26-001 - ADMINISTRATION OF EMPLOYEE ASSISTANCE PROGRAM

Bid Detail26-001 - ADMINISTRATION OF EMPLOYEE ASSISTANCE PROGRAM
End date: Wednesday August 6, 2025 at 2 p.m.

The City of Springfield, Massachusetts, Division of Human Resources (hereinafter referred to as “City”), acting through the Chief Procurement Officer of the City, issues this Request for Proposals (the “RFP”) to parties (“Proposer”) who have an interest in becoming the City’s firm specializing in comprehensive Employee Assistance Program (EAP) services as well as Substance Abuse Professional (SAP) services as outlined by the Department of Transportation (DOT), (hereinafter referred to as the “Services”). The City hereby requests competitive sealed proposals in accordance with Massachusetts General Laws Chapter 30B, for Employee Assistance Program and Substance Abuse Professional services for the period September 1, 2025 to August 31, 2026, with the option to renew for two (2) additional one (1) year period(s). The Proposer awarded the contract shall be referred to as the “Contractor”.

Minimum qualifications and restrictions must be satisfied:

1.        Document at least five (5) years of experience in administering municipal/corporate EAP services.
2.        Description of the service provider’s quarterly and annual information reporting system and samples of reports.
3.        Furnish names of appropriate contact persons, addresses, and phone numbers of all current client Massachusetts municipalities wherein EAP services are being provided.
4.        Include a provider listing as outlined above.
5.        The Proposer shall supply the information set forth in RFP, and shall meet all other requirements of this RFP and applicable statutory requirements.
SCOPE OF SERVICES

1.        Specific services shall include but not necessarily be limited to the following:


a.        Comply with all collective bargaining and Department of Transportation’s Drug Testing requirements relative to the Substance Abuse Professional (SAP)
b.        Attend Human Resource Department meetings as required to address the EAP needs of
c.        the City of Springfield
d.        Make recommendations concerning the various types of EAP alternatives available to
e.        the City of Springfield
f.        Provide a monthly and annual reporting mechanism to monitor usage, trends and patterns
g.        Provide periodic newsletters both on line and to the City for distribution, brochures and posters annually for employee distribution and awareness
h.        Provide 24-hour access to services and indicate the level .of personnel staffing for the 24-hour service
i.        Include references and a provider listing with appropriate licensure and certifications for all providers utilized to provide EAP and SAP services to the City
j.        As enumerated herein above, submit, in a separate envelope, marked “Price Proposal”, the price to be paid by the City to the service provider for the one (1) year contract with an option to renew for years two and three. A price proposal shall be submitted for each model of service and shall include a separate and inclusive amount for SAP services. SAP services are not required to be included in the EAP fee. You may provide one quote for both services and/or quotes for EAP and SAP separately.

Questions regarding the RFP should be in writing and delivered via email by close of business on July 29, 2025 to:

The Office of Procurement
Attn: Lauren Stabilo, Chief Procurement Officer
City Hall – Room 307
36 Court Street
Springfield, MA 01103
lstabilo@springfieldcityhall.com

PLEASE NOTE that all addenda must be acknowledged either in the RFP response (there is a space for that purpose on the RFP cover sheet) when submitted or by following the instructions on the addendum cover sheet. If using the latter means to acknowledge receipt, the Proposer must write the business name of the firm, sign the sheet and email to lstabilo@springfieldcityhall.com and/or include a copy of the sheet in the RFP response. Failure to acknowledge any addendum may be cause for rejection of a RFP. Response as required by Massachusetts General Laws Chapter 30B. Proposer(s) are advised to call the Office of Procurement (413-787-6284) before sending their RFP responses to confirm that all addenda are accounted for.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.