RFP 25-24 Employee Assistance Program Services (Annual Contract)

The Savannah-Chatham County Public School System (SCCPSS) is seeking sealed proposals for an Employee Assistance Program (EAP) Services contract through RFP 25-24, with proposals due on March 18, 2025, at 2:00 p.m. ET. The annual contract will provide comprehensive mental health and wellness services for approximately 5,800 district employees, including full-time and part-time staff, their spouses, and dependents. Required services include 24/7 counseling access, face-to-face and virtual counseling sessions, critical incident response, and wellness resources. The procurement will be evaluated using a point-based system: business profile (5 points), experience/capability (25 points), project understanding/methodology (50 points), and sealed fee proposal (20 points). Proposals must be submitted electronically to purchasing@sccpss.com and include documentation of required insurance coverage, business licenses, and E-Verify compliance. The contract term is one year with two optional one-year renewals, and pricing will be structured as a per-employee-per-month fee that includes all labor, materials, site visits, reporting, and overhead costs.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the solicitation documents. The pricing structure allows for quarterly fee adjustments based on actual employee counts, with price increases limited to 5% for each renewal term. The proposed contract does not identify an incumbent vendor, and no specific existing infrastructure integration requirements were outlined. The estimated total annual contract value would be based on the per-employee-per-month fee multiplied by the 5,800 employee count, though the exact fee is to be determined through the proposal process. Vendors will be required to maintain comprehensive insurance coverage, including $1 million per occurrence commercial general liability, $1 million commercial auto liability, workers compensation, $1 million umbrella coverage, and $1 million per claim professional liability insurance. The contract will include a 90-day transition period and requires monthly invoicing with payment to be made within 40 days of proper invoice receipt.