Employee & Student Assistance Program

Proposal Number:88-230001-BOVendor: __________________________________________ Ver: 11/2021 1 STATE OF NORTH CAROLINA Central Piedmont Community College Request for Proposal #: 88-230001-BO EMPLOYEE & STUDENT ASSISTANCE PROGRAM Date of Issue: December 20, 2022 Proposal Opening Date: January 13, 2023 At 02:00 PM ET Direct all inquiries concerning this RFP to: Bonnie Ogden Senior Buyer Email: bonnie.ogden@cpcc.edu Phone: 704-330-6515 Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 2 STATE OF NORTH CAROLINA Request for Proposal # 88-230001-BO ______________________________________________________ For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept

confidential, before the procurement file is made available for public inspection. This page shall be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor eVP# Note: For your proposal to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login Electronic responses ONLY will be accepted for this solicitation. https://vendor.ncgov.com/vendor/login Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 3 Refer ALL Inquiries regarding this RFP to: Bonnie Ogden, Senior Buyer bonnie.ogden@cpcc.edu Request for Proposal #: 88-230001-BO Proposals will be publicly opened: January 13, 2023 at 2:00 PM Using Agency: Central Piedmont Community College Commodity No. and Description: 841316 / 952-38 Employee Assistance Programs Requisition No.: N/A EXECUTION In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that: ▪ this proposal is submitted competitively and without collusion (G.S. 143-54), ▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and ▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that: ▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the ATTACHMENTS page within this document. Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: STATE OF NORTH CAROLINA Central Piedmont Community College Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 4 PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: VALIDITY PERIOD Offer shall be valid for at least 120 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP. ACCEPTANCE OF PROPOSAL If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of Central Piedmont Community College) Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 5 Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 6 1.1 CONTRACT TERM .................................................................................................................. 7 2.0 GENERAL INFORMATION ....................................................................................................... 7 2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 7 2.2 E-PROCUREMENT FEE ......................................................................................................... 7 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 7 2.4 RFP SCHEDULE ..................................................................................................................... 7 2.5 PROPOSAL QUESTIONS ....................................................................................................... 8 2.6 PROPOSAL SUBMITTAL ....................................................................................................... 8 2.7 PROPOSAL CONTENTS ........................................................................................................ 9 2.8 ALTERNATE PROPOSALS .................................................................................................... 9 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ..................................... 10 3.1 METHOD OF AWARD ........................................................................................................... 10 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 10 3.3 PROPOSAL EVALUATION PROCESS ................................................................................. 10 3.4 EVALUATION CRITERIA ...................................................................................................... 11 3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 11 3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 12 4.0 REQUIREMENTS ................................................................................................................... 12 4.1 PRICING ................................................................................................................................ 12 4.2 INVOICES .............................................................................................................................. 12 4.3 FINANCIAL STABILITY ........................................................................................................ 12 4.4 HUB PARTICIPATION .......................................................................................................... 13 4.5 VENDOR EXPERIENCE ........................................................................................................ 13 4.6 REFERENCES ...................................................................................................................... 13 4.7 BACKGROUND CHECKS ..................................................................................................... 13 4.8 PERSONNEL ......................................................................................................................... 13 4.9 VENDOR’S REPRESENTATIONS ........................................................................................ 13 4.10 VENDOR QUALIFICATIONS ................................................................................................ 14 4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 14 4.12 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................................... 16 5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 16 Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 6 5.1 GENERAL ............................................................................................................................. 16 5.2 SPECIFICATIONS ................................................................................................................. 17 5.3 TASKS/DELIVERABLES ...................................................................................................... 17 5.4 PROJECT ORGANIZATION .................................................................................................. 18 5.5 TECHNICAL APPROACH ..................................................................................................... 18 6.0 CONTRACT ADMINISTRATION............................................................................................. 19 6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 19 6.2 POST AWARD PROJECT REVIEW MEETINGS .................................................................. 19 6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 19 6.4 MONTHLY STATUS REPORTS ............................................................................................ 19 6.5 TRANSITION ASSISTANCE ................................................................................................. 19 6.6 DISPUTE RESOLUTION ....................................................................................................... 19 6.7 CONTRACT CHANGES ........................................................................................................ 20 7.0 ATTACHMENTS ..................................................................................................................... 21 ATTACHMENT A: PRICING FORM ................................................................................................... 21 ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 22 ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 22 ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 22 ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 22 ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 22 ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 22 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................................. 22 1.0 PURPOSE AND BACKGROUND Central Piedmont Community College (Central Piedmont) is seeking proposals from qualified Vendors to provide services under Central Piedmont’s Employee and Student Assistance Program (ESAP). The college’s ESAP has been established to provide information, problem assessment, short term problem-focused counseling, and referral to community resources, for employees and students, and their eligible dependents. The program has also been implemented to support the College's “drug-free college” Policy. ESAP services may be accessed to address a variety of problems and concerns (including, but not limited to, marital; family; alcohol/drug related; stressful life circumstances) that may affect employee or student’s well-being and/or job or academic performance. The intent of this solicitation is to award an Agency Specific Contract. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 7 1.1 CONTRACT TERM The Contract shall have an initial term of five (5) years, beginning on the date of final Contract execution (the “Effective Date”). In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT This RFP consists of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference. 2.2 E-PROCUREMENT FEE ATTENTION: The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question and answer period. Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above). By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive. The State may exercise its discretion to consider Vendor proposed modifications. 2.4 RFP SCHEDULE The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFP State December 20, 2022 Submit Written Questions Vendor January 4, 2023 by 2:00 PM ET http://eprocurement.nc.gov/ Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 8 Provide Response to Questions State January 6, 2023 Submit Proposals Vendor January 13, 2023 by 2:00 PM ET Access the Public Opening at Join Webex meeting OR (US) +1 415-655-0001 (toll) Access code: 2429 589 9269 Contract Award State TBD Contract Effective Date State July 1, 2023 2.5 PROPOSAL QUESTIONS Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum. Written questions shall be emailed to bonnie.ogden@cpcc.edu by the date and time specified above. Vendors should enter “RFP #88-230001-BO: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below: Reference Vendor Question RFP Section, Page Number Vendor question ...? Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP. 2.6 PROPOSAL SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected. All proposal responses shall be submitted electronically via the North Carolina Business Invitation Delivery System (NC BIDS). For additional information, the NC BIDS for Vendors page includes online training videos and a link to NC BIDS FAQs for Vendors. Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals. Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State’s IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto. https://www.google.com/url?q=https://cpcc.webex.com/cpcc/j.php?MTID%3Dm295b69ea770366c849b17fe03eaaeb60&sa=D&source=calendar&ust=1671991388102831&usg=AOvVaw1LddrYk8HJxPOWs-VEd3Zf https://www.google.com/url?q=https://cpcc.webex.com/cpcc/j.php?MTID%3Dm295b69ea770366c849b17fe03eaaeb60&sa=D&source=calendar&ust=1671991388102831&usg=AOvVaw1LddrYk8HJxPOWs-VEd3Zf tel:+14156550001 mailto:bonnie.ogden@cpcc.edu http://www.ips.state.nc.us/ https://ncadmin.nc.gov/nc-bids-vendors https://ncadmin.nc.gov/nc-bids-faqs-vendors Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 9 2.7 PROPOSAL CONTENTS Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion. Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order: a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP. b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number. c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP. d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned. e) Vendor’s Proposal addressing all Specifications of this RFP. f) Completed version of ATTACHMENT A: PRICING FORM g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION k) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL 2.8 ALTERNATE PROPOSALS Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor’]”. Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered. 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference. The following definitions, acronyms, and abbreviations are also relevant to this RFP: a) CENTRAL PIEDMONT: Central Piedmont Community College. b) COLLEGE: Central Piedmont Community College. c) CONTRACT ADMINISTRATOR: The employee of the college who works with the successful Vendor post award and throughout the term of the contract. d) DELIVERABLES/SERVICES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation. e) EAP: Employee Assistance Program. f) ESAP: Employee and Student Assistance Program. g) EVALUATION COMMITTEE: A committee as appointed by the college, responsible for determining the best Vendor for the services described in this RFP. h) LCMHC: Licensed Clinical Mental Health Counselor. i) LCMHCS: Licensed Clinical Mental Health Counselor Supervisor. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 10 j) NC BIDS: The North Carolina Business Invitation Delivery System provides Vendors the opportunity to submit bid responses electronically. k) NCBLCMH: North Carolina Board of Licensed Clinical Mental Health Counselors. l) PROPOSAL: Vendor’s response to this RFP. m) SAP: Student Assistance Program. n) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a solicitation document. Following award of a contract, the term refers to an entity receiving such an award. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below. While the intent of this RFP is to award a Contract(s) to a single vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The State reserves the right to waive any minor informality or technicality in proposals received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled Confidential Information. 3.3 PROPOSAL EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct a One-Step evaluation of Proposals: Proposals will be received according to the method stated in the Proposal Submittal Section above. All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered may be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position. If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 11 Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to IPS under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State. The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State. 3.4 EVALUATION CRITERIA In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State: BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h). The award decision is made based on multiple factors, including: total cost of ownership, meaning the cost of acquiring, operating, maintaining, and supporting a product or service over its projected lifetime; the evaluated technical merit of the Vendor's offer; the Vendor's past performance; and the evaluated probability of performing the specifications stated in the solicitation on time, with high quality, and in a manner that accomplishes the stated business objectives and maintains industry standards compliance. The intent of "Best Value" procurement is to enable Vendors to offer and the Agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement. A ranking method of source selection will be utilized in this procurement using evaluation criteria listed in order of importance in the Evaluation Criteria section below to allow the State to award this RFP to the Vendor(s) providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors. EVALUATION METHOD: Narrative and by consensus of the evaluating committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) provide the best value to the State. All qualified proposals will be evaluated, and award made based on considering the following criteria listed in order of importance, to result in an award most advantageous to the State: 1. Vendor demonstrated ability to perform services related to the Specifications and Scope of Work (Section 5.0) 2. Vendor Experience and Qualifications (Sections 4.5 and 4.10) 3. Vendor References (Section 4.6) 4. Vendor Pricing (Attachment A) 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: a) Total cost to the State b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions d) Protection of the State’s information and intellectual property e) Availability of pertinent skills f) Ability to understand the State’s business requirements and internal operational culture g) Particular risk factors such as the security of the State’s information technology Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 12 h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.6 INTERPRETATION OF TERMS AND PHRASES This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Proposal Questions Section above. 4.1 PRICING Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract. 4.2 INVOICES Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow the Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant: Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Service Descriptions, Price, Unit of Measure, and Quantity. 4.3 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 13 4.4 HUB PARTICIPATION Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION. 4.5 VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 4.6 REFERENCES Vendor shall provide three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Proposal. 4.7 BACKGROUND CHECKS Any personnel or agent of Vendor performing Services under any Contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the State. 4.8 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the credentialing, skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel. 4.9 VENDOR’S REPRESENTATIONS If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 14 equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables. 4.10 VENDOR QUALIFICATIONS Vendor shall respond to each of the following questions. Vendors are requested to keep responses concise and relevant and should not include generic marketing materials. Responses will be reviewed as part of the evaluation process. a) Is Vendor licensed to provide ESAP services within the State of North Carolina? b) What is the size of groups for which Vendor has experience administering Employee & Student Assistance Programs? c) Is Vendor licensed to provide ESAP services outside of the State of North Carolina to ensure access to students and employees residing in South Carolina or students attending remotely? d) List the professional credentials (e.g. level of education, certifications, licensures, etc.) of each of the individuals who would be directly involved in providing services to the college under this RFP. Provide a description of the functions of each of the key personnel, as it relates to working with Central Piedmont. e) Submit written policy and procedures of employment practices including verification of credentials and background checks. f) Provide Vendor’s current network of professional resources to serve the employees of the college. Priority shall be given to resource providers that participate in the State Health Plan of NC, administered by Blue Cross Blue Shield, to allow employees use of their health insurance benefits if exceeding the maximum number of counseling sessions allotted. The vendor shall be required to maintain a network of professional resources throughout the contract. (W) g) Describe any sliding scale or income-based reduced rates offered by Vendor. Priority shall be given to providers able to accommodate low-income/under-insured individuals if exceeding the maximum number of counseling sessions allotted. h) Indicate scope of ability to provide services in multiple languages, including American Sign Language. Priority shall be given to providers able to meet the needs of participants whose spoken English language proficiency may present a barrier to service. 4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION Central Piedmont Certificate of Insurance Requirements Insurance Requirements Commercial General Liability (CGL) – (occurrence form) coverage not less than: $3,000,000 General Aggregate* $3,000,000 Products and Completed Operations Aggregate $1,000,000 Each Occurrence *Including contractual liability, waiver of subrogation, primary & non- contributory. Schedule of Endorsements must be provided GL Policy Number must be listed Automobile Liability – Required for all Owned Autos or must provide ‘Hired & Non-Owned Auto’ coverage: $1,000,000 Combined Single Limit* OR $1,000,000 Bodily Injury per Accident $1,000,000 Bodily Injury per Person $1,000,000 Property Damage *Including waiver of subrogation in favor of Central Piedmont Community Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 15 College Umbrella Liability – Additional coverage that can be combined to meet requirements $10,000,000 Per occurrence $10,000,000 Aggregate Workers’ Compensation State Statutory Limits* Employer Liability $500,000 Each Accident* $500,000 Disease Policy Limit $500,000 Disease Each Employee *Including waiver of subrogation in favor of Central Piedmont Community College Additional Insured – Central Piedmont Community College (Attach Additional Insured Endorsement evidencing coverage of Ongoing Operations and Completed Operations for the additional insured) – Coverage must be primary and non-contributory above any other insurance Central Piedmont Community College may carry. – Waiver of Subrogation on all policies in favor of Central Piedmont Community College – Make subcontractor’s insurance primary Professional Liability (Errors and Omissions) —if professional services are being provided $1,000,000 Per Occurrence / $5,000,000 Aggregate Cyber Liability $5,000,000 Per Occurrence *Including information security & privacy liability CERTIFICATES OF INSURANCE MUST INDICATE THE FOLLOWING: 1) Central Piedmont Community College needs to be listed as the Additional Insured: a. Central Piedmont Community College (Attach Additional Insured Endorsement evidencing coverage of Ongoing Operations and Completed Operations for the additional insured) ⮚ Coverage must be primary and non-contributory above any other insurance Central Piedmont Community College may carry ⮚ Waiver of Subrogation on all policies in favor of Central Piedmont Community College ⮚ Make subcontractor’s insurance primary 2) Central Piedmont Community College needs to be listed as the Certificate Holder: Central Piedmont Community College ATTN: ENTERPRISE RISK MANAGEMENT PO Box 35009 Charlotte, NC 28235 Mailing address: PO Box 35009, Charlotte NC 28235- 5009 Physical address: 1425 Elizabeth Avenue, Charlotte, NC 28204 Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 16 3) Central Piedmont Community College requires a COI which shows General Liability, Workers’ Compensation, Automobile Liability and Umbrella Liability coverages. (The minimum coverages accepted are listed for each.) a. Enterprise Risk Management may opt to waive the requirements for Automobile Liability or the Workers’ Compensation—depending on the scope and scale of the job or event. b. Enterprise Risk Management may opt to waive the requirements for Umbrella Liability in addition to the GL—depending on the GL coverage as well as the scope and scale of the job or event. 4) Carrier and effective/expiration date must be shown on all coverages listed on COI. 5) If a service is being rendered, Enterprise Risk Management will need to see proof of Professional Liability. 6) If the service being rendered involves waste removal of any kind, Enterprise Risk Management needs to see Pollution Liability as well as Transportation Liability. 7) If any products and/or services related to information technology (including hardware and/or software) are provided to Central Piedmont Community College, Cyber Liability will be required. Additionally, network security liability arising from the unauthorized access to, use of, or tampering with computer systems, including hacker attacks or inability of an authorized third party to gain access to your services, including denial of service, unless caused by a mechanical or electrical failure. 8) There may be instances where Enterprise Risk Management will require additional insurance and/or coverages based on the service(s) provided. 4.12 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify: ● that they abide by the above restriction; ● that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and ● that such certification requirements will also be included in any subawards meeting the applicable thresholds. Vendors must complete and submit the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the OMB STANDARD FORM LLL when responding to this solicitation. 5.0 SPECIFICATIONS AND SCOPE OF WORK 5.1 GENERAL Central Piedmont is a large, urban, multi-campus, non-residential college that enrolls more than 50,000 students annually in curriculum, adult high school and basic skills, and continuing education programs, and employs more than 3,000 full- and part-time faculty and staff, making Central Piedmont one of the largest colleges in the Carolinas. The college is challenged with providing competitive benefits and services to its employees and students, in the face of rising costs and demand for services. Central Piedmont is seeking a qualified Vendor to administer the college’s Employee and Student Assistant Program, providing an affordable and high-quality confidential counseling and referral program designed to address a wide range of issues including but not limited to marital; family; alcohol/drug related; and stressful life circumstances. The Employee and Student Assistance Program is needed to provide information, problem assessment, and short-term problem- Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 17 focused counseling, and referral to community resources. The college seeks a Vendor to provide excellent analysis, recommendations, reporting and administrative guidance to the college’s Human Resources team. Central Piedmont is seeking to offer an Employee Assistance Program (EAP) designed to offer five (5) free assessments and counseling sessions for a wide variety of problems to increase the well-being of its employees and family members. The program must include, but not limited to, self-referral counseling, management directed referral counseling, risk assessments, workplace training events, work-life resources, and more as defined in this document. 5.2 SPECIFICATIONS a) Vendor must be licensed to provide Employee Assistance Programs within the State of North Carolina. b) Vendor’s counselors must be educated and certified and/or licensed according to industry standards. This includes but is not limited to having a LCMHC or LCMHCS in compliance with NCBLCMHC, and a master’s degree in an applicable field. Addiction counselors must be certified by NCSAPPB. 5.3 TASKS/DELIVERABLES a) PROGRAM SERVICES A. Provide confidential diagnostic evaluation and assessment for employees, students, and eligible family members/dependents, and make referrals for treatment and other assistance as needed. Referrals will be coordinated through Central Piedmont’s Health Benefits provider. B. Provide confidential and professional assessment and referral services for employees and their eligible family/ dependents who may be experiencing personal, mental health, medical, or work-related concerns. Problems addressed may include but are not limited to, emotional, psychiatric, family, marital, alcohol, drug and other personal issues. C. Provide a minimum of five (5) visits for problem assessment and short-term counseling, per issue, and for each family member/dependent residing with employee or student. Determination of the need for immediate community service referral will be made at the initial visit. D. Provide access to services 24 hours per day, seven days per week. E. Provide at a minimum, five (5) fifty-minute sessions for qualified employees, qualified students, and eligible family members/dependents, at no cost to the recipient. F. Those who self-refer for ESAP services shall be given a choice to receive a telephonic, video, or face-to-face assessment. Self-referrals shall receive a face-to-face assessment within three (3) business days or a telephonic/video assessment within two (2) business days of requesting service. G. Provide confidential and professional assessment and referral services for employees who are referred by management as a direct result of unacceptable job performance, conduct related issues, or other issues deemed inappropriate for the workplace. Face-to-face assessment will be made within three (3) business days of referral. H. Provide confidential and professional assessment and referral services for students who are referred by the college’s Care Team as a direct result of conduct related issues or other behaviors deemed inappropriate for the college environment. Face-to-face assessment will be made within three (3) business days of referral. I. Referrals for fitness-for-duty evaluation/risk assessment will be made within three (3) business days from the initial contact. J. Provide additional services such as group grief counseling and critical incident response, and provide management with consultative services regarding appropriate trauma management in the aftermath of a critical incident affecting the college’s students, faculty and staff. K. Provide unlimited consultation to Human Resources and Management for a variety or employee concerns. The vendor shall provide guidance and referral for employees experiencing personal, psychological or substance abuse problems and such problems associated with personal conduct and job performance or that may require fitness-for-duty. Employees who terminate their employment for any reason (and their eligible family/dependents) must be given the option to continue EAP services per state mandates and federal COBRA regulations. Such coverage shall not be contingent upon the College’s coverage continuing with the EAP vendor. L. All efforts shall be made to ensure resources are available within a 30-minute commute (one way) for the employee, student, or eligible family/dependent. Comparable virtual services shall be provided when this proximity cannot be met. M. Provide promotional materials, referral cards, educational materials, and other resources to other areas of the college outside of the Human Resources department. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 18 N. Attend special events hosted by the college as requested. b) TRAINING A. Provide on-site training for managers, supervisors, and other employees, as requested by the college. B. In collaboration with Central Piedmont Human Resources department, develop employee training, to include online tools for managers and supervisors to utilize. C. At no additional cost to the college, conduct quarterly training for employees as requested by the Human Resources department. D. Provide ten (10) hours of professional development and/or training sessions for management and supervisory personnel that will focus on services offered through the EAP, supervisor’s roles and responsibilities under the EAP. E. Provide quarterly psychosocial educational training sessions such as stress management, health and well- being, relationship management, etc., for the college’s faculty and staff, at no additional cost. c) COMPLIANCE AND REPORTING A. Provide the college with information about state and federal regulations and assist the college in maintaining compliance with applicable state and federal regulations. B. Provide the college with recommendations for strategies to ensure compliance with new or pending regulations and assist the college in implementing changes to ensure regulatory compliance. C. Assist the college in implementing regulatory changes to ensure the college’s compliance. D. As requested by the college, provide discrimination testing and reporting to ensure record keeping remains in good standing for employees. E. Analyze claims and utilization cost drivers and provide utilization summaries of benefits. F. Prepare and present reports as requested. G. Provide the college’s ESAP Contract Administrator with quarterly reports accessible through an on-line portal. (W) d) PERFORMANCE AND PLANNING A. Assist in the development of key financial and operational metrics to measure success and risk of college ESAP program. B. Assist the college in establishing a multi-year ESAP strategic plan to include short and long-term objectives. C. On an as-needed basis, provide consultative services regarding the development, implementation, and maintenance of the college’s ESAP and related EAP and SAP policies D. Conduct an annual program analysis and provide recommendations for changes as needed. e) RESOURCE NETWORK A. Maintain a network of professional resources qualified to provide fitness-for-duty/risk evaluations. B. Conduct market research for new providers as appropriate. C. Assist with claims and billing issues. D. Assist with the implementation and transitioning of carriers/administrators. 5.4 PROJECT ORGANIZATION The Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person or position the vendor proposes to staff the work. 5.5 TECHNICAL APPROACH Vendor’s proposal shall include, in narrative, outline, and/or graph form, a comprehensive description of the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and any applicable schedule for accomplishing each shall be included. Vendor’s proposal shall include a sample service agreement that includes a listing of all services that would be available to the college under this RFP. Vendor’s proposal shall include a completed Attachment A: Price, as well as full disclosure of all fees and verification that all services provided therein shall be included with this proposal. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 19 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall be required to designate and make available to the college a project manager. The project manager shall be the college’s point of contact for contract related issues and issues concerning performance, progress review, scheduling, and service. Contact Contact Phone Number Contact Email Contact Physical Address 6.2 POST AWARD PROJECT REVIEW MEETINGS The Vendor, at the request of the college, shall be required to meet monthly. The purpose of these meetings will be to review project progress reports, discuss performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The State encourages the Vendor to identify opportunities to reduce the total cost to the State. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses. 6.4 MONTHLY STATUS REPORTS As requested by the college, Vendor shall be required to provide Management Reports to the designated Contract Lead. These reports shall include, at a minimum: breakdown of the number of employees, students, and family/dependents requesting/inquiring about services within reporting period and yearly totals; breakdown of the number of employees, students, and family/dependents receiving services within reporting period and yearly totals; listing of presenting problems brought by participants, noting trends and areas of concern; average number of sessions conducted per participant; average time between participant inquiries and Vendor’s response; average wait time for first appointment/session; number of referrals made to external providers not covered by ESAP. These reports shall be well organized and easy to read. Vendor shall submit these reports electronically using Microsoft Excel and, as needed, either Microsoft PowerPoint or Microsoft Word. The Vendor shall submit the reports in a timely manner and on a regular schedule as agreed by the parties. 6.5 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to the State, at the option of the State, for up to three (3) to six (6) months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.6 DISPUTE RESOLUTION During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 20 State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.7 CONTRACT CHANGES Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 21 7.0 ATTACHMENTS **IMPORTANT NOTICE** RETURN REQUIRED ATTACHMENTS A, D, E, F, G, AND LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS, WITH YOUR RESPONSE FOLLOW THE LINKS TO ACCESS EACH ATTACHMENT ATTACHMENT A: PRICING FORM Complete and return the Pricing associated with this RFP using the tables below. Vendor shall base pricing on an estimated 1,200 employees for EAP services and an estimated 24,500 students for SAP services. Employee Assistance Program (EAP) based on 1,200 estimated employees Item Qty UOM Description Monthly Cost per Employee Annual Cost per Employee (Monthly Fee x 12) 1 1 EACH Employee Assistance Program as specified in the RFP. $______________ $________________ Student Assistance Program (SAP) based on 24,500 estimated students Item Qty UOM Description Monthly Cost per Student Annual Cost per Student (Monthly Fee x 12) 1 1 EACH Student Assistance Program as specified in the RFP. $______________ $________________ Note: This service is optional and the college may opt to not procure. If funding is no longer available for the SAP or the program is not utilized as expected, the college may elect to not procure the services beyond the current month. Proposal Number: 88-230001-BOVendor: __________________________________________ Ver: 11/2021 22 ATTACHMENT B: INSTRUCTIONS TO VENDORS The Instructions to Vendors, which are incorporated herein by this reference, may be found here: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2021.pdf ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS The North Carolina General Terms and Conditions, which are incorporated herein by this reference, may be found here: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-General-Terms-and-Conditions_11.2021.pdf ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION Complete and return the Historically Underutilized Businesses (HUB) Vendor Information form, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2021.pdf ATTACHMENT E: CUSTOMER REFERENCE FORM Complete and return the Customer Reference Form, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Customer_Reference_Template_09.2021.pdf ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR Complete and return the Location of Workers Utilized by Vendor, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Workers_09.2021.pdf ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION Complete, sign, and return the Certification of Financial Condition, which can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Certification-of-Financial-Condition_09.2021.pdf LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS The Certification for Contracts, Grants, Loans, and Cooperative Agreements and the OMB Standard Form LLL are separate documents that can be found at the following link: https://ncadmin.nc.gov/documents/vendor-forms *** Failure to Return the Required Attachments May Eliminate Your Response from Further Consideration *** https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-General-Terms-and-Conditions_11.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Customer_Reference_Template_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Workers_09.2021.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Certification-of-Financial-Condition_09.2021.pdf https://ncadmin.nc.gov/documents/vendor-forms