RFP26-0047_Exhibit_2_-_EAP_Census.xlsx

This is an Employee Assistance Program (EAP) census document supporting Request for Proposal RFP26-0047 issued by the City of Orlando, Florida. The census provides demographic data for approximately 3,721 benefit-eligible employees and their dependents who require EAP services. The RFP solicits proposals from qualified providers to deliver comprehensive EAP services including professional counseling (up to seven sessions per incident annually), crisis intervention, Critical Incident Stress Debriefing (CISD), telehealth/virtual counseling, work/life support services, management consultation, educational seminars, and referral services. Required deliverables include a minimum of eighteen hours of annual seminars, ten hours of annual CISD, and two onsite counselors averaging 388 hours annually, with 24/7 access via phone and digital platforms. A non-mandatory pre-proposal conference is scheduled for April 21, 2026 at 11:00 a.m. via Microsoft Teams, with a question submission deadline of May 1, 2026 at 5:00 p.m. and sealed proposal submission deadline of May 12, 2026 at 2:00 p.m. The contract term is three years (January 1, 2027 through December 31, 2029) with options to extend for seven additional one-year periods for a cumulative maximum of ten years.

Pricing must be submitted on a Per Eligible Employee Per Month (PEPM) basis with a guaranteed rate for a minimum of three years or up to five years, with additional hourly or per-event fees clearly itemized. The City currently contracts with Aetna Behavioral Health/Resources for Living at $2.30 PEPM, establishing the baseline for evaluation; based on this rate and the employee population of 3,721, the estimated annual contract value is approximately $102,583. The City intends to award a single contract subject to City Council approval if the annual value exceeds $100,000. All covered service contractors must comply with the City's Living Wage Policy, requiring employees to be paid at least $15.00 per hour for straight time work. The census data identifies the specific employee population requiring coverage with demographic information and geographic distribution across the Orlando area, and the current utilization report reflects a 12.4% annualized utilization rate to inform capacity and staffing projections.