Employee Assistance Program

The City of Orlando (City) is soliciting proposals from qualified Employee Assistance Program (EAP) providers to deliver professional, confidential EAP services to approximately 3,721 benefit-eligible employees, including law enforcement officers, firefighters, professional staff, and blue-collar municipal personnel, as well as their eligible dependents (spouses, dependent children under age 26, and incapacitated dependents).

The goal of the EAP is to promote a healthy and safe work environment by offering timely resources to address issues that may affect job performance, health, or behavior. The City seeks a provider capable of delivering comprehensive counseling, crisis intervention, work/life support, management consultation, education, and referral services, with a seamless transition of care to the City’s medical plan provider for treatment required beyond the EAP benefit.

Background

The City is currently contracted with Aetna Behavioral Health / Resources for Living at a rate of $2.30 Per Employee Per Month (PEPM). The current contract includes:

1. Up to seven (7) confidential counseling sessions per incident per year (in-person or virtual)
2. 18 hours of onsite/virtual training and seminars annually
3. 10 hours of Critical Incident Stress Debriefing (CISD) annually
4. Two (2) onsite counselors available on an hourly fee basis, with a combined average of 388 onsite hours per year (approximately 32 hours per month total across both counselors). 

The following exhibits provide essential data for proposers regarding the Employee Assistance Program (EAP). Exhibit "2" - EAP Census details population demographics, Exhibit "3" - Utilization Report outlines current usage trends, and Exhibit "4" - Brochure describes existing services, aiding in the development of a tailored proposal. 

Project Details

• Reference ID: RFP26-0047
• Department: Human Resources
• Department Head: Ana Palenzuela (Human Resources Director)

Important Dates

• Pre-Proposal Meeting: 2026-04-21T17:00:00.000Z — JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online: https://teams.microsoft.com/meet/2984774869374?p=0mYvY70mgwPPkwCTjN Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 298 477 486 937 4 Passcode: JG6kp7KP

Addenda

• Addendum #1 (released 2026-04-17T15:36:28.429Z) —

  RFP26-0047 Addendum 1

Evaluation Criteria

• Company Qualifications (15 pts) —

  This criteria will include, but will not be limited to responses provided in the Proposal Worksheet - Attachment “A,” Section A - Company Qualifications, and Attachment "B" - Financial Stability which shall be completed and submitted by the Proposer with its Proposal.

• Technical Services (20 pts) —

  This criteria will include, but will not be limited to responses provided in the Proposal Worksheet - Attachment “A,” Section B - Technical Services, which shall be completed and submitted by the Proposer with its Proposal.

• Administrative Services (20 pts) —

  This criteria will include, but will not be limited to responses provided in the Proposal Worksheet - Attachment “A,” Section C - Administrative Services, which shall be completed and submitted by the Proposer with its Proposal.

• Provider Network (25 pts) —

  This criteria will include, but will not be limited to responses provided in the Proposal Worksheet - Attachment “A,” Section D - Provider Network, which shall be completed and submitted by the Proposer with its Proposal.

• Cost of Services and Performance Guarantees (20 pts) —

  This criteria will include, but will not be limited to responses provided in theProposal Worksheet - Attachment “A,” Section E - Cost of Services and Performance Guarantees, which shall be completed and submitted by the Proposer with its Proposal.

Submission Requirements

• ADDENDUM RECEIPT VERIFICATION (required) —

  Respondents must acknowledge all issued addenda by confirming below. Failure to acknowledge may result in a non-responsive submittal.

  The failure of a Respondent to submit/confirm acknowledgment of any addenda that affects price(s), is considered a major irregularity and will be cause for rejection of the Submittal.

  The undersigned acknowledges receipt of all issued addenda:

• CERTIFICATION REGARDING PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES (required) —

  I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

  In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

  I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or it is found to have been engaged in business operations in Cuba or Syria.

• Proposal Worksheet (required) —

  Please download the below documents, complete, and upload in word document format.

• Proposer's Financial Stability (required) —

  Please download the below documents, complete, and upload.

• Proposer's Certification Form (required) —

  Please download the below document, complete, sign, notarize, and upload.

• Conflict of Interest Disclosure Form (required) —

  Please download the below document, complete, sign, and upload.

• Confidential and/or Proprietary Information Exemption Form (required) —

  Please download the document below, complete, and upload.

• Human Trafficking Affidavit (required) —

  The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes.

  A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response. 

  Please download the Human Trafficking Affidavit below, complete, sign, notarize, and upload. 

• Pre-Proposal Meeting Attendance Form —

  Please download the below documents, complete, and upload.

• W-9 Form (required) —

  Upload signed copy of Respondent's most current W-9 .

• Proof of Insurance (required) —

  Upload copy of Respondent's Certificate of Insurance.

• Please upload your complete Request for Proposal through the City's e-Procurement Portal (required) —

  Respondents are solely responsible for ensuring that their submittals are complete, uploaded, and submitted in the City's e-Procurement Portal by the due date and time.

• Brief description of services to be provided (required)
• Pre-Proposal Meeting (required)
• Would you like to include the Pre-Proposal Meeting Attendance Form? (required)
• Would you like to include the Pre-Proposal Meeting Attendance Form? (required)
• Is this a One-Time Purchase? (required) —

  If not, you will be prompted to enter contract terms.

• Initial Term (required) —

  It is the intent of the City to award a Contract for a ________ (__) year term

• Renewals (required) —

  The Contract may, by mutual assent of the parties, be renewed for _______ (__) additional _______ (__) month periods

• Total Term (required) —

  up to a cumulative total of ____________months.

• Does "Mandatory Minimum Qualifications" apply? (required) —

  THIS SECTION IS TO BE USED SPARINGLY. PRIOR APPROVAL OF THE CPO IS REQUIRED.

• Do you want to Include Contract Sales Report Language? (required)
• Is this project Federally funded? (required)
• Attaching a Contract to this RFP? (required)
• Are you including a separate Pricing Proposal attachment? (required) —

  Note: If using OpenGov's pricing proposal (built-in), respond "NO"

  If using a separate pricing proposal attachment, respond "YES"