Employee Assistance Program (EAP) Services

Clayton County Public Schools (CCPS) in Georgia is issuing Request for Proposals (RFP 008-26) to procure comprehensive Employee Assistance Program (EAP) services for approximately 7,800 employees across the district, which serves over 50,000 students in 67 schools. The procured services include 24/7 telephonic and virtual assessment and referral services, short-term and long-term counseling, crisis management, and management consultation services for employees and eligible dependents addressing personal and work-related concerns. Qualified firms must possess a minimum of three years of consecutive experience providing comparable EAP services to K-12 school districts or similar governmental organizations, and all EAP counselors must be appropriately licensed and credentialed. Proponents must select from three service delivery models: an Assessment and Referral Model with up to four counseling sessions per person per problem annually, a Short-term Counseling Model with up to six sessions annually, or an Expanded Counseling Model with up to eight sessions annually, all including work/life components; pricing must be submitted on a Per Employee Per Month (PEPM) basis through the Bonfire portal. The evaluation criteria allocate 30% to cost, 25% to methodology and technical ability, 15% each to experience/qualifications and performance on other projects, 10% to organization and financial capability, and 5% to executive summary. Critical deadlines include a pre-proposal conference on April 14, 2026 at 10:00 a.m. EST via Zoom, a question submission deadline of April 21, 2026 at 3:00 p.m. EST with answers posted by April 28, 2026, proposal submission deadline of May 5, 2026 at 3:00 p.m. EST via Bonfire, and potential oral presentations and interviews scheduled for May 27-29, 2026.

The contract includes a Small Local Business Enterprise (SLBE) set-aside program with a 5% evaluation weight for SLBE participation, and respondents must comply with all SLBE documentation requirements and certification standards. All contractors must demonstrate E-Verify enrollment compliance under O.C.G.A. 13-10-91, provide proof of business and professional licenses, criminal background clearance, certificates of authority, and comprehensive insurance coverage including Workers' Compensation, Comprehensive General Liability of at least $1,000,000, and Automobile Liability of at least $1,000,000. Contractors must also submit financial statements, up to four project references with contact information, and execute various compliance affidavits addressing anti-lobbying provisions, independent price determination, non-collusion, prohibition on kickbacks, debarment status, non-discrimination covenants, and certification of payment to subcontractors and suppliers. The RFP does not identify an incumbent contractor, suggesting this may be a new procurement or replacement of current services. The initial contract term is one year with four optional one-year renewal periods terminating on June 30 of each fiscal year unless terminated earlier; CCPS intends to make one award but reserves the right to make multiple awards or no award. While specific budget or award value ranges are not disclosed in the RFP documents, the Per Employee Per Month (PEPM) pricing structure across approximately 7,800 employees over the initial one-year term provides a basis for prospective vendors to estimate potential contract value.