Employee Assistance Program

The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract through competitive negotiations to provide Employee Assistance Program (“EAP”) services. The City’s EAP program is intended to help employees and their household members deal with personal problems such as alcoholism/substance abuse, family difficulties, stress, monetary/financial problems, legal troubles, family violence and other personal difficulties that might adversely impact their work performance, health, and well-being.

The proposed effective date for the City of Chesapeake program is January 1, 2027.

The selected vendor must have promotional materials ready beginning October 1, 2026, and should be present at Open Enrollment Day, October 6, 2026.

Background

The City of Chesapeake is a municipal government located in southeastern Virginia.  It was formed in 1963 due to the merger of South Norfolk and Norfolk County and spans 353 square miles.  As one of Virginia's premier cities, it has significant potential for future residential, commercial, and industrial growth.  The City operates under a Council/Manager form of government. The City Council composed of nine (9) elected members and is the policy making body responsible to the citizens for the overall direction of the City. The City Manager is the executive head of the government, responsible to City Council for the day-to-day operations.

The City has 30 municipal departments with approximately 3,462 full time employees and 400 covered retirees. There are currently approximately 17 part time employees eligible for healthcare benefits.

Utilization report for 2024-2025 can be found as Attachment A under the Attachments tab. The incumbent provider is Janus Associates, Inc., dba BHS.

Project Details

• Reference ID: 26-207-6328
• Department: Human Resources
• Department Head: TBD (TBD)

Important Dates

• Questions Due: 2026-06-15T18:00:00.000Z

Evaluation Criteria

• Qualifications and Experience (35 pts) —

  A concise description of Offeror’s qualifications and work experiences as it relates to the Scope of Services.

  Response to required information found in Tab 2 of the Specific Proposal Instructions.

• Capabilities and Skills (25 pts) —

  A detail description of the firm’s capabilities, skills, and provider locations relevant to performing the contract.

  Response to required information found in Tab 3 of the Specific Proposal Instructions.

• Specific Plan and/or Methodology to Perform Services (25 pts) —

  A detailed description of the methodology for providing services under the contract.

  Response to required information found in Tab 4 of the Specific Proposal Instructions.

• Cost of Services (15 pts) —

  Price/fee proposal shall cover all work detailed in this RFP and be a firm fixed price for the initial contract period.

  Cost will be evaluated and scored using the following calculation: (lowest amount/highest amount) x the maximum amount of points available.

  Response to required information found in Tab 5 of the Specific Proposal Instructions.

Submission Requirements

• Proposal Response (with Cost) (required)
• Did you review the Business Associate Agreement? (required) —

  Please download and review the BAA sample found under Attachments, Supporting Attachment B. Do not complete and submit at this time. If you take any exceptions, include them in your answer to Vendor Required Question 4.1.  

• Are There Any Supplemental Agreements? (required) —

  Supplementary agreements, such as Master Service Agreements (MSAs), Service Level Agreements (SLAs), Non-Disclosure Agreements (NDAs), or other relevant documents that you would like considered for the final contract, must be submitted along with your response. 

• Provide this document in Word format. (required)
• Do you take exception(s) to the RFP? (required) —

  This information could be from the Scope of Work, Required General Terms and Conditions, Special Terms and Conditions, or any other part of this Request for Proposal.

• Offerors must provide details of any terms and conditions to which they take exception. For each exception, offerors must include the section, the number, and any other identifying information of the term and condition, and provide the full term and condition itself. Offerors must then explain the reason and propose alternative language for the term or condition to be amended. (required)
• Certification of Compliance with Immigration Laws and Regulations (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Virginia State Corporation Commission (SCC) Registration Information (required) —

  AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described LISTED that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).  Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law must indicate by selecting one of the following reasons why the bidder or offeror is not required to be so authorized:

• Litigation Disclosure Form —

  Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated from any work being performed for the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.
• STATE CORPORATION COMMISSION IDENTIFICATION NUMBER (required) —

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include a statement describing why the bidder or offeror is not required to be so authorized.

• Small, Women-Owned, Minority-Owned (SWaM) and Service Disabled Veteran-Owned Business —

  A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

• Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise? (required)
• Certification Type —

  If applicable, what is your company’s certification type?

• SWaM Certificate/Supporting Documentation —

  If applicable, attach any supporting documentation, including certificates, in regards to your company's SWaM status.

• Does this solicitation include any background information in section "Summary and Background"? (required)
• Projected Contract Value ($) (required) —

  Enter the estimated dollar amount for the entire contract period including renewal options.