Employee Assistance Program (EAP) Services

Employee Assistance Program (EAP) Administration
RFP 2026-55
Procurement Schedule
Issue Date: April 7, 2026
Pre-Proposal Meeting: N/A
Deadline for Written Questions Submission: April 14, 2026 by 1:00 PM Eastern Time
Proposal Due: April 30, 2026 by 11:00 AM Eastern Time
Washington County Public Schools
Center for Education Services
10435 Downsville Pike
Hagerstown, Maryland 21740
Tentative Award Date: May 19, 2026
Dates and/or times are subject to change by the issuing of a written addendum.
WCPS Contract Managers
Procurement Officer Contract Administrator
Scott Bachtell Kathleen Boyer
Supervisor of Purchasing Coordinator of Human Resources: Employee Benefits
bachtSco@wcps.k12.md.us boyerkat@wcps.k12.md.us
This Bid/RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for any/all
addenda. Please register your company for notices about this Bid/RFP and similar projects on our website.
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TABLE OF CONTENTS
Sections Page
I. General Terms & Conditions 3
II. Specific Terms & Conditions 20
III. Purpose of RFP 23
IV. Background 24
V. Statement of Needs 27
VI. Specification Overview 29
VII. Specific Evaluation & Award Criteria 30
Required Attachments (available as separate documents on the WCPS Purchasing website)
A. Price Proposal
B. Questionnaire
C. Bid/Proposal Affidavit
D. Contract Affidavit
E. Specification, Price, and Addenda Signature Acknowledgment
*Appendix (provided as separate documents once 'Intent to bid' request is received)
A. Benefits (need email of intent to bid for release):
* WCPS EAP and Certificate of Coverage
*Exhibits (provided as separate documents once 'Intent to bid' request is received)
A. Utilization Data (need email of intent to bid to release)
B. Census (need email of intent to bid to release)
*Request for Intent to Bid:
Please confirm your intent to bid by notifying Christina Price (christina_price@ajg.com) and Scott Bachtell
(bachtsco@wcps.k12.md.us), providing intent to bid to request de-identified census. Ensure your email includes the
following details:
o Name of the carrier
o Lines of coverage to be quoted
o Primary contact information
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SECTION I - GENERAL TERMS AND CONDITIONS
1. Introduction
It is the intent of this RFP to solicit sealed proposals from qualified firms to establish a contract for providing
Employee Assistance Program (EAP) Administration to eligible employees and their dependents.
Washington County Public Schools (WCPS) has retained Gallagher Benefit Services, Inc to assist with this RFP.
2. Definitions
As contained herein, the terms "WCPS", WCBOE, "Schools" and/or "Owner" means Washington County Public
Schools/Washington County Board of Education/Board of Education of Washington County. The terms "bidder",
"offeror", "firm", "vendor", and "person" are synonymous, and mean an entity submitting a proposal in response to
this solicitation. Similarly, the terms "bid", "quote", and "proposal", mean the response submitted by an offeror.
The term "contractor" means an offeror awarded a contract as a result of this solicitation. The terms "General and
Special Provisions", "requirements", "scope", "specifications", and "criteria" mean the services, terms, and
conditions required by the Bid/RFP.
3. Document Organization
This Bid/RFP solicitation document is organized into sections and is required to be followed. If submissions are
outside this format, the bid may be disqualified.
I Executive Summary, Minimum Service Requirements, Summary of Deviations from the
specifications
II Description of Plan Designs Quoted: List all deviations from current and proposed plans.
Provide a list of limitations and exclusions
III Description of Proposed Price and Exhibits
IV Questionnaire Responses; Implementation Schedule
VII Sample management reports and documents
VIII Sample documents and communication materials
IX Sample contracts for proposed services
4. Bidder Registration
Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.
Contact the Purchasing Department, at 301-766-2840, or by email to: purchasing@wcps.k12.md.us if you have any
questions or to check the status of your registration. Once registered in the WCPS Vendor Database, you will be able
to view current solicitations and may automatically receive notification of certain bid solicitations. Washington
County Public Schools will not be held responsible for a company's failure to become and remain a registered
Vendor, to identify appropriate commodity/service categories, to keep the self-service vendor account up to date with
current contact information, and to accomplish these things in a timely manner. Bidders with a repeated history of
not bidding in a specific category may be removed from the Vendor Database for that category at the discretion of
the Purchasing Supervisor.
a. If your firm is already a WCPS registered vendor:
* You must confirm your account is current, and a W-9 must be on file.
5. eMaryland Marketplace Advantage (eMMA) Registration
All Washington County Public School (WCPS) suppliers and or contractors interested in bidding on WCPS projects
must register on eMaryland Marketplace Advantage (https://emma.maryland.gov/) prior to submitting a
proposal/bid.
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Contractors are required to register with eMaryland Marketplace Advantage (https://emma.maryland.gov/). Maryland
law requires local and state agencies to post solicitation and award notices on eMaryland Marketplace Advantage.
This cannot be done without the contractor's self-registration in the system. Registration is free. Failure to comply
with this requirement may be considered grounds for default. It is recommended that any interested bidder register
with eMaryland Marketplace Advantage, regardless of the award outcome for this procurement, as it is a valuable
resource for bid notification for municipalities throughout Maryland.
6. Receipt of Bids
a. Bids received prior to the time of opening will be time-stamped and securely kept unopened. No bid received
after the due date and time listed will be considered. WCPS will not be responsible for the premature opening of
bids received that are not properly addressed or identified. Any bid may be withdrawn before the scheduled time
for opening bids. A Bid sent via email will not be accepted.
b. All inner and outer envelopes and packaging, used by FedEx, UPS, etc., are to be labeled with the following:
* Bidder Name
* Bid Number and Name
* Due Date and Time
c. Bids received after the designated date and/or time will not be accepted, regardless of when they were mailed or
given to a delivery carrier.
d. Bids not received by the date, time, and location designated on the solicitation cover sheet, due to improper
labeling, may be considered non-responsive.
e. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS offices are
closed, or operating under a modified schedule, bids will be opened on the next business day at the same time as
previously scheduled. Bids will be accepted until the scheduled time of opening on the next business day.
Often, when schools are closed due to inclement weather, administrative offices remain open. When in doubt,
call the Purchasing Department (301-766-2840).
7. Addenda
a. All changes to the bid solicitation will be made through appropriate addenda issued from the Purchasing
Department.
b. Addenda will be available on the WCPS Purchasing Department webpage.
c. Addenda will be issued no later than four (4) days prior to the date for receipt of Bids, except an Addendum
withdrawing the request for Bids or one which includes postponement of the date for receipt of Bids.
d. Each bidder shall ascertain, prior to submitting a bid, that they have received all Addenda issued and the bidder
shall acknowledge receipt on the Signature Acknowledgement Form. Failure of any bidder to acknowledge the
receipt of addenda will not relieve that bidder from any obligations under this solicitation as amended by
addenda. All addenda so issued will become part of the award and contract documents.
8. Preparation of Bid
a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any discrepancy or
omission, they shall notify the Contract Managers listed on the solicitation cover sheet. No pleas of ignorance of
such conditions and requirements resulting from failure to make such investigations and examinations will
relieve the successful offeror from its obligations to comply in every detail with all the provisions and
requirements of the contract documents, or will be accepted as a basis for any claim whatsoever for any
monetary consideration on the part of the successful bidder. If required, bidders will be notified of clarifications
and/or additional information by means of addenda.
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b. Each bid will be sealed, show the full business address and contact information of the bidder, and be signed by
the person(s) legally authorized to sign contracts. All correspondence concerning the bid and contract, including
notice of award, copy of contract, and purchase order, will be emailed or mailed to the address shown on the bid
in the absence of written instructions from the bidder to the contrary.
c. Bidder shall submit one original proposal, with the requested documents signed. Bidders may not submit more
than one proposal. Bids must be prepared on the proposal form(s) provided. WCPS's Price Proposal and other
forms shall not be altered.
d. Compliance with Laws; The Contractor hereby represents and warrants that:
i. It is qualified to do business in the State of Maryland and that it will take such action as, from time-to-
time hereafter, may be necessary to remain so qualified;
ii. It is not in arrears with respect to the payment of any monies due and owing the State of Maryland, or
any department or unit thereof, including but not limited to the payment of taxes and employee benefits,
and that it shall not become so in arrears during the term of this Contract;
iii. It shall comply with all federal, State, and local laws, regulations, and ordinances applicable to its
activities and obligations under this Contract; and
iv. It shall obtain, at its expense, all licenses, permits, insurance, and governmental approvals, if any,
necessary to the performance of its obligations under this Contract
v. Bidder shall provide proof of compliance to WCPS upon request.
e. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of any
obligations due and owing the State of Maryland, including the payment of taxes and employee benefits, and that
it shall not become so in arrears during the term of the contract if selected for contract award.
f. Bids by partnerships must be signed with the partnership name, followed by the signature and designation of the
person having authority to sign. When requested, satisfactory evidence of authority of the person signing will be
furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their authority to do so, if
requested.
g. Bids by corporations must be signed with the name of the corporation, followed by the signature and designation
of the person having authority to sign. When requested, satisfactory evidence of authority of the person signing
will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their authority to do so, if
requested.
h. Failure to sign the bid document will result in rejection of the bid as non-responsive.
i. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in
response to this solicitation.
9. Bid Opening
a. Bids shall be opened in public at the time and place designated in the bid solicitation.
b. A complete evaluation of the proposals will not take place at the bid opening, and no indication of award will be
made. A final recommendation(s) shall be prepared for review and approval by the Board of Education of
Washington County. During the evaluation process, no information will be provided until the final
recommendation has been approved.
c. Final award recommendation and the bid tabulation will be posted on the WCPS webpage after the Board of
Education of Washington County's approval.
10. Award or Rejection of Bids
a. The basis of award shall be the lowest responsible bidder(s) submitting a responsive bid that conforms to the
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specifications established in the solicitation with consideration given to the quantities involved, time required for
delivery, purpose for which required, competency and responsibility of bidder, the ability of the bidder to
perform satisfactory service, and the plan for utilization of minority contractors, if applicable.
b. WCPS reserves the right to determine completeness and/or timeliness of bids, to reject any or all bids in whole or
in part, to make partial awards, award to one or multiple bidders, to waive any informality in any quotation, to
increase or decrease quantities if quantities are listed in the bid, to reject any bid that shows any omissions,
alterations of form, additions not called for, conditions, or alternate proposals. The Board of Education of
Washington County may make any such award as is deemed to be in the best interest of WCPS.
c. Bidders may be required, before the awarding of a contract, to show to the complete satisfaction of WCPS that
they have the necessary facilities, ability, and financial resources to execute the contract in a satisfactory manner,
and within the time specified. Bidders may be required to demonstrate they have the necessary experience,
history, and references to assure WCPS of their qualifications.
d. The Board of Education of Washington County reserves the right to award the bid within 90 days from
the date of the bid opening unless a different time period is stated in the bid document.
e. Unless stated otherwise in Section II, the contract may be awarded by line item, group, or in the aggregate,
whichever is in the best interest of WCPS.
f. In the event of a tie, where all other factors, such as past performance, are considered comparable, the award
shall be made to the Washington County-based bidder; the closest Maryland out-of-county-based bidder; and the
closest out-of-state-based bidder, in that order of preference.
g. WCPS does not have local, state, or federal preference requirements except when mandated by a targeted
funding source.
h. If, after competitive sealed bids have been opened, the Purchasing Manager determines that only one responsible
bidder has submitted a responsive bid, the procurement contract may be negotiated with that one bidder as sole
source procurement.
i. A recommendation for the award of a contract will be presented to the Board of Education of Washington
County for approval. Upon approval of the award of contract, the bidder(s) shall be notified of their award(s). If
applicable, a WCPS contract document shall also be issued.
j. The Board of Education of Washington County reserves the right to reject the bid of a bidder who has, in the
opinion of WCPS, failed to properly perform under previous contracts, or, who investigation shows, is not in a
position to perform the contract.
k. The Board of Education of Washington County retains the right to:
i. Reject any and all bids, if it is deemed in the best interest of WCPS to do so.
ii. Request revised or best and final pricing from all responsive bidders or the shortlisted finalist(s).
iii. Reject bids for one or more of the following reasons:
1. Failure of the bidder(s) to provide the requested information.
2. Failure of the bidder(s) to respond to any question, request for information, clarification,
presentation, or interview.
3. Failure of the bidder(s) to follow the prescribed instructions for proposal preparation, submission,
and response format.
4. Collusion or the appearance of collusion, among or between firms.
5. Lack of responsibility on the part of the bidder, as determined by the Contract Manager.
6. Submission of a proposal, in whole or in part, does not meet bid specifications as outlined herein.
7. Evidence submitted by, or investigation of, the bidder fails to satisfy WCPS that the bidder is
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sufficiently experienced and qualified to carry out the obligations of the contract contemplated
herein.
8. Other irregularities or inconsistencies within a proposal are deemed significant deviations or
issues by the Contract Manager.
l. If, during the life of the contract, a product or service does not meet the solicitation terms and conditions, WCPS
retains the right to cancel the awarded item(s) and award to a new bidder, as long as that bidder mutually agrees
to the award.
11. Contract Formation
a. Notification of the contract award will be made by letter after approval by the Board of Education of Washington
County.
b. The primary form of contract may be this Bid/RFP including addenda, award letter, and the awarded vendor(s)
submission; a Service Agreement; and/or the purchase order(s), and any agreed-upon schedules, addenda, shop
drawings, and documents associated with the bid solicitation/submission/award. Please refer to Section II,
Specific Terms and Conditions, for additional required criteria.
c. A secondary form of contract, if required, may be noted in this bid solicitation.
d. No amendment, modification, or change to the contract shall be effective unless such change is in writing and
mutually agreed upon by authorized representatives of WCPS and the awarded vendor(s). Changes may not
significantly alter the original scope of the agreement.
12. Objection to Award
Any company objecting to the bid procedure or the recommendation for award has five (5) business days following
the date of award by the Board of Education to file a written protest with the Superintendent of Schools. It is the
company's responsibility to ascertain and confirm the date/time of the pertinent Board of Education meeting. The
written appeal must be submitted on company letterhead, dated and signed by the senior officer in the company. The
protest letter must include a request for review and ruling by WCPS, a detailed statement of the legal and factual
grounds for the protest, including the resulting prejudice to the company, copies of relevant documents, and a
statement of the form of relief being requested. Failure to comply with these instructions may result in the protest
being deemed "not filed." Bid protests received later than five (5) days after the Board Meeting will result in the
protest being deemed "not timely." The WCPS will not respond or address bid protests that do not conform to these
instructions.
13. Insurance
A. General Insurance Requirements
a. The Service Provider shall not commence services until the Service Provider has obtained at the Service
Provider's own expense all of the insurance as required hereunder, and such insurance has been approved by
the Board of Education of Washington County (the Board). Approval of the insurance required of the
Service Provider will be granted only after submission to the Board of Certificate(s) of Insurance signed by
authorized representatives of the insurers or, at the Board's request, certified copies of the required insurance
policies.
b. Insurance as required hereunder shall be in force throughout the term of the Contract and for two years after
final payment by the Board for services rendered under this Contract in accordance with the insurance
requirements below. Certificates of insurance signed by authorized representatives of the insurers or, at the
Board's request, certified copies of insurance policies, evidencing that the required insurance is in effect,
shall be maintained with the Board throughout the term of the Contract and for two years after final payment
by Board for services rendered under this Contract.
c. The Service Provider shall require all Subcontractors to maintain during the term of the Contract all
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insurance or its equivalent to the same extent required of the Service Provider herein unless any such
requirement is expressly waived or amended by the Board in writing. The Service Provider shall not allow
any Subcontractor to commence services on any subcontract until all insurance required of the Subcontractor
has been so obtained and approved by the Service Provider. The Service Provider shall furnish the
Subcontractors' certificates of insurance to the Board immediately upon request.
d. All insurance policies required hereunder shall be endorsed to provide that the policy is not subject to
cancellation or non-renewal in coverage until thirty (30) days prior written notice has been given to the
Board.
e. No acceptance and/or approval of any insurance by the Board shall be construed as relieving or excusing the
Service Provider from any liability or obligation imposed upon the Service Provider by the provisions of this
Contract.
f. If the Service Provider does not meet the insurance requirements of this Contract, the Service Provider shall
forward a written request to the Board for a waiver in writing of the insurance requirement(s) not met or
approval in writing of alternate insurance coverage, self-insurance, or group self-insurance arrangements. If
the Board denies the request, the Service Provider must comply with the insurance requirements as specified
in this Contract.
g. All required insurance coverages must be underwritten by insurers allowed to do business in the State of
Maryland and acceptable to the Board.
h. Any deductibles or retentions in excess of $10,000 shall be disclosed by the Service Provider and are subject
to the Board's written approval. Any deductible or retention amounts elected by the Service Provider or
imposed by the Service Provider's insurer(s) shall be the sole responsibility of the Service Provider.
i. Any and all return premiums and/or dividends for insurance or coverage directly charged to the Board by the
Service Provider in connection with this Contract shall belong to and be payable to the Board.
j. If the Board is damaged by the failure or neglect of the Service Provider to purchase and maintain insurance
as described and required herein, without so notifying the Board, then the Service Provider shall bear all
reasonable costs properly attributable thereto.
B. Service Provider's Liability Insurance
a. The Service Provider shall purchase and maintain the following insurance coverages, which shall be written
for not less than the limits specified below or required by law, whichever is greater.
b. Commercial general liability insurance or its equivalent for bodily injury, personal injury and property
damage including loss of use, with minimum limits of:
$ 1,000,000 each occurrence;
$ 1,000,000 personal and advertising injury;
$ 2,000,000 general aggregate; and
$ 1,000,000 products/completed operations aggregate.
This insurance shall include coverage for all of the following:
i. Liability arising from premises and operations;
ii. Liability arising from the actions of independent contractors;
iii. Liability arising from products and completed operations; and
iv. Contractual liability including protection for the Service Provider from bodily injury and property
damage claims arising out of liability assumed under this Contract.
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c. Business auto liability insurance or its equivalent with a minimum limit of $1,000,000 per accident and
including coverage for all of the following:
i. Liability arising out of the ownership, maintenance or use of any auto (if no owned autos, hired
and non-owned autos only); and
ii. Automobile contractual liability.
d. Workers compensation insurance or its equivalent with statutory benefits as required by any state or Federal
law, including standard "other states" coverage; employers liability insurance or its equivalent with
minimum limits of:
$ 100,000 each accident for bodily injury by accident;
$ 100,000 each employee for bodily injury by disease; and
$ 500,000 policy limit for bodily injury by disease.
e. Umbrella excess liability or excess liability insurance or its equivalent with minimum limits of:
$ 2,000,000 per occurrence;
$ 2,000,000 aggregate for other than products/completed operations and auto liability;
and
$ 2,000,000 products/completed operations aggregate
and including all of the following coverages on the applicable schedule of underlying
insurance:
i. Commercial general liability;
ii. Business auto liability; and
iii. Employers liability.
C. Additional Insurance Requirements
a. The vendor must provide the owner with a certificate of insurance and said certificate of insurance must list
the BOARD OF EDUCATION OF WASHINGTON COUNTY as an additional insured party for
general liability and umbrella excess liability.
b. In addition, the following must be in the Additional Remarks of the certificate of insurance: "The Board of
Education of Washington County and its elected and appointed officials, agents, employees, and
authorized volunteers shall be named as additional insureds on the Service Provider's commercial
general liability, and the umbrella excess liability or excess liability policies, if required herein, with
respect to liability arising out of the services provided under this Contract by Service Provider."
Special Note: ISO forms CG 2009 and CG 2010 entitled "Additional Insured - Owners, Lessees or
Contractors - Scheduled Person or Organization" (previously Forms A and B respectively) are NOT
ACCEPTABLE. ISO form CG 2026 entitled "Additional Insured - Designated Person or
Organization" or a manuscript endorsement with the above wording is required.
c. The certificate will be submitted to the Purchasing Department (within ten (10) days of receiving an
Award Letter).
d. The CERTIFICATE HOLDER shall be listed as:
Board of Education of Washington County
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Employee Assistance Program (EAP) Administration
10435 Downsville Pike
Hagerstown, MD 21740
e. Insurance or self-insurance provided to the Board and its elected and appointed officials, agents, employees,
and authorized volunteers under any Service Provider's liability insurance or self-insurance required herein,
including, but not limited to, umbrella and excess liability or excess liability policies, shall apply separately
to each insured against whom claim is made or suit is brought, except with respect to the limits of insurance
or self-insurance. (Any cross-suits or cross-liability exclusion shall be deleted from Service Provider's
liability insurance policies required herein.)
f. Insurance or self-insurance provided to the Board and its elected and appointed officials, agents, employees,
and authorized volunteers as specified herein shall be primary, and any other insurance, self-insurance,
coverage or indemnity available to the Board and its elected and appointed officials, agents, employees, and
authorized volunteers shall be excess of and non-contributory with insurance or self-insurance provided to
the Board and its elected and appointed officials, agents, employees, and authorized volunteers as specified
herein.
g. If any liability insurance purchased by the Service Provider has been issued on a "claims made" basis, the
Service Provider must agree to comply with the following additional conditions:
h. The Service Provider shall maintain each such "claims made" coverage and shall provide certificate(s) of
insurance evidencing each such "claims made" coverage for a period of two years after final payment for
services rendered under the Contract. Such certificate(s) shall evidence a retroactive date no later than the
beginning of the services provided under this Contract; or
i. The Service Provider shall purchase an extended (minimum two years) reporting period endorsement for
each such "claims made" policy in force as of the date of final acceptance and evidence the purchase of this
extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement
itself. Such certificate or copy of the endorsement shall evidence a retroactive date no later than the
beginning of the services provided under this Contract.
14. Independent Contractor Status
The Vendor acknowledges its status as an independent contractor while performing services on behalf of WCPS and
the Washington County Board of Education and that the Board's workers compensation coverage or self-insurance is
not intended to and will not respond to cover any medical or indemnity loss arising out of injury to the Vendor or its
employees during the Vendor's performance of services for the Board.
15. Warranty
All Services will be performed (i) by qualified personnel in a professional manner consistent with industry standards,
and (ii) in accordance with and subject to the terms and conditions set forth in this Agreement. Issues brought forth
by the WCPS to the awarded vendor will be addressed as soon as possible, generally within 24 hours.
16. Taxes
No charge will be allowed for federal excise, state, and/or municipal sales and use taxes, from which the Board of
Education of Washington County is exempt. Pricing will be net and will not include the amount of any such tax.
Bidders will be required to pay the tax on all purchases and can recover it only as a part of their bid price.
Exemption certificates will be furnished upon request.
17. Errors in Bid Submissions
a. Bidders, or their authorized representatives, are expected to fully inform themselves as to the conditions and
requirements of the specifications before submitting bids. Failure to do so will be at the bidder's own risk. The
Bidder shall have no right to any damages, cost and/or any other remedy at law or equity against WCPS for any
miscalculation, misunderstanding, error (either omission or commission), mistake, misinterpretation, and/or the
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