RFP 25-03 Employee Assistance Program

The Superior Court of California, County of San Bernardino, is issuing Request for Proposal (RFP) 25-03 for a comprehensive Employee Assistance Program (EAP) to serve its court employees and judges across 11 locations in San Bernardino County. The procurement seeks a five-year contract starting January 1, 2026, with potential extensions through December 31, 2030, targeting approximately 1,139 employees. The EAP services must provide holistic support including confidential counseling sessions, mental health resources, telephonic and in-person assessments, video chat and text therapy, life coaching, legal and financial wellness consultations, work-life referrals, and critical incident response services for employees and their family members. Proposals are due by July 25, 2025, at 1:15 PM Pacific Time, with potential Best and Final Offer opportunities on July 31, 2025. The Court will evaluate proposals on a 100-point scale, considering plan quality, rate guarantees, cost, and acceptance of terms, with the intention of awarding to the highest-scored proposal. Potential bidders may be subject to reference calls on August 26, 2025, and interviews on August 28, 2025, with final recommendations presented to the Employee Benefits Advisory Committee in August and judicial approval in September.

The RFP includes a Disabled Veteran Business Enterprise (DVBE) incentive, offering a 3% reduction in bid evaluation for bidders meeting specific DVBE participation requirements. The current incumbent is ACI Specialty Benefits, which has been providing EAP services at a rate of $1.19 per employee per month. Potential bidders must submit comprehensive documentation including legal company details, key staff resumes, client references, and completed attachment forms demonstrating compliance with various state contracting regulations. The Court requires vendors to complete certifications related to good standing, conflict of interest declarations, tax compliance, and adherence to the Darfur Contracting Act. While a specific budget range is not explicitly stated, the current contract suggests an annual investment of approximately $16,500 based on the per-employee monthly rate. The procurement emphasizes comprehensive coverage across San Bernardino County's diverse geographical areas, serving a population of over two million people and requiring a service-oriented account team capable of supporting the court's complex organizational needs.