RFP-Employee Assistance Program

The City of Cleveland (“the city”), through its Director of Human Resources (“Director”), is soliciting proposals from qualified firms (“Consultant” or “Consultants”) to provide Employee Assistance Program (EAP) services to the city. The selected firm would be expected to provide and administer the City’s employee assistance program, supporting employees with work-life and wellness solutions and addressing issues such as mental health, substance abuse, personal problem resolution, and general learning and development.

Background

The city is requesting proposals from qualified firms to provide Employee Assistance Program (EAP) services.

The selected firm would be expected to provide and administer the City’s employee assistance program, supporting employees with work-life and wellness solutions that address issues such as mental health, substance abuse, personal problem resolution, and general learning and development.

The objective of offering these services to employees is to support employee health and wellness, attract and retain valued employees, and maintain a safe, productive, and efficient work environment.

The City recognizes that there are a variety of perspectives, models, and approaches available to provide effective and comprehensive EAP services to employees; therefore, the successful Consultant should be able to identify which model(s) will best suit the City of Cleveland’s needs and explain why those models are preferred.

Project Details

• Department: Personnel and Human Resources
• Department Head: Matthew J. Cole (Director)

Important Dates

• Questions Due: 2026-07-21T20:00:00.000Z
• Answers Posted By: 2026-07-27T20:00:00.000Z

Evaluation Criteria

• Quality of Proposal/Proposed Services (30 pts) —

  Quality of Proposal includes Organization of the Team, Specific Approach to this Project, Ability to Perform the Scope of Services, Capacity to Perform Work, including consideration for current City project workload, and Special Commendations as defined in the “Proposal Submission Requirements” section of this RFP.

• Credentials of Key Personnel (20 pts) —

  Credentials of Key Personnel including qualifications and experience of the Project Team, particularly the project manager and construction general contractor who will be the lead person on this project, and their prior experience and demonstrated ability to perform the scope of work.

• Demonstrated Ability & Project Management Plan (25 pts) —

  Demonstrated history of successful relevant projects to meet proposed schedules and budgets.

• Proposed Schedule (10 pts) —

  Proposed Schedule to complete the work.

• Technical, Virtual, and Onsite Support (15 pts) —

  The City of Cleveland is looking for a vendor that can accommodate the needs of the City both in Technical, Virtual, and Onsite Support for the Human Resources team.

  Additionally, the City would like the selected vendor to have Mobile access so that employees can submit their reimbursements digitally.

Submission Requirements

• Technical Proposal (required)
• Price Proposal (required)
• Vendor Background Information
• Provide information about any local branch offices or support centers that might serve an account in Cleveland, OH, including number of employee and type of services provided (required)
• Provide name of each principal. (required)
• Provide the year the company was established and any former firm names (required)
• Type of Company (required)
• Provide the state and type of incorporation (required)
• Provide information on related services offered by the company (required)
• Provide the total number of FTEs in the company. (required)
• Provide average years of experience of professional staff. (required)
• Vendor Client References
• VENDOR CLIENT REFERENCE #1 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• VENDOR CLIENT REFERENCE #2 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• VENDOR CLIENT REFERENCE #3 (required) —

  Please include the following information: 

  • Proposing Vendor Name
  • Reference Company/Organization Name
  • Reference Address
  • Reference Contact Name
  • Contact’s Position
  • Contact’s Telephone Number
  • Type of Company/Organization (Industry)
  • Number of Employees
  • Services Performed
  • Sub-contractors used
  • Identify any vendor staff that worked on this reference company's project, that are proposed for City
  • Original Cost Estimates
  • Actual Final Costs
  • Comments
• City Required Forms
• NOTICE TO BIDDERS AND OEO SCHEDULES (required) —

  Please download the below documents, complete, and upload.

• NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR YEAR 2026 (required) —

  Please download the below documents, complete, and upload.

• Northern Ireland Fair Employment Practices Disclosure —

  INSTRUCTIONS: Pursuant to Codified Ordinance Sec. 181.36, the information requested on this page must be supplied by all contractors and any subcontractors having more than a fifty percent (50%) interest in the proposed contract prior to any contract being awarded by the City of Cleveland.  Any contractor or subcontractor who is deemed to have made a false statement shall be declared to have acted in default of its contract and shall be subject to the remedies for default contained in its contract.  For failure to cure such a default, the contractor or subcontractor shall be automatically excluded from bidding for the supply of any goods or services for use by the City for a period of two (2) years.

• CHECK WHICHEVER IS APPLICABLE: (required)
• By confirming, the proposer affirms that they are in compliant Northern Ireland Fair Employment Practices. (required)
• Pricing (required)
• Applicable Language for Goals for Subcontractors (required)
• Is this RFP for Airport? (required)
• Insurance Requirements (for Airport RFP only) (required)
• Do you require insurance from the awarded vendor for this RFP? (required)