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HR and Benefits Employee Assistance Program Services RFP

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REQUEST FOR PROPOSAL: EMPLOYEE ASSISTANCE PROGRAM

The Nebraska State College System

1115 K Street, Suite 102, PO Box 94605

Lincoln, NE 68509-4605

Release Date: February 28, 2011

Vendor Questions Due: March 9, 2011

Response to Questions: March 16, 2011

Proposal Must be Received By: April 4, 2011, 2:00 p.m. CDT

Finalists Presentations: April 18-22, 2011

Contract Award Date: May 5, 2011

Effective Date: July 1, 2011

All documents pertinent to this Request for Proposal will be posted on the Nebraska State College System website. It is the Vendor’s responsibility to periodically check the website for the most current information.

http://www.nscs.edu/

Table of Contents

I. Request for Proposal Notice

II. Background and General Information

III. Scope of Service

IV. Proposal Evaluation Criteria

V. Conditions and Stipulations

VI. Organizational Questionnaire

REQUEST FOR PROPOSAL NOTICE

Notice is hereby given that the Nebraska State College System (NSCS) will accept Proposals for an Employee Assistance Program until April 4, 2011.

All Proposals shall be clearly identified as EAP Proposal for the Nebraska State College System. Six (6) copies of your Proposal (one must be marked as Original) should be forwarded to the NSCS.

Mailing Address

Nebraska State College System

Attn: Carolyn Murphy

PO Box 94605

Lincoln, NE 68509-4605

FedEx/UPS Address

Nebraska State College System

Attn: Carolyn Murphy

1115 K Street, Suite 102

Lincoln, NE 68508

Inquiries, clarification, or requests for Proposal forms and questionnaires by electronic mail should be directed to Carolyn Murphy, Vice Chancellor for Finance and Administration.

Phone: E-mail:

BACKGROUND AND GENERAL INFORMATION

The Nebraska State College System (NSCS) is seeking proposals for an Employee Assistance Program (EAP). The purpose of this Request for Proposals is to gather information from your organization relative to the NSCS required scope of service and key selection criteria.

The EAP would be offered to all NSCS employees and their eligible dependents. The total number of employees eligible to participate in the EAP is 817.

Location of benefit eligible employees

Chadron, Nebraska: 274 employees

Peru, Nebraska: 168 employees

Wayne, Nebraska: 367 employees

Lincoln, Nebraska: 8 employees

SCOPE OF SERVICE

The organization selected will provide the following services:

1. Vendor will consult with the NSCS to publicize the EAP to employees and eligible dependents.

2. Vendor will provide specific assistance to employees and eligible dependents who request EAP services.

3. Vendor will counsel and encourage employees to proceed with a course of assistance and refer to clinical or support organizations when needed.

4. Vendor will remain cognizant of NSCS insurance benefits and related reimbursement issues.

5. Vendor will provide follow-up procedures and progress reports as appropriate while respecting confidentiality.

6. Vendor will periodically prepare caseload activity reports.

7. Vendor will supply brochures and literature regarding the EAP program at no additional cost.

8. The EAP program shall include the following services:

a) Diagnostic, evaluation and referral services with up to five counseling sessions per year and 24-hour crisis coverage.

b) Unlimited telephonic counseling and unlimited access to web and online services.

c) Training sessions or customized workshops as needed.

d) State-wide network of professional EAP counselors.

e) Mediation services between employees or between employees and supervisors.

f) Job coaching services to assist employees with professional development.

g) Organizational development assessment and planning.

h) Monthly articles for NSCS publications.

i) Annual meeting with NSCS staff to discuss and evaluate the program.

j) Direct link from NSCS and college intranet sites to vendor website.

k) Quarterly utilization reports and annual employee surveys.

l) Quarterly employee communications.

m) On-site assistance in the event of a catastrophic event or employee or student death.

PROPOSAL EVALUATION CRITERIA

The NSCS will evaluate proposals based on the needs of the NSCS and its employees. The NSCS is not obligated to award the contract based on cost alone.

1. Compliance with specifications.

2. Comprehensive set of core services and benefits.

3. Competitive fees.

4. Access to qualified professional counselors/mediators/trainers/job coaches.

5. Online access to information.

6. Compliance with applicable laws and regulations.

7. HIPAA Administrative Simplification Standards compliance.

8. Financial position of Vendor.

9. Stability of rates and fees over time.

10. Ability to provide requested reports.

11. Ability to refer employees and family members to additional qualified resources/services.

12. Ability to customize an employee assistance program.

CONDITIONS AND STIPULATIONS

Unless otherwise noted, the Proposal is assumed to conform to the NSCS specifications. Questions must be submitted in writing by March 9, 2011.

Any proprietary information must be clearly marked “Proprietary.”

Counselors should have at least a master’s degree in psychology, clinical experience, and Nebraska licensure.

The Vendor awarded the business shall submit properly executed contracts no later than June 15, 2011.

VENDOR ORGANIZATION QUESTIONNAIRE

Please complete all questions below. Use additional space as needed.

Deviations

1. Does your Proposal contain any deviations from the benefits, general conditions, stipulations or other provisions of the Specifications?

Fees

1. Are the fees quoted in this Proposal firm and guaranteed for the term of the contract?

2. Provide the per-employee cost to administer services described within the proposal.

3. Are additional services available beyond what is described within this RFP and/or your proposal?

4. Is this Proposal tied to any other benefit offer?

Implementation / Eligibility

1. Is participation guaranteed for employees and their family members?

2. Are any employee orientation sessions included in the fees being proposed?

3. Will any information be sent to employees' homes to help promote the EAP?

4. How much notice must NSCS provide to terminate or not renew the contract?

Administration and Member Services

1. Describe the range of both administrative and member services provided by your organization.

2. Complete the provider exhibit below.

Chadron Peru Wayne Lincoln
Number of providers in each community
Number of providers within 25 miles
Number of providers within 50 miles
Number of providers within 100 miles

3. Describe the training and employee communication strategy that would be used to educate NSCS employees about the services available.

4. Who will be responsible for assisting with rollout and marketing to employees and family members?

5. Who will assist with ongoing administration (account management)?

6. Who will assist the State Colleges with ongoing questions or issues?

7. Describe how you will handle employee inquiries, toll free access, 24-hour counselor access, office locations, and in-person services.

8. Are the individuals staffing the phones at least master level counselors with a Nebraska license?

9. Are background checks conducted on all counselors?

10. Are counselors trained on any legal issues associated with employment?

11. Does the plan comply with all State and Federal mandates, including COBRA and HIPAA?

12. Do you agree to use a federal immigration verification system for new employees?

13. Does your organization outsource administration for any of the services you provide?

14. Do you provide additional reports upon request and is there a charge?

15. Are there any reports you will not provide to the NSCS?

16. What education services will you provide and at what charge?

Company Overview

1. What experience has your company had with public sector entities?

2. How long has your company been doing business in Nebraska?

3. Briefly indicate the main attributes that differentiate your company from your competitors.

4. Is your company a subsidiary or affiliate of another company?

5. Describe any pending arrangements to merge or sell your company.

6. Provide five client references in Nebraska and include participant numbers for each group.

Signature (Provider Representative)

Title

Company

Date

Telephone Number

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What the HR and Benefits Employee Assistance Program Services RFP Is

The HR and Benefits Employee Assistance Program Services RFP is a formal procurement document used by employers, HR teams, or benefits administrators to solicit proposals from vendors that provide employee assistance program (EAP) services. It defines scope of services, required competencies, performance metrics, pricing structure, data protection expectations, and evaluation criteria so decision-makers can compare vendors consistently and document procurement decisions for audit and compliance purposes.

Why a Structured RFP Matters for EAP Procurement

A clear, professionally prepared RFP ensures fair competition, accurate vendor comparisons, and documented compliance with procurement rules and recordkeeping obligations. It reduces ambiguity for bidders and protects the issuing organization during vendor selection and contract negotiation.

Why a Structured RFP Matters for EAP Procurement

Typical Users and Contributors for an EAP Services RFP

Multiple stakeholders collaborate on an EAP RFP to define requirements, evaluate proposals, and authorize awards.

  • HR directors and benefits managers who set program goals and budget constraints for employee support services.
  • Procurement and legal teams who verify compliance, contract terms, and vendor qualifications.
  • Finance and total rewards specialists who review pricing, billing models, and cost-effectiveness.

Coordinate these roles early to reduce rework and ensure technical, legal, and budgetary requirements are aligned.

Who Signs or Authorizes This RFP

HR Director

As the primary owner, the HR Director typically approves scope, performance KPIs, and budgetary constraints and signs off on the final RFP issuance and vendor selection authorization.

Procurement Officer

Procurement or purchasing authorities validate procurement rules, manage the solicitation process, and execute contractual awards within delegated signature authority and organizational policies.

Core Sections to Include in the EAP Services RFP

A complete RFP covers technical scope, service levels, security and privacy requirements, pricing and billing, vendor qualifications, and evaluation methodology to enable objective scoring.

Scope of Services

Describe program components (telephonic counseling, in-person sessions, crisis support, management consultation, training) and expected annual utilization volumes.

Performance Metrics

Specify service-level objectives (call answer time, session wait time, utilization targets, satisfaction metrics) and remedies for missed SLAs.

Security & Privacy

Require HIPAA compliance where PHI is involved, data encryption, breach notification procedures, and Business Associate Agreement (BAA) terms as applicable.

Pricing & Billing

Outline pricing model options (per-employee-per-month, per-utilization, tiered volumes), invoicing cadence, and allowed fee adjustments.

Vendor Qualifications

Request provider credentials, staffing ratios, clinical oversight, accreditation, background checks, and references from similar clients.

Evaluation Criteria

Provide weighted scoring for technical approach, cost, security, outcomes measurement, implementation timeline, and references.

Security and Compliance Items to Specify

Encryption: TLS 1.2/1.3; AES-256 at rest
Audit Trail: Detailed logs and timestamps
BAA Availability: Business Associate Agreement required
Access Controls: Role-based access controls
Authentication: Multi-factor authentication supported
Certifications: SOC 2 Type II, ISO 27001

Step-by-Step: Preparing and Issuing the EAP RFP

Follow a standard sequence to draft, review, publish, receive proposals, evaluate, and award the contract.

  • 01
    Define Requirements: Gather stakeholders and finalize scope.
  • 02
    Draft RFP: Include evaluation and contract terms.
  • 03
    Publish RFP: Announce on procurement portals and to shortlisted vendors.
  • 04
    Evaluate Proposals: Score against written criteria and document results.

Configuring an Online RFP Workflow

Designing digital workflow fields reduces manual handling and preserves an audit trail for procurement compliance.

Field Configuration
Authentication Email + optional SMS code for vendor access
Template Fields Use required/optional and conditional fields for attachments
Routing Order Set review and approval sequence for internal sign-offs
Notifications Automate deadlines and submission confirmations

Typical Digital Submission and Review Flow

An electronic RFP workflow moves documents from issuance through secure vendor submission to recorded evaluation and award.

  • Issue RFP: Publish document and deadline publicly.
  • Vendor Questions: Collect Q&A and publish answers.
  • Submit Proposal: Vendors upload responses and signature.
  • Evaluation: Scoring and selection recorded.

Technical Requirements for eSubmission and Review

Specify platform capabilities required for secure submission, auditing, and integrations before issuing the RFP.

  • File Formats: Accept PDF and DOCX
  • Integrations: Support for SSO and document storage systems
  • Audit Logs: Record IP, timestamp, and actions

Requiring these capabilities up front reduces vendor noncompliance and preserves evidence for procurement audits and internal records.

How an RFP Differs from Related Procurement Documents

Understanding distinctions helps you choose the right solicitation type and set appropriate evaluation expectations.

Document Type Primary Use Typical Outcome
RFP complex services award contract
RFQ price quotations purchase order
RFI information gathering shortlist vendors
Contract binding agreement govern performance

eSignature Vendor Pricing Comparison for RFP Workflows

Pricing and feature differences affect procurement workflows, volume licensing, and compliance choices; signNow is listed first for comparison purposes.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Key Penalties and Contract Risks to Call Out

Late Submission: Disqualification risk
Incomplete Bid: Rejected for noncompliance
Missing Signatures: Proposal may be invalidated
HIPAA Breach: Regulatory fines and liabilities
Tax Penalties: IRC §6721 penalties apply
Contract Dispute: Damages and procurement protest

Common Mistakes When Preparing an EAP Services RFP

  • Vague scope statements that allow bidders to interpret services inconsistently and undermine apples-to-apples comparison.
  • Failing to require a BAA or specifying insufficient privacy controls when vendor interactions may involve protected health information.
  • Using incomplete evaluation criteria without weights, leading to subjective or nondefensible award decisions.
  • Neglecting to standardize submission formats, which increases administrative effort and introduces evaluation errors.

Typical Dates and Deadlines to Include in the RFP

Clear, enforceable deadlines reduce disputes and ensure a timely procurement lifecycle.

Issue Date:

Date the RFP is published for vendors.

Question Deadline:

Final date to submit vendor questions.

Proposal Due Date:

Final submission deadline and time zone.

Evaluation Period:

Window for scoring and reference checks.

Anticipated Award Date:

Estimated date for contract award notification.

Practical Examples of EAP Procurement Outcomes

These anonymized examples illustrate how structured RFPs produced clear vendor selection and operational improvements.

Optica Ventures LLC

Optica standardized its RFP to define telehealth and in-person counseling volumes for a 3,000-employee client

  • The RFP required detailed SLAs and a BAA
  • The result was a single vendor award with measurable reductions in referral time and clearer invoicing terms.

Xerox

Xerox used a template RFP to evaluate integration with HRIS and NetSuite for benefits invoicing

  • Integration capability was a decisive factor
  • The selected provider met integration requirements and reduced manual reconciliation, improving month-end reporting accuracy.

Practical Tips for Accurate and Efficient RFP Completion

Adopt consistent templates and internal review checkpoints to improve clarity and defensibility of procurement outcomes.

Define measurable criteria
Use numeric weights for evaluation categories and document scoring rules so reviewers apply consistent, auditable judgment during proposal scoring.
Require explicit privacy terms
If PHI may be processed, mandate a signed BAA and specify encryption, access controls, and breach notification timelines in the RFP.
Standardize submission format
Require a single PDF or zipped package with a checklist to reduce administrative errors and speed evaluation.
Set firm timelines
Provide realistic question windows, reading periods, and evaluation timeframes to allow vendor responses and internal review without rushed decisions.

Frequently Asked Questions About the EAP Services RFP

Answers to frequent operational, legal, and technical questions help reduce bidder confusion and administrative rework during solicitation.


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