://bit.ly/RFP00005344 proposal, late request for withdrawal, late modification of a proposal or BAFO is due to the action or inaction of the University. A record of the late proposal, request for withdrawal, modification of a proposal or BAFO will be retained in the appropriate procurement file.

2.7 Duration of Proposal Offer

Proposals will be valid for a minimum of 120 days following the closing date of this RFP. If an award is not made during that period, the proposal will automatically extend for another 120 days, unless the Contractor gives specific written notice to the Procurement Officer at least 15 days before the expiration of the then current 120 day period. Proposals will automatically renew for an additional 120 days until such time as an award is made or proper written notice is given to the University of Contractor's intent to withdraw its proposal. By submission of a proposal, Contractor guarantees that its offer shall be firm for the period specified in this clause.

2.8 Amendments to the RFP

If it becomes necessary to revise any part of this RFP, notice of the revision will be issued in the form of an

Amendment to Contractors on record with the Procurement Officer as having received this RFP. All Amendments shall become a part of this RFP. Each Contractor is required to acknowledge receipt of Amendments. Failure of a Contractor to acknowledge any Amendment will not relieve the Contractor of responsibility for complying with the content of the Amendment.

2.9 Alternate Proposals

Alternate proposals shall not be allowed or accepted, nor will they be considered, for this solicitation.

2.10 Economy of Preparation

Each proposal is to be prepared simply and economically, providing a straightforward, concise description of the Contractor's offer and capabilities to satisfy the requirements of this RFP. Emphasis is to be placed on clarity of content and providing a complete response.

2.11 Unable to Propose

If Contractor is unable or unwilling to submit a proposal in response to the requirements, Contractor must indicate this in writing to the Procurement Officer on or before the proposal due date. Electronic mail is an acceptable delivery method for submittal of the Contractor’s inability to submit a proposal. UMD requests that Contractors who are unable to respond include a brief explanation of the rationale for non-submission of a proposal.

2.12 Public Information Act Notice

Contractors are required to specifically identify those portions of their proposals that they deem to contain confidential, proprietary information, or trade secrets. The Contractor is further required to provide specific justification, with respect to each separate portion identified, as to why the materials, upon request, should not be disclosed by the State under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6, Annotated Code of Maryland.

For claims of confidentiality to be considered, Contractors must clearly identify and provide individual justification for each and every section that is claimed to contain confidential, proprietary information or trade secrets. It is not sufficient to preface your proposal with a proprietary statement, or to use a page header or footer that arbitrarily marks some or all pages as confidential. General claims of confidentiality or similar blanket designations will not be accepted and may result in a proposal being deemed non-acceptable, at the discretion of the Procurement Officer.

2.13 Cancellation of the RFP

The University may cancel this RFP, in whole or in part, or reject any or all proposals submitted in response to the RFP when such action is determined to be fiscally advantageous to the University and/or the State or otherwise in the best interest of the University and/or the State.

2.14 Two Volume Proposal

The selection procedure for this procurement requires an independent evaluation of the technical and financial proposals. This separation allows for evaluation of technical proposals, on a “go/no-go” or “pass/fail” decisional rule based on meeting the technical specifications and business requirements. Consequently, Contractor is required to submit its proposal in two separately sealed volumes as indicated in Section 2.4.

2.15 Volume 1- Technical Volume: Contractor Qualifications, Technical Requirements/Specifications, Business Requirements

Technical Volume Contents-the Technical Volume must contain

2.15.1 Executive Management Summary

The Contractor’s response is to contain an Executive/Management Summary. This section of the

Contractor’s offer is to contain a brief synopsis of how the Contractor's proposal meets the needs of the University.

2.15.2 Technical Proposal

Contractors are expected to read the requirements in section 4 very carefully and to submit questions, in writing, by the due date for questions. Misinterpretation of specifications, requirements, or qualifications by the Contractor do not relieve the Contractor of responsibility to accurately address these components of this RFP or to perform the contract, if awarded.

The information/items specified as Requirements in section 4 must be addressed in the technical proposal, and the contractor must indicate that their proposal satisfies each item found within the technical requirements matrix. Simple YES or NO responses are insufficient when the requirement asks for an explanation. The Contractor must describe in detail how the proposed products and/or services meet or exceed the stated requirements. The Contractor must explain any exception or deviation from the requirements. In cases where the Contractor cannot or does not meet a requirement, this must be clearly stated along with the reason for not meeting the Requirement, Specification, or Qualification.

2.15.3 Exhibit 1, Solicitation/Contract Form

Contractors must complete Exhibit 1, Section A-1, Solicitation/Contract Form Offer Section as part of the Technical Volume. Failure to submit this document, signed by a person duly authorized to commit Contractor to the proposal may cause the Contractor’s proposal to be rejected, at the sole discretion of the University.

2.15.4 Completed Section 4 Specifications/Requirements documents including

2.15.4.1 All required information listed as Contractor Data Requirements (Section 4.1) including but not limited to required demographic information, resumes, references, past performance documentation

2.15.4.2 All affidavits, addenda, and disclosures included as Exhibits

2.15.4.3 Additional support documentation, as required

2.15.4.4 Contractor Qualifications, including financial viability documentation

2.15.4.5 Specifications/Requirements Matrix, as provided

2.15.4.6 Narrative Specification/Requirements responses, as required

2.16 Incomplete Submissions

The University may make a final determination regarding a proposal’s acceptability solely on the basis of the proposal as submitted. The University is under no obligation to seek clarification for missing information or to repair responses that are deemed to be incomplete

2.17 Financial Volume

This volume consists of and must contain the offered pricing information in the format required by the University. Contractors are not to include any technical information or specifications in the financial volume.

Inclusion of technical requirements in the Financial Volume, unless technical details are necessary to provide pricing clarity, may result in in disqualification of the Contractor’s response particularly if said technical details are not included in the Technical Volume.

Do not submit a Financial Volume at the same time that you submit a Technical Volume. A Price Proposal Form will be distributed at a later date.

2.17.1 Pricing Section

The Contractor is required to use the provided pricing submittal documents as included. The pricing submittal documents will either be provided in the form of an electronic Pricing Matrix for those RFPs with numerous line items, complex pricing, etc. A Price Proposal Form will be used in instances when the pricing is simple and straightforward.

2.17.1.1 The Contractor is required to complete the electronic Pricing Matrix when provided

2.17.1.2 The Contractor is required to submit their proposal for pricing on the Price Proposal Form provided when an electronic Pricing Matrix is not used. Using Price Proposal Form will help ensure consistency in the financial evaluation. The price proposal form is to be completed in full when used for submittal of pricing.

2.17.2 Best and Final Offers

The University reserves the right to request best and final offers (BAFO) following evaluation of technical and pricing proposals. Contractors must submit BAFO pricing information in the format required, on or before the date and time indicated on the BAFO request, and using the means of submission indicated by the Procurement Officer.

SECTION 3

Evaluation, Award, Contract Formation, Debriefing of Unsuccessful Proposers, Protests and Claims, Contract Implementation Meeting

3.1 Evaluation Method

3.1.1 The University intends to make an award to the best value, acceptable offeror. In order to be considered technically acceptable, contractors must meet all technical specifications and business requirements as delineated in this solicitation. Only those Contractors meeting the technical specifications and business requirements (supplier qualifications, including financial viability) will be considered in the Financial evaluation stage.

3.1.2 Technical Evaluation

3.1.2.1 Evaluation Committees

The Procurement Officer shall establish separate technical and financial evaluation committees to review and rate the proposals. The financial evaluation committee may be composed of the Procurement Officer and any other individuals appointed by the Procurement Officer. The technical evaluation committee shall be composed of other individuals appointed by the Procurement Officer.

3.1.2.2 Acceptability of Proposals

• The Procurement Officer shall determine which contractors have met the basic requirements of the RFP

• Failure to comply with any mandatory requirement will normally disqualify a contractor's proposal

• The Procurement Officer shall have the sole authority to determine whether any deviation from the requirements of this RFP is substantial in nature

• The Procurement Officer may waive or permit to be cured minor irregularities or minor informalities in proposals that are immaterial or inconsequential in nature, whenever it is determined to be in the University’s best interest

• The Procurement Officer may reject in whole or in part any and all proposals if such is in the University’s interest, and may conduct discussions with contractors in any manner deemed necessary to best serve the interests of the University

• The University reserves the right to make an award to more than one contractor or to split an award among contractors

3.1.2.3 Technical Evaluation

• Evaluation of technical proposals will be based on “go/no-go” or “pass/fail” decisional rule, applied to each technical specification and business requirement delineated below.

• A no-go or fail rating will eliminate a Contractor from further consideration. The

Contractor either meets or does not meet each of the technical specifications and business requirements.

• There is no merit or extra credit awarded for exceeding the requirements.

• Only those Contractors meeting the technical specifications and business requirements will be considered for financial evaluation.

• The Technical Evaluation Committee may request site visits for the purpose of evaluating proposals and/or Contractor's responsibility. The Committee may request additional technical assistance from any source. Industry standard references may be used during the evaluation process.

3.1.2.4 Evaluation Criteria

The terms "must" or "shall” and “required” are used throughout this document to indicate mandatory requirements. Contractors must meet all the requirements and specifications; that is, that the Contractor is fully capable of delivering the items and providing the services as specified in this RFP.

The following minimum technical information must be provided for the Contractor proposal to be considered technically acceptable:

• Mandatory Requirements- The contractor must be able to meet all of the requirements marked in the Technical Requirements Matrix in order for the contractor's proposal to be considered technically acceptable. It is mandatory to provide answers to each of the requirements on the technical requirements matrix.

• Qualifications of Key Personnel and EAP Counselors – Must satisfy minimum requirements and qualifications articulated in the Technical Requirements Matrix i.b and iii.m in Section 4.

• Past Performance - determined by references, including but not limited to, the quality of product delivered, ability to meet the specifications as defined, offeror’s record for on-time delivery, technical quality, cost control, demonstrated corrective actions, etc. The University may also use its own past performance with a Contractor as a portion of the evaluation for Past Performance.

• References- Contractors must provide references. Cited references must be able to confirm, without reservation, the Contractor's ability to perform as mandated in this solicitation.

The following criteria will also be considered by the technical evaluation committee:

• Clarity of Proposal-The Contractors response will be evaluated based on clarity and conciseness of their response with how their proposed solution satisfies each of the criteria specified in Section 4.

• Economic Benefit- Proposals will be evaluated per to assess the benefit(s) to Maryland’s economy specifically offered.

3.1.3 Oral Presentations

3.1.3.1 At the sole discretion of the Procurement Officer, short-listed Proposers may be invited to provide an oral presentation and product demonstration. Information provided during this phase will be used to supplement the prior evaluation of the written technical proposal and the final evaluation of technical capabilities will take into account both the written technical proposal and the oral presentation/product demonstrations.

3.1.3.2 The University reserves the right to waive the Oral Presentation/Product Demonstration, in which case the technical evaluation will be based on the written technical proposal submittal alone. Proposers are therefore encouraged to submit the best possible proposal at each opportunity for submittal

3.1.3.3 The due date and time of the oral presentation/product demonstration will be determined by the University upon evaluation completion of Technical Proposals. The actual date will be verified with the applicable Proposers at the time the presentation is requested. Refer to the

Solicitation Schedule for tentative dates. Proposers are advised to set these dates aside so as to avoid a conflict

3.1.3.4 The oral presentation will be informal, as the University is not interested in a marketing presentation, rather, it will be a casual and informal format in which to view the Proposers presentations, etc.

3.1.3.5 The purpose and parameters of the Oral Presentation/Product demonstration will be defined by the Procurement Officer at the time of scheduling. This information may be included in Technical requirements in those instances when it is a requirement for short-listed Contractors.

3.1.3.6 The criteria and format of the demonstration will be provided with the written request to conduct an oral presentation.

3.1.4 Financial Evaluation

Only those Contractors meeting the technical specifications and business requirements will be considered in the Financial Volume evaluation. The Financial Volume evaluation will consist of ranking on the basis of overall best value to the University and State when considering technical submittal.

Information from the pricing proposal sheet contained in the on the Price Proposal Form will be used to compute the total price.

3.2 Evidence of Responsibility

Prior to the award of a contract pursuant to this RFP, the Procurement Officer may require Contractor to submit such additional information bearing upon Contractor's ability to perform the contract as the Procurement Officer deems appropriate. The Procurement Officer may also consider any information otherwise available concerning the financial, technical, and other qualifications or abilities of the Contractor.

3.3 Solicitation, Proposal, Acceptance, Award and Discussion

This RFP creates no obligation on the part of the University to award a contract or to compensate Contractors for proposal preparation expenses. The University reserves the unilateral right to cancel this solicitation at any time and to accept or reject any and all proposals, in whole or in part, received in response to this RFP; the unilateral right to award a contract in whole or in part; to award a contract to one Contractor; and to waive or permit cure of minor irregularities; and to conduct discussions with Contractors in any manner necessary to serve the best interest of the University.

Discussions may be conducted with those Contractors who submit proposals initially judged by the Procurement Officer to be reasonably susceptible of being selected for award. However, the University reserves the right to award a contract based upon the proposals received without further discussions.

3.4 Negotiation

The University has the right to accept the best proposal as submitted, without discussion or negotiation.

Contractors should therefore not rely on having a chance to discuss, negotiate and adjust their proposals.

Contractors who submit proposals initially judged by the Procurement Officer to be reasonably susceptible of being selected for award may be asked to discuss their proposals with the University to facilitate arrival at a contract most advantageous to the University. If the Procurement Officer determines that discussion is in the best interest of the University, the Procurement Officer will advise contractors to submit a best and final offer for consideration after discussions are held.

However, discussions may not be conducted if the Procurement Officer determines either that discussions are not in the best interests of the University or that discussions need not be conducted: (a) with respect to prices that are fixed by law or regulation, although consideration shall be given to competitive terms and conditions;

(b) because the time of delivery or performance does not permit discussions; or (c) because it can be demonstrated clearly from the existence of adequate competition or accurate prior price experience with the particular item that acceptance of an initial offer without negotiation would result in a fair and reasonable price.

3.5 Basis of Award

The University will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and is determined to be the best value to the University.

Recommended contract awards, if any, resulting from this RFP, may be subject to State and University approvals.

3.6 Formation of Agreement/Contract with Successful Contractor This RFP and any resulting contract shall be governed by the University System of Maryland Procurement

Policies and Procedures. These policies and procedures may be viewed at the following web site:

https://www.usmd.edu/usm/procurement/procedures.html.

3.7 Debriefing of Unsuccessful Proposers

A debriefing of an unsuccessful proposer shall be conducted upon written request submitted to the

Procurement Officer within ten (10) days of the date on which the proposer knew, or should have known, its proposal was unsuccessful. The debriefing shall be limited to a discussion of the proposer’s unsuccessful proposal. The debriefing will be oral and shall provide information on areas in which the proposal was deemed weak or insufficient. The debriefing will NOT include discussion of a competing offeror’s proposal or discussion, thoughts, notes or ranking from individual evaluation committee members. A summary of the Procurement Officer’s rationale for the selection may be given. Debriefings shall be conducted at the earliest feasible time.

3.8 Protests and Claims

Any protest regarding the award of this contract or claim arising out of this contract shall be administered in accordance with the University System of Maryland Procurement Policies and Procedures, Section X - Protests and Claims. Detail is available by accessing the following web site https://www.usmd.edu/usm/procurement/procedures.html.

3.9 Contract Implementation Meeting

Contractor receiving an award under this solicitation may be required to attend a Contract Implementation

Meeting to be held after contract award, as scheduled by the Procurement Officer. The location and agenda for this meeting will be communicated to the Contractor by the Procurement Officer.

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SECTION 4

Requirements Contractor is required to provide the information listed below in their proposal and by completing the Technical Requirements Matrix. Failure to comply with this instruction may result in disqualification of Contractors proposal.

4.1 Contractor Data

The Contractor’s proposal must include the following information

4.1.1 Contractor/Company Details

4.1.1.1 Contractor (Company/Corporate) Name (as it appears on current W-9)

4.1.1.2 Contractor Primary Business Location/Address

4.1.1.3 Contractor to provide company organization chart and staffing profile including tenure for staff

4.1.1.4 Contractor Main Point of Contact (POC)

4.1.1.4 Contractor POC Contact Information, location, telephone number, cell phone number, email address

4.1.1.5 Contractor Office that will service the University

4.1.1.6 Contractor Tax Identification Number and current W-9

4.1.1.7 Contractor Parent Company (if applicable)

4.1.1.8 Parent Company business location

4.1.1.9 Contractor Authorized Signer for contractual purposes

4.1.1.10 Name and Address for delivery of notices

4.1.1.11 If proposing company is not publicly traded, identify principal owners of company

4.1.2 Company Size

4.1.2.1 Identify the number of people employed by Contractor

4.1.2.2 Identify the current number of customers serviced by Contractor

4.1.2.3 Identify the number of customers serviced by the location that will service the University

4.1.3 Customer Service

4.1.3.1 Overview of customer service program

4.1.3.2 Customer Service key contact information

4.1.3.3 Location Customer Service is conducted from (if OCONUS provide

Country/State/Province/City customer service is delivered from)

4.1.3.4 Hours of operation for Customer Service location servicing the University

4.1.4 Business Inclusion and Supplier Diversity Program Information

4.1.4.1 Contractor Small Business status and Maryland Small Business Certification Number with certificate provided as attachment

4.1.4.2 Contractor MBE status and if MBE company provide State of Maryland MDOT MBE certification number and date of certification

4.1.4.3 Identify whether Contractor has a Business Inclusion and Supplier Diversity Program, provide website link describing the Program, goals, and achievement

4.1.4.4 Identify ability to provide detailed sub-contractor/Tier 2 reporting to customers

4.1.4.5 For all offers for which a MBE Participation Goal has been established in section 4.3, contractors must complete and submit, as part of their financial proposal, the MBE forms contained in Exhibit X. All forms shall be completed as instructed in RFP Supplemental Document 1. Failure to submit the required forms will render a proposal not susceptible for award and cause it to be rejected.

4.2 Contractor Qualifications

Contractor is required to provide the information listed below in their proposal and by completing the

Technical Requirements Matrix. Failure to comply with this instruction may result in disqualification of Contractors proposal.

4.2.1 Contractor References

The offeror is required to provide a Reference Sheet. See Technical Requirements matrix i.e for instructions and requirements.

4.2.2 Financial Viability

The University reserves the right to require, during proposal evaluation, that the Contractor provide a copy of its most current Annual Report or audited Statement of Financial Condition to include a Balance Sheet, Income Statement and Cash Flow Statement or other acceptable financial information. These documents may be relied on in any determination regarding Contractor financial responsibility and suitability for contract award.

4.3 Minority Business Enterprise (MBE) Participation

The University of Maryland College Park has a 29% goal for MBE participation in our procurement activities.

This goal is achieved through procurements issued to MBE suppliers on a prime vendor basis and through subcontracting activities on procurements that include subcontractors or Tier 2 relationships in the acquisition of equipment and supplies.

This RFP has an MBE subcontracting goal of 0%.

The Contractor is required to complete RFP Supplemental Document 1, Minority Business Enterprise Participation.

For all solicitations with a subcontracting goal other than 0%, failure to complete and submit documents outlined and included in RFP Supplemental Document 1 will result in the Contractor’s offer being deemed non-responsive or not reasonably susceptible of being selected for award.

4.4 Technical Requirements/Specifications/Scope of Work

The Contractor is required to complete the Technical Requirements Matrix provided below.

4.4.1 Instructions

Offerors are to provide information requested for their proposal in the following matrix. The Offeror shall fill out the field highlighted in YELLOW. The item may require a “Respondent Response” and may require additional documentation attached to the proposal. When an attachment is required, the attachment is to refer to section in the matrix to which it applies.

Requirements/Specifications will be identified by a priority code designating its level of importance.

Priority Codes:

/E = Offeror must explain how their proposal meets this requirement. (ie: E) /C = Offeror must Confirm agreement to this requirement (ie: C)

4.4.2 MATRIX FORM

The offeror must submit the Matrix form completing all sections and following the form’s instructions.

Include any additional documentation required as an attachment to this form. Clearly label all corresponding attachments with the corresponding item number, i.e.- i.a, i.b, i.c, etc.

A response to every requirement in the matrix is mandatory.

Technical Requirements Matrix

Item Description Priority i – GENERAL PROPOSAL REQUIREMENTS i.a

Executive Management Summary

The Executive Management Summary should contain a brief synopsis of the offeror’s understanding of the needs of the University relative to this RFP. This summary shall include a reference to the duration of the proposal, verification of compliance with Maryland law, and performance capability. The offeror’s headquarters, nearest offices and managing office for the services should be listed. The narrative statement should demonstrate the Offeror’s:

• Standing as an Employee Assistance Plan provider with significant experience in the EAP market.

The following information shall be included in the Management Summary:

• Provide a company/corporation organization chart and staffing profile, including years of tenure for management.

The offeror should highlight key areas of the proposal that demonstrate where the proposal exceeds the requirements of this RFP.

C

Confirm and attach requested documentation to offeror proposal. The requested Executive Management Summary is attached: Yes/ No i.b

Key Personnel

The offeror’s staff must be experienced with Employee Assistance Programs and be able to carry out the functions described under Section 1, Program Requirements. The offeror must provide the name and resume of the staff that would service the USM directly, including the account representative(s) who will likely be assigned to the account and who will assist the USM in setting up the program and managing it.

The information provided must include:

• Specific staff position each personnel is assigned for the USM EAP Services.

• Availability including days of the week and hours.

• Past project experience with other clients, similar in size and scope to the USM, for whom the key personnel have served in a similar role

• Resume(s) to include dates of employment, positions held and duration by date, educational background, and professional certifications and licenses.

C

Confirm and attach requested documentation to offeror proposal. The requested Key Personnel information is attached: Yes/ No i.c

Demonstrated Past Performance

The offeror shall provide documentation to demonstrate a history of program stability.

Describe as specifically as possible your past performance providing EAP services to clients with more than 6,000 employees in decentralized locations. Provide a list of EAP accounts where your firm is the primary contractor, the number of employees in each account, and terminated EAP accounts. Note the reason(s) for termination.

What is the average EAP utilization rate across all active accounts, defined as percentage of employees and family members where one or more members are seen by an EAP clinician one or more times?

E

Respondent Response:

Additional documentation demonstrating history of program stability is attached to offeror proposal: Yes/ No i.d

Demonstrated Experience

Offerors must have a minimum of seven (7) years of experience operating and administering EAP Services in areas including, but not limited to, substance abuse, marital/family problems, adolescent issues, psychological/ emotional problems, work related problems, and vocational problems.

Describe as specifically as possible your experience providing EAP services to clients with more than 6,000 employees in decentralized locations.

i.e.

References

The offeror shall demonstrate that they have successfully performed similar services by filling the provided a Reference Sheet (Attachment 4.5 Reference Sheet). Higher consideration will be given for previous assistance and services provided to large, complex research-based higher education systems similar in size and scope to the USM. The offeror is required to provide three active (3) references, two (2) of which must be higher education clients of similar size and scope (Carnegie classification R1, similar student and research volume). Information to be included: Client name, client address, contact person, contact person title, contact person email address, contact person telephone number, description of goods and services provided, and number of years providing services to each client. Offeror is to provide at least 1 additional inactive reference to include the same information as required for active references.

i.e.

(cont.)

All on the list will be considered referenceable.

Confirm the requested Reference Sheet is attached to offeror proposal: Yes/ No i.f

Partner Identification

Offeror must identify all companies (brokers, subcontractors, managed care companies, etc.) which will be involved in the delivery of the EAP services and provide licenses, AM Best Rating and a minimum of one reference of each partner/subcontractor listed. These must be reputable and experienced with EAPs. See provided Attachment 4.6 Partners/Subcontractors Identification Form.

C

Confirm and attach requested documentation to offeror proposal. The requested Partner/Subcontractor Identification Form is attached: Yes/ No i.g

HIPAA Compliance

Offeror and EAP contractors must be HIPAA compliant when sending and receiving referral data and other personally identifiable…