Employee Assistance Program

The City of Orlando, Florida is issuing Request for Proposal RFP26-0047 to procure comprehensive Employee Assistance Program (EAP) services for approximately 3,721 benefit-eligible employees and their eligible dependents, including law enforcement officers, firefighters, professional staff, and blue-collar municipal personnel. The selected EAP provider must deliver professional, confidential counseling services (up to seven sessions per incident annually), crisis intervention and Critical Incident Stress Debriefing (CISD), telehealth/virtual counseling options, work/life support services, management consultation, educational seminars, and referral services with seamless integration to the City's medical plan provider for treatment beyond EAP scope. Key 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 to services via phone and digital platforms. 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 total of up to ten years. A non-mandatory pre-proposal conference is scheduled for April 21, 2026 at 11:00 a.m. via Microsoft Teams; the question submission deadline is May 1, 2026 at 5:00 p.m.; and sealed proposals must be submitted electronically by May 12, 2026 at 2:00 p.m. with public opening to follow. Proposals must be priced 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 any hourly or per-event fees for services beyond the base offering clearly itemized. The City intends to award a single contract subject to City Council approval if annual contract value exceeds $100,000.

The City of Orlando currently contracts with Aetna Behavioral Health/Resources for Living at $2.30 PEPM, establishing the baseline for pricing evaluation and potential award value. 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 City is exempt from Florida sales tax under exemption number 85-8015427957C-9. The EAP census data provided identifies the specific employee population requiring coverage, including demographic information and geographic distribution across the Orlando area, and prospective providers must demonstrate adequate staffing and resources to serve both employees and eligible dependents. Based on the current contract rate of $2.30 PEPM with approximately 3,721 employees, the estimated annual contract value would be approximately $102,583, though proposals may adjust pricing within the competitive evaluation process. Qualified proposers should review the current utilization report reflecting a 12.4% annualized utilization rate and detailed service delivery metrics to inform capacity and staffing projections for their proposals.