RFP 008-26 Employee Assistance Program (EAP) Services

Clayton County Public Schools (CCPS), a Georgia K-12 school district serving over 50,000 students across 67 schools with approximately 7,500 employees, is soliciting proposals through RFP 008-26 for comprehensive Employee Assistance Program (EAP) Services. The procurement seeks qualified firms to provide prevention, identification, and resolution of personal and productivity-related concerns aligned with the Employee Assistance Professionals Association (EAPA) definition. Proponents must offer three service model options: Assessment and Referral (up to four sessions per person per problem per year), Short-term Counseling (up to six sessions), and Expanded Counseling (up to eight sessions), all including work/life components. All EAP counselors must be appropriately licensed and credentialed, with services delivered 24/7 through a toll-free hotline, guaranteed non-urgent appointments within 48 hours, and urgent services within 24 hours. Vendors must demonstrate a minimum of three consecutive years of comparable EAP experience for K-12 school districts or similar governmental organizations. The evaluation committee will assess proposals using weighted criteria: executive summary (5%), methodology and technical ability (25%), experience and qualifications of key staff (15%), experience on other projects (15%), organization and financial capability (10%), cost proposal (30%), and SLBE participation (5%), with potential additional points for oral presentations. Critical deadlines include a pre-proposal conference on April 14, 2026 at 10:00 a.m. EST via Zoom, written questions due by April 21, 2026 at 3:00 p.m. EST, proposal submission deadline of May 5, 2026 at 3:00 p.m. EST with immediate proposal opening, and oral presentations scheduled for May 27-29, 2026.

CCPS's Inclusivity in Purchasing Policy and Small Local Business Enterprise (SLBE) Program provide up to 5 percentage points in evaluation scoring for SLBE participation, though no specific set-asides or restrictions limiting response eligibility are indicated. The initial contract term is one year with the option for four additional one-year renewals, commencing within ten days of receiving a written Notice to Proceed and terminating on June 30 of each fiscal year, with termination for convenience available to CCPS upon thirty days' written notice. Proponents must provide financial disclosures demonstrating capability to obtain performance bonds and must complete and submit all required forms including the Response Submission Form, Contractor and Sub-Contractor Affidavits and Agreements, Proponent Representations and Declarations, and References and Release Forms. Pricing is structured on a per-employee-per-month (PEPM) basis for approximately 7,500-7,800 employees, with all costs inclusive on an F.O.B. Destination basis and no budget range or award value specified in the available documentation. No incumbent vendor or existing technology integration requirements are noted in the solicitation materials.