6-26RFP048 Employee Assistance Program.pdf

This solicitation is a request for proposals for services under Texas Education Code 44.031.

Request for Proposals

26RFP048

Employee Assistance Program

Date Event

March 6, 2026 and March 13, 2026

Dates of public advertisement

March 20, 2026 Due date for questions submitted in Bonfire platform by 5:00 pm CST

March 24, 2026 Questions and answers posted in Bonfire platform

April 1, 2026 RFP opening / Vendor proposal due date at 2:00 pm CST

May 21, 2026 Tentative AISD Board meeting for review/approval

Contact:

David Martinez-Gutierrez Coordinator Procurement Services Contract & Procurement Services francisco.d.martinez@austinisd.org

To ensure a fair and transparent solicitation process and the integrity of submissions:

• Proposals received after the specified due date and time shall not be considered.

• Proposals must be submitted in the specified format and all Required Forms must be signed and submitted with response.

• Question and Answer Protocol: Proposers seeking clarification or have questions pertaining to this

RFP must submit questions in writing through the AISD Bonfire Portal no later than the date and time shown above.

• Questions & Answers and all Addenda will be posted on the AISD Bonfire Portal:

https://austinisd.bonfirehub.com/portal/ mailto:francisco.d.martinez@austinisd.org https://austinisd.bonfirehub.com/portal/

Austin ISD – Request for Proposals 26RFP048 Employee Assistance Program

Virtual Bid Opening

A virtual bid opening for this solicitation will take place on Wednesday, April 1, 2026, at

2:15pm via the google meet platform.

Virtual Bid Opening Details

Meeting ID: meet.google.com/vus-zvhn-gtk

Phone Numbers (US):

0365 -701-+1 774

PIN: 614 128 416#

meet.google.com/vus-zvhn-gtk

Checklist and Submission Guidelines

This checklist is provided to help you conform to all form/document requirements stipulated in this solicitation and attached herein. This is not a required form and it is not necessary to return this checklist with your proposal.

I. Understanding the Proposal

Completed

Read entire RFP document, appendices and attachments

Review AISD Policy and Provisions (available on the AISD website)

Attend pre-proposal conference (optional)

Submit questions properly before deadline

Review addenda, Q&A and other additional attachments

Review Proposal Format section of RFP

II. Forms

Completed

Bid Certification

Notification of Criminal History of Contractor

Debarment, Suspension and Ineligibility Certification

Conflict of Interest Questionnaire (CIQ) – electronic submission

Strategic Partner Profile

Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant

Software Vendor Certification Form (if product/service is digital or online)

Form W-9 Request for Taxpayer Identification Number and Certification

Attachment A – AISD EAP Workbook

III. Submitting the Proposal

Completed

Prepare the proposal in the format specified and sign all required forms

Submit RFP through the AISD Bonfire Portal no later than the due date and time.

Table of Contents

Section I

Section II

Section III

Section IV

Section V

Section VI

Introduction

Proposal Format

Initial Review of Proposals

Competitive Selection / Evaluation

Scope of Service and Performance Requirements

Appendices and Attachments

I. INTRODUCTION

The Austin Independent School District (hereinafter referred to as “AISD” or the “district”) is seeking proposals from firms, vendors, or contractors qualified and experienced in providing a comprehensive Employee Assistance Program (EAP) for approximately 11,087 benefit-eligible employees.

Detailed Overview: The District's primary objective is to secure an EAP that includes a dedicated full-time (40 hours/week) onsite counselor and guaranteed four-hour onsite response times for Critical Incident Response (CIR).

To ensure diverse support options for staff, the program must offer a tiered clinical model of

4, 6, and 8 sessions per issue, per year. While Proposers are required to provide pricing for all three tiers in Attachment A, the District intends to select only one of these models for the final contract agreement.

The successful Proposer will provide EAP services starting July 1, 2026, following the expiration of the current contract on June 30, 2026. All implementation and transition activities must be completed prior to the July 1 effective date to ensure no lapse in service for District employees.

Proposers may make written inquiries through the AISD Bonfire Portal concerning this solicitation to obtain clarification of the proposal requirements. Inquiries shall be submitted no later than the time and date specified on the cover page. Questions received by this deadline, and corresponding answers, will be included in an

Addendum. All addenda will be posted in the AISD Bonfire Portal.

Each Bidder, by submitting its proposal, agrees that the proposal is subject to the

Austin ISD Policies and Provisions and agrees to comply with those conditions. Acceptance of a proposal will occur only when a contract is executed. Any contract will incorporate the Austin ISD Policies and Provisions and Standard Terms and Conditions and no commitment exists until a contract is executed by both parties.

Austin ISD is subject to the Texas Public Information Act. All documents submitted as part of the Contractor’s Proposal response will be deemed confidential during the evaluation process, and will not be available for review by anyone other than Austin

ISD staff or its designated agents. Following an award of contract or termination of the procurement, Proposals may be subject to release as public information. If a Proposer believes that its Proposal response, or parts of it, may be exempted from disclosure under Texas law, the Proposer clearly must specify page-by-page and/or line-by-line the parts of the Proposal response which it believes are confidential or otherwise exempt. Austin ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Proposers.

II. PROPOSAL FORMAT

A. Preface The vendor/contractor shall provide an executive summary of two (2) pages or less, which gives in brief, concise terms, a summation of the proposal.

B. Proposal The vendor/contactor’s proposal itself shall be organized in the following format and informational sequence:

Section I – Summary of Experience

This section shall contain the full name and address of the vendor/contractor submitting the proposal and a brief summary of the vendor/contractor’s experience and individual experience for personnel who will provide this product or service.

Section II - Scope of Service

A description of services and capabilities as outlined in the Scope of Service and

Performance Requirements sections of this RFP, in the order shown. Clearly state any exceptions taken to the specifications of this RFP, or any conditions of the proposal.

Section III - Financial Proposal

This section shall contain a straightforward, concise delineation of the Proposer’s fees. Proposers must complete all tabs of Attachment A – AISD EAP Workbook and submit it in its original Excel format. All pricing must be calculated based on a fixed headcount of 11,087 benefit-eligible employees.

To align with the District’s primary health benefit cycles, the initial contract term will be eighteen (18) months (July 1, 2026 – December 31, 2027), with three (3) optional one-year renewal periods.

Proposers must provide fixed Per Employee Per Month (PEPM) pricing for all three service tiers (4, 6, and 8 sessions). The District reserves the right to select any of the three session models for final contract award and scoring based on the proposals received. It is the Proposer’s responsibility to specify all inclusive costs, including administrative fees, implementation, and the 40-hour onsite counselor requirement.

Section IV – References

References are to be from government agencies and/or firms, which are substantially serviced by the vendor (references most similar to Austin ISD should be provided). Each reference must contain the reference’s name, address, telephone number, and point of contact (including email address). A list of at least three (3) references from current customers must be provided.

C. Required Forms

Forms are required to be completed and submitted with proposal response. Bidders shall execute the following required forms. Links are provided for the CIQ and the W-9 below. All other forms can be found in the AISD Bonfire Portal for download.

• Bid Certification

• Notification of Criminal History of Contractor

• Debarment, Suspension and Ineligibility Certification

• EDGAR Vendor Certification

• Strategic Partner Profile

• Form W-9 Request for Taxpayer ID Number and Certification (available at www.irs.gov)

• Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics Commission, in compliance with Chapter 176 of the Texas Local Government Code. The form should be submitted on-line at:

https://www.austinisd.org/cp/ciq-online

• Attachment A – AISD EAP Workbook (Excel Format)

The District reserves the right to tender its own contract which shall incorporate the requirements of this RFP and the successful Proposer’s response. A preview / reference only copy of AISD’s Agreement is posted on the AISD website and should not be submitted with proposals.

III. INITIAL REVIEW OF PROPOSALS

Any vendor/contractor determined non-responsible or any proposal determined non-responsive will not be evaluated further. The vendor/contractor will be notified of a non-responsible or non-responsive determination.

Responsive

In order for a proposal to be responsive:

• ALL required forms listed above shall be signed and included with proposal, specifically including Attachment A – AISD EAP Workbook submitted in its original Excel format;

• Proposal shall be received prior to the RFP opening date and time via the AISD

Bonfire Portal as specified on the cover page;

• Proposal shall respond to the entire scope of service and performance requirements as requested, including the mandatory 4-hour onsite Critical

Incident Response (CIR) time and the provision of a full-time onsite counselor.

http://www.irs.gov/ https://www.austinisd.org/cp/ciq-online

Responsible

In order for a proposal to be responsible, the vendor/contractor shall be in good financial standing with the Texas Comptroller of Public Accounts.

IV. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement and as such, award will not necessarily be made to the offeror submitting the lowest priced proposal. Award will be made to the firm submitting the best responsive proposal satisfying AISD’s requirements, price and other factors considered.

Consistent with state law and district policy, this RFP does not commit the district to award a contract. The district reserves the right to accept or reject any or all proposals and/or award in whole or in part any proposal if the district determines it is in the best interest of the district to do so. The district also reserves the right to waive any minor informalities in order to take the action which it deems to be in the best interest of the district.

B. The district anticipates that the evaluation process may include multiple levels of evaluation, as for example, but not limited to:

Phase 1: Initial review of the proposal by the district’s evaluation team.

Phase 2: Interviews and/or presentations of top proposals from Phase 1, followed by administrative review of finalist(s) and award recommendation.

PHASE 1

Points Item Detailed Description

20 Points Staffing Model &

Onsite Infrastructure

Evaluation of the Proposer's internal organizational structure and their capacity to maintain a dedicated onsite presence. Scoring will focus on the clinical oversight, administrative support, and the specific methodology for managing a full-time counselor within a large K-12 environment.

15 Points Organizational Depth

& Qualifications

Assessment of the vendor’s business history, internal department resource allocation, and the professional qualifications/licensure required of their clinical staff.

Preference is given to firms demonstrating significant scale and direct management of their service network.

25 Points Clinical Operations &

Emergency Response

Evaluation of the quality and responsiveness of clinical services. Criteria include the robustness of the provider network, member engagement procedures, and the

Points Item Detailed Description tactical protocols for Critical Incident Response (CIR), including logistics and bilingual accessibility.

40 Points Financial Proposal

Points awarded based on a mathematical formula using the District-selected session model (4, 6, or 8 sessions) and the Annual Onsite Counselor Fee as entered in the Financial Section of the AISD EAP

Workbook.

PHASE 2 (optional)

AISD reserves the right, at its sole discretion, to conduct a Phase 2 evaluation with one or more shortlisted Offerors for the purpose of clarifying, validating, or confirming information submitted in Phase 1.

Phase 2 may include, but is not limited to:

• Clarification of responses provided in the Questionnaire

• Review of submitted product specifications, images, or documentation

• Product demonstrations, product evaluations, or inspection of equipment (if requested)

• Requests for Best and Final Offers (BAFO)

Phase 2 is intended solely to verify and clarify information submitted in Phase 1 and will not introduce new evaluation criteria or independent scoring categories.

AISD reserves the right to waive Phase 2 and make an award based solely on Phase 1 evaluations.

V. SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS

A. Term The agreement(s) resulting from this solicitation will be in effect from the date of execution through December 31, 2027. The parties, by mutual consent, may renew the agreement for up to three (3) additional one (1) year periods. In addition, the District reserves the right to extend the contract for an additional time beyond the final expiration date if necessary to ensure no lapse in service.

B. Detailed Scope of Service

The following describes the service requirements that the selected vendor will be required to perform. Failure to address or fully describe capabilities to accomplish all elements of this section will result in a loss of evaluation points.

The selected Proposer must be prepared to deliver a program that includes, but is not limited to, the following:

• Implementation Timeline: All program setup, data integration, and staffing must be finalized to ensure a "go-live" date of July 1, 2026.

• Dedicated Onsite Support: Provision of one (1) dedicated, full-time (40 hours per week) onsite counselor to provide short-term counseling, orientations, and management consultations specifically for Austin ISD staff.

• Tiered Clinical Model: The ability to provide clinical support sessions based on the District-selected model (4, 6, or 8 sessions per issue, per year).

• Critical Incident Response (CIR): A guaranteed four (4) hour onsite response time for critical incidents occurring within the District.

• Bilingual Accessibility: All member materials (digital and print) and clinical intake services must be available in both English and Spanish.

• Digital Platform: A 24/7 accessible member portal and mobile application providing self-service resources, appointment scheduling, and mental health tools.

C. Criminal History Background Checks

Vendor/Contractor is directly responsible to obtain all required criminal history record information through the Texas Department of Public Safety’s Fingerprint-based Applicant Clearinghouse of Texas (“FACT”). The cost of the background checks is the responsibility of the Vendor/Contractor. Vendor/Contractor must ensure that there is no criminal history record that would prevent the Vendor/Contractor or its employees from working in the District’s facilities. Vendor/Contractor must ensure that national criminal history record certification is filed with the District. Vendor/Contractors can only be present at district campuses or may provide online services once the criminal history process (including forms and fingerprinting) has been properly completed and approved. For more information, please refer to AISD District Policy CJA (REGULATION) and CJA (LEGAL).

D. Insurance Requirements

The Contractor shall provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with its employees providing of services to the district:

The Contractor is required to carry the following insurance coverages:

• General Liability (minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate). This policy should cover injury of a participant and include the following provisions: waiver of subrogation, endorsement to provide Austin ISD as additional insurance, and notice of cancellation.

• Sexual Molestation & Child Abuse (SAM) endorsement of $100,000 minimum (either specifically stated as included as part of General Liability or purchased separately in addition to the General Liability policy).

• Full Malpractice Coverage: professional liability coverage at a minimum limit of $1,000,000 to pay on behalf of the assured all sums which the assured shall become legally obligated to pay as damages by reason of any negligent act, error, or omission arising out of the performance of professional services under a contract. Professionals required to be licensed or registered by the state. Examples: architecture, landscape architecture, land surveying, medicine, nursing, engineer, optometry, real estate appraising.

• Workers’ Compensation: coverage should be consistent with statutory benefits outline in the Texas Worker’s Compensation Act Section 401. The minimum policy limits for Employer’s Liability are $500,000 bodily injury each accident, $500,000 bodily injury by disease policy limit, and $500,000 bodily injury by disease each employee. The company’s policy shall apply to the State of Texas and include a waiver of subrogation in favor of Austin ISD.

A current, industry-standard ACORD Certificate of Insurance (COI) for each of the above policies shall be delivered to the AISD before any work is started. Certificates shall be sent to the AISD Contract & Procurement Services office at each change or renewal during the term of the contract.

If transporting Austin ISD students, the vendor must have Automobile Liability as follows: Owned, Non-Owned, Hired or Rented with $1,000,000 Single Limit and Additional Insured in favor of Austin Independent School District. Questions about the district’s insurance requirements should be directed to the Office of Risk Management.

E. Award Terms and Conditions

There are multiple steps required for AISD to award and execute agreements issued pursuant to this RFP. Important information and general action steps pertaining to the post-RFP/post-award process is included below.

• Any agreement resulting from this solicitation is contingent upon the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the AISD Board of Trustees or otherwise not made available to the District.

• Any agreement issued as a result of this RFP does not guarantee any minimum amount of service or payment beyond the administrative/PEPM fees associated with the District’s eligible headcount. A provider shall not perform services for AISD without a fully executed agreement and the issuance of a

Purchase Order.

• A provider will be compensated by AISD for services actually performed and satisfactorily rendered in accordance with contract requirements. A sample of

AISD’s Service Agreement is available on our website for your review only but should not be submitted with your proposal.

• Payment will be made according to the District Comptroller’s published Accounts

Payable schedule. Typically, payment is net 30 days after receipt of accurate and verifiable invoice. Service rates and monthly fees charged should be reasonable and customary. Mileage and travel expenses will not be reimbursed by AISD.

• The District reserves the right to terminate all or any part of the undelivered portion any order resulting from this solicitation with thirty (30) days written notice; upon default by the vendor, for delay or non-performance by the Vendor, or, if it is deemed in the best interest of the District, for convenience.

• Recommended vendors will receive a Notice of Award. If a Service Agreement is issued, the vendor will receive the document via email for electronic signature using the DocuSign routing system. Once complete, vendors will receive a fully-executed copy of the service agreement via email. Non-awarded vendors will receive a “Notice of Non-Award” via email.

• Upon approval, vendors will receive a Purchase Order (PO) and this is the notice to proceed to begin services. Under no circumstance should vendors begin to provide services to the district without a valid Purchase Order. AISD is not responsible for payment for unauthorized services rendered in advance of a valid

PO being issued.

• Conflict of Interest – Employment Restrictions: Any person who has been employed as a full-time employee of the District may not perform services for the

District for compensation as a vendor or consultant or on behalf of a vendor or consultant for 18 months after the termination of the person’s employment relationship with the District. This restriction does not apply to former employees who are hired as classroom teachers, campus-based professional employees, or campus principals. AISD Policy DBD (LOCAL).

• Pricing Adjustments: Pricing provided by Proposers in response to this RFP will remain firm for the initial term of the agreement. Should market conditions prevail which dictate an increase, the vendor may request permission to increase pricing no later than 30 days after receiving notice from Austin ISD of its intent to extend the agreement. Pricing adjustments may only occur at the time of renewal and only upon securing approval in writing from Austin ISD’s Contract & Procurement office.

Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profits. Price adjustment is limited to up to a five percent (5%) increase of the established contract rates per renewal period. Such requests must be submitted in writing detailing the requested adjustments. Justification for the request to adjust pricing must be industry-driven and further substantiated by including supporting documentation, such as a letter from suppliers. Austin ISD may, in its sole discretion, accept or reject the price increase in whole or in part.

VI. APPENDICES AND ATTACHMENTS

➢ Appendices (Documents included within this proposal are available for download with in

Bonfire):

▪ Appendix 1 – Purchasing and Acquisition Vendor Relations Policy CHE-LOCAL

▪ Appendix 2 – AISD Policy and Provisions

➢ Attachments (Separate documents available to download within Bonfire):

▪ Bid Certification

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension and Ineligibility Certification

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission only

▪ Strategic Partner Profile

▪ Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant

▪ Form W-9 Request for Taxpayer Identification Number and Certifications

▪ Attachment A – AISD EAP Workbook

▪ Exhibit 1 – Current Program Overview and Onsite Counselor Flyer