10-RFP 2025-306 Johnson County Employee Assistance Program.pdf

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 1

JOHNSON COUNTY

PURCHASING DEPARTMENT

411 Marti Drive Cleburne, Texas 76033

817-556-6382

RFP 2025-306

REQUEST FOR PROPOSAL

JOHNSON COUNTY

EMPLOYEE ASSISTANCE PROGRAM (EAP)

PROPROSALS DUE:

SEPTEMBER 29, 2025

2:00 P.M. CT

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 2

INSTRUCTIONS TO PROPOSERS

INTRODUCTION:

Johnson County (“County” or “the County”) is soliciting for proposals for RFP 2025-306 Johnson County Employee Assistance

Program (EAP)

SCHEDULE OF EVENTS:

QUESTIONS:

ALL questions must be submitted thru Bonfire by: SEPTEMBER 22, 2025 @ 2:00 P.M.

PROPOSAL OPENING:

Proposal Opening will be SEPTEMBER 29, 2025 @ 2:00 P.M.

PROPOSAL REQUIREMENTS

SUBMISSION OF PROPOSALS:

1. Proposal Submission Deadline:

SEPTEMBER 29, 2025 @ 2:00 P.M.

2. Proposals are to be submitted electronically through Bonfire or delivered.

PLEASE NOTE: Electronic Submission is preferred.

If delivered or mailed: One (1) original and one (1) USB flash drive of all Proposal documents shall be submitted in sealed packages. The proposer’s name and address should be marked on the outside of the envelope. Facsimile transmittals, email or offers communicated by telephone will not be accepted or considered. Proposal information that is not submitted in sealed packages will not be considered. Hard Copy Original Proposals must be clearly marked “ORIGINAL” and contain all original signatures if you are choosing to submit with a hard copy.

Mail or Delivery Sealed Responses should be mailed to the following Address:

Johnson County Purchasing Department 411 Marti Drive, Cleburne, Texas 76033

Electronic Submission: One (1) electronic copy of all required documents submitted via Bonfire at:

https://johnsoncountytx.bonfirehub.com

RFP Opens SEPTEMBER 13, 2025 @10:00 A.M.

Deadline for Questions SEPTEMBER 22, 2025 @ 2:00 P.M.

Deadline for Submission SEPTEMBER 29, 2025 @ 2:00 P.M.

https://www.johnsoncountytx.org/departments/purchasing/bidding-opportunities https://johnsoncountytx.bonfirehub.com/portal/?tab=openOpportunities

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 3

All responses, including a “NO BID”, are due electronically via Bonfire by the due date. Hard copy submissions are to be in sealed envelopes or boxes and must be clearly marked with the RFP Number, the name of the company submitting the Proposal, and date and time of opening on the outside of the envelope/ box. Original Proposal must be clearly marked "ORIGINAL" and contain all original signatures if you are choosing to submit with a hard copy.

Any response received after the date and hour set for Proposal opening will be returned unopened. If responses are sent by mail to the Purchasing Department, the Respondent remains responsible for actual delivery of the package to the Purchasing Department before the advertised date and hour for opening of packages. If mail is delayed either in the postal service or in the internal mail system of Johnson County beyond the date and hour set for the opening, responses thus delayed will not be considered and will be re-turned unopened.

A proposal may not be withdrawn or canceled by the proposer without the permission of the County for a period of forty-five (45) days following the date designated for the opening of proposals, and proposer so agrees upon submittal of Proposal. Proposals may be withdrawn at any time prior to the official opening by notifying Johnson County Purchasing Department in writing. PROPOSALS WILL BE received and public-ly acknowledged at the location, date and time stated in the COVER SHEET. Proposers, their representa-tives and interested persons may be present. The proposals shall be received and acknowledged only so as to avoid disclosure of the contents to competing proposers and kept secret during negotiations. However, all submissions shall be open for public inspection after the contract is awarded, except for trade secrets, financial information, and other confidential information contained in the proposal and that is clearly and SPECIFICALLY identified as such by proposer. As applicable, submit a minimum of one copy of confi-dential information, sealed and marked as confidential with submission. All submitted material is subject to release pursuant to the Texas Public Information Act. Material not specifically and legitimately identified as trade secrets or financial information or other confidential information shall be presumed and treated as not confidential.

It is the responsibility of each vendor to examine the entire RFP package including changes and up-dates, seek clarification in writing, and review their proposal for accuracy prior to submission.

INSTRUCTIONS

A. Proposal Forms must be fully completed and included in your response. Forms that have been re-typed or altered may result in rejection of Proposal.

B. It is the proposer’s sole responsibility to print and review all pages of the RFP document, attach-ments, questions and their responses, addenda and special notices. The Proposer Information Form must be signed and returned. Failure to provide signature on this form renders Proposal non-responsive. Failure to complete and submit all required forms, Addenda (including revised forms), and any other specified forms or documents will be grounds for rejection of entire Proposal.

C. CONFIDENTIALITY: Any material that is to be considered confidential in nature must be clearly marked as such and shall be treated as confidential to the extent allowable in the Public Information Act. Pricing information is not considered confidential. Trade secrets or confidential information MUST be placed in a separate envelope marked “CONFIDENTIAL INFORMATION” and EACH PAGE must be marked “CONFIDENTIAL INFORMATION.” Johnson County will make every effort to protect these papers from public disclosure as outlined in LGC, Section 262.030(c) of the State of Texas County Purchasing Act.

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 4

INSTRUCTIONS CONTINUED:

D. The Texas Public Information Act gives the public the right to request access to government information, subject to certain narrow exceptions. Johnson County is an entity subject to this Act. Therefore, please be advised that your company's declaration that certain information submitted in response to an RFP is "confidential" will not be treated as such if the County receives a request for a copy of the RFP. The County will of course make every effort to inform your company of such a request and to provide you with an opportunity to object to the release of any proprietary information, but Johnson County cannot and will not make an agreement to withhold information from the public contrary to the County's respon-sibilities under the Act.

E. Proposals shall be publicly opened to identify the names of Proposer. All Proposals that have been submitted shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the Proposal and identified as such. Johnson County will evalu-ate and rank each Proposal with respect to published evaluation criteria within forty‑five (45) days af-ter Proposal due date and opening.

F. Proposals will be considered irregular if they show any omissions, alteration of form, additions or con-ditions not called for, or irregularities of any kind. However, Johnson County reserves the right to waive any irregularities and to make award in the best interest of the County.

G. Johnson County reserves the right to accept or reject in part or in whole any Proposal submitted, and to waive any technicalities for the best interest of the County. Proposal may be rejected, among other rea-sons, for any of the following specific reasons:

1. Proposal received after the time limit.

2. Proposal containing any irregularities.

H. Proposers may be disqualified and their Proposal not considered, among other reasons, for any of the following specific reasons:

1. Reason for believing collusion exists among the Proposers.

2. The Proposer being interested in any litigation against the County.

3. The Proposer being in arrears on any existing contract or having defaulted on a previous contract.

4. Lack of competency as revealed by a financial statement, experience and equipment, ques-tionnaires, etc.

5. Proposer shall not owe delinquent property tax in Johnson County.

I. Due care and diligence has been used in preparation of this information, and it is believed to be sub-stantially correct. However, the responsibility for determining the full extent of the exposure and the verification of all information presented herein shall rest solely with the Proposer. Johnson County and its representatives will not be responsible for any errors or omissions in these specifications, nor for the failure on the part of the Proposer to determine the full extent of the exposures.

J. Johnson County reserves the right to reject the Proposal of any Proposer who has previously failed to perform properly or to complete on time contracts of a similar nature; who is not in a position to per-form a contract; or who has habitually and without just cause neglected the payment of bills or other-wise disregarded his obligation to subcontractors, materialmen, or employees. Proposers shall NOT contact any member of the evaluation committee prior to award by Commissioners Court.

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 5

NEGOTIATIONS BY COUNTY

A. Johnson County shall select the Proposer that submits the proposal that offers the best value for the County based on:

1. The selection criteria in the request for proposal and the weighted value for those criteria in the request for proposal; and

2. Its ranking evaluation

B. Johnson County shall first attempt to negotiate a contract with the selected Proposer. The County and its architect or engi-neer may discuss with the selected Proposer options for a scope or time modification and any price change associated with the modification.

C. If the County is unable to negotiate a satisfactory contract with the selected Proposer, the County shall, formally and in writing, end negotiations with that Proposer and proceed to the next Proposer in the order of the selection ranking until a contract is reached or all proposals are rejected.

MINIMUM INSURANCE REQUIREMENTS

A. Standard Insurance Policies Required:

1. Commercial General Liability Policy

2. Automobile Liability Policy

3. Worker’s Compensation – V.T.C.A., Labor Code, and Chapter 401 ET. SEQ

B. General Requirements applicable to all policies:

1. Only insurance carriers licensed and admitted to do business in the State of Texas will be accepted.

2. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only.

3. "Claims Made" policies will not be accepted.

4. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to Johnson County.

5. All insurance policies shall be furnished to Johnson County upon request.

C. Commercial General Liability

General Liability insurance shall be written by carrier with an A: VIII or better rating in accordance with the current Best Key Rating guide.

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 6

MINIMUM INSURANCE REQUIREMENTS CONT.

Minimum Limits of Insurance:

1. Comprehensive General Liability, to include contractual liability:

a. Minimum each person:

b. Bodily Injury $ 500,000

c. Each Occurrence $1,000,000

d. Property Damage $ 500,000

e. 1A. Underground Explosion and Collapse of buildings and damage

f. To underground utilities: N/A

g. 1B. Excess Liability (Umbrella): N/A

Johnson County shall be named as an additional insured.

No coverage shall be deleted from the standard policy without notification of individual exclusions being attached for review and acceptance.

D. Automobile Liability

Shall be written by a carrier with an A: VIII or better rating in accordance with the current Best Key Rating Guide.

Minimum each person:

Bodily Injury $ 500,000

Each Occurrence $1,000,000

Property Damage $ 500,000

E. Workers Compensation Insurance - Pursuant to the requirements set forth in Title 28, Section 110.110 of the Texas compensation insurance policy and V.T.C.A., Labor Code, Chapter 401 ET. SEQ; either directly through their em-ployer’s policy (the Proposer’s or sub-proposer’s policy) or through an executed coverage agreement on an approved TWCC form. Accordingly, if a sub-proposer does not have his or her own policy and a coverage agreement is used, Proposers and sub-proposers must use that portion of the form whereby the hiring Proposer agrees to provide coverage to the employees of the sub-proposer. The portion of the form that would otherwise allow them not to provide cover-age for the employees of an independent Proposer may not be used.

The worker’s compensation insurance shall include the following terms:

a. Employer’s Liability limits of $500,000.00 for each accident is required.

b. "Texas Waiver of Our Right to Recover from Others Endorsement" shall be included in this policy. (Waiver of Subrogation)

Pursuant to the explicit terms of Title 28, Section 110.110 ( c ) (7) of the Texas Administrative Code, the Proposal specifications, this Agreement, and all subcontracts on this Project must include the following terms and conditions in the following language, without any additional words or changes, except those required to accommodate the specific document in which they are contained or to impose stricter standards of documentation:

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 7

Definitions:

Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of authority to self-insure issued by the Texas Worker’s Compensation Commission, or a coverage agreement )TWCC-81), TWCC-83, or TWCC-84), showing statutory worker’s compensation insurance coverage for the person’s or entity’s employees providing services on a project, for the duration of the project.

Duration of the project - includes the time from the beginning of the work on the project until the Proposer’s/person’s work on the project has been completed and accepted by the governmental entity.

Persons providing services on the project ("subcontractors" in section 406.096 {of the Texas Labor Code}) -includes all persons or entities performing all or part of the services the Proposer has undertaken to perform on the pro-ject, regardless of whether that person has employees. This includes, without limitation, independent Proposers, sub-contractors, leasing companies, motor carriers, owner-operators, employees of any such entity or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project.

"Services" does not include activities unrelated to the project, such as food/beverage Proposers, office supply deliver-ies, and delivery of portable toilets.

The Proposer shall provide coverage, based on the proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the statutory requirements of Texas Labor Code, Section 401.011

(44) for all employees of the Proposer providing services on the project, for the duration of the project.

The Proposer must provide a certificate of coverage to the governmental entity prior to being awarded the contract.

If the coverage period shown on the Proposer’s current certificate of coverage ends during the duration of the pro-ject, the Proposer must, prior to the end of the coverage period, file a new certificate of coverage with the govern-mental entity showing that coverage has been extended.

The Proposer shall obtain from each person providing services on a project, and provide to the governmental enti-ty:

(1) a certificate of coverage, prior to that person beginning work on the project, so the govern-mental entity will have on file providing services on the project, and certificates of coverage showing coverage for all person; and

(2) no later than seven calendar days after receipt by the Proposer, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of cov-erage ends during the duration of the project.

(3) The Proposer shall retain all required certificates of coverage for the duration of the project and for one year thereafter.

The Proposer shall notify the governmental entity in writing by certified mail or personal delivery, within 10 calendar days after the Proposer knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project.

The Proposer shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers’ Compensation commission, informing all persons providing services on the project that they are required to be cov-ered, and stating how a person may verify coverage and report lack of coverage.

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 8

The Proposer shall contractually require each person with whom it contracts to provide services on a project, to:

(1) provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any cov-erage agreement, that meets the statutory requirements of Texas Labor Code, Section 401.011 (44) for all of its employees providing services on the project, for the duration of the project;

(2) provide to the Proposer, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the dura-tion of the project;

(3) provide the Proposer, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project.

(4) obtain from each other person with whom it contracts, and provide to the Proposer:

(a) a certificate of coverage, prior to the other person beginning work on the project; and

(b) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the pro-ject;

(5) retain all required certificates of coverage on file for the duration of the project and for one year thereafter;

(6) notify the governmental entity in writing by certified mail or personal delivery, within 10 calendar days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and

(7) Contractually require each person with whom it contracts, to perform as required; with the certificates of cov-erage to be provided to the person for whom they are providing services.

By signing a contract with Johnson County, or providing, or causing to be provided a certificate of coverage, the Proposer who will provide services on the project will be covered by workers’ compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier, or, in the case of a self-insured, with the commission’s Division of Self- Insurance regulation. Providing false or misleading information may subject the Proposer to administrative penalties, criminal penalties, civil penalties, or other civil actions.

CERTIFICATES OF INSURANCE shall be prepared and executed by the insurance company or its authorized agent, and shall contain the following provisions and warranties:

The company is licensed and admitted to do business in the State of Texas.

The insurance policies provided by the insurance company are underwritten on forms that have been provided by the Texas State Board of Insurance or ISO.

All endorsements and insurance coverage according to requirements and instructions contained herein.

The form of the notice of cancellation, termination, or change in coverage provisions to Johnson County.

Original endorsements affecting coverage required by the section shall be furnished with the certificates of insur-ance

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 9

BONDING REQUIREMENTS

If applicable, a Bid Bond shall be required. Pursuant to the provisions of Section 262.032 (a) of the Texas Local

Government Code, if the contract contemplated by this request is a bid for the construction of public works, or will be under a contract exceeding $100,000.00, Johnson County may require the vendor to execute a good and sufficient bid bond in the amount of five percent (5%) of the total contract price. Said bond shall be executed with a surety company authorized to do business in the State of Texas.

If applicable, a Performance Bond shall be required. Pursuant to the provisions of Section 262.032 (b) of the Texas

Local Government Code, within thirty (30) days of the date of the signing of a contract or issuance of a purchase order following the acceptance of a bid by Johnson County Commissioners Court and prior to commencement of the actual work, the successful vendor shall furnish a performance bond to Johnson County for the full amount of the contract if the contract exceeds $50,000.00. Said bond shall be for the purpose of insuring the faithful performance of the work in accordance with the plans, specifications and contract documents associated with the contract.

If applicable, a Payment Bond shall be required. Pursuant to the provisions of Section 2253.021, Texas Government

Code, if the amount of the contract awarded to the successful vendor exceeds $25,000.00, the successful vendor shall execute a payment bond in the amount of the contract. Said bond is solely for the protection and use of payment bond beneficiaries who have a direct contractual relationship with the prime contractor or a subcontractor to supply public work labor or material. This bond must be issued to the County within ten (10) days of the award of the contract and before vendor begins the work.

SPECIAL TERMS AND CONDITIONS OF THE CONTRACT

Contract Term: The requested contract term is 3 years, with two 1 year renewal options. Each renewal will be based upon the same terms and conditions as the original, except for performance guarantees. Performance guarantee results will be reviewed each year and may be revised by mutual agreement. Other contract terms and conditions changes must be made by mutual agreement. The contract may be terminated by either party for any reason by giving sixty

(60) days written notice of intent to terminate.

SCOPE OF WORK:

Johnson County's 2026 contract for their Employee Assistance Program expires 1/1/2026. Johnson County is conduct-ing a Request for Proposal (RFP) to obtain formal quotes for an EAP for the 2026 contract period. In addition, John-son County is leveraging this RFP as an opportunity to understand the strategic direction of selected carriers in the market to evaluate the organization best positioned to partner with them.

Please review the attachment “RFP 2025-306 Workbook” with the listed tabs below for proposal completion:

• RFP Overview

• Census

• Plan Design

• Financial Exhibit

• Geo Access

• Questionnaire

RFP 2025-306 JOHNSON COUNTY EMPLOYEE ASSISTANCE PROGRAM (EAP) 10

Additional Instructions to Proposer and Submittal Information

The selection criteria and weighted value of each criterion that will determine best value is as follows:

The total maximum number of points possible is 100. The Proposer shall be selected based upon the highest overall score that provides the best value to the County.

Criteria: Maximum Points:

1. Administrative Capabilities & Support Services 40

2. Fees, Repricing, Renewals and Guarantees 40

3. Value- Added Service 10

4. Terms & Conditions Adherence 10

Total: 100