Employee Assistance Program, RFQ 692010

Loudoun County, Virginia
REQUEST FOR PROPOSAL
EMPLOYEE ASSISTANCE PROGRAM
ACCEPTANCE DATE: Prior to 4:00 p.m., April 3, 2026, Local Time
RFP NUMBER: RFQ 692010
ACCEPTANCE PLACE: Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County's web site:
www.loudoun.gov/procurement.
B. Pre-proposal Conference: An optional Pre-Proposal Conference will be held virtually
using Microsoft Teams on Tuesday, March 17, 2026, at 12:00 p.m. Local Time. See
the Microsoft Teams log in information provided below. To participate in the audio portion
of this conference, please dial the number provided below and follow the prompts as
designated. To participate by computer, connect to the link provided and follow the
prompts as designated. The purpose of the pre-proposal conference is to provide
clarification of any questions on the scope of services and to provide a high-level
overview of the supplier registration process and online submission of proposals through
iSupplier.
Microsoft Teams Meeting
Join The Meeting Now
Meeting ID: 285 096 378 394 32
Passcode: cP2pz7Hm
Dial in by phone
+1 757-600-4923,,174727919# United States, Norfolk
Find a local number
Phone conference ID: 174 727 919#

Requests for information related to this Invitation should be directed to:
Heather DeHaven, NIGP-CPP, CPPB, VCO
Senior Contracting Officer
(571) 627-7430
(703) 771-5097 (Fax)
E-mail address: Heather.DeHaven@loudoun.gov
Issue Date: March 3, 2026
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF
DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE
CONTACT THIS DIVISION AS SOON AS POSSIBLE
EMPLOYEE ASSISTANCE PROGRAM
RFP #RFQ 692010
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REQUEST FOR PROPOSAL
EMPLOYEE ASSISTANCE PROGRAM
SECTION/TITLE PAGE
1.0 PURPOSE ............................................................................................................ 4
2.0 COMPETITION INTENDED ................................................................................. 4
3.0 BACKGROUND INFORMATION ......................................................................... 4
4.0 OFFEROR'S MINIMUM QUALIFICATIONS ........................................................ 5
5.0 SCOPE OF SERVICES ........................................................................................ 5
6.0 TERMS AND CONDITIONS ............................................................................... 10
7.0 EVALUATION OF PROPOSALS: SELECTION FACTORS ............................. 26
8.0 PROPOSAL SUBMISSION FORMAT ............................................................... 27
9.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ......................................... 30
10.0 PROPOSAL SUBMISSION FORM .................................................................... 39
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................... 41
ATTACHMENT A: REFERENCES ............................................................................... 43
ATTACHMENT B: PRICING SCHEDULE .................................................................... 45
HIPAA BUSINESS ASSOCIATE AGREEMENT ........................................................... 46
Prepared By: /s/Heather DeHaven, NIGP-CPP, CPPB, VCO Date: March 3, 2026
Senior Contracting Officer
EMPLOYEE ASSISTANCE PROGRAM
RFP #RFQ 692010
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EMPLOYEE ASSISTANCE PROGRAM
1.0 PURPOSE
The intent of this Request for Proposal (RFP) is to solicit qualified and interested
firms to submit proposals to establish a multiple term requirement contract through
competitive negotiations for an Employee Assistance Program (EAP) for the County
of Loudoun, Virginia (County) eligible employees and their family members who
reside in their household. The role of the EAP is to deliver a variety of health and
productivity services to improve organizational performance, as well as assist
individual employees and their dependents.
The County intends to award a single contract for the EAP, however, the right to
issue multiple awards is retained if, in the sole opinion of the County, multiple awards
are in the best interest of the County.
2.0 COMPETITION INTENDED
It is the County's intent that this RFP permits competition. It shall be the Offeror's
responsibility to advise the Purchasing Agent in writing if any language, requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this RFP to a single source. Such notification must be received
by the Purchasing Agent not later than fifteen (15) days prior to the acceptance date
for proposals.
3.0 BACKGROUND INFORMATION
Loudoun County, Virginia is a rapidly developing area located 25 miles west of
Washington, DC. As quickly as the Washington-metro area has become a bigger
employment center, Loudoun County has grown with an influx of new residents
and businesses. Loudoun County is one of the fastest growing counties in the
United States. The current population is approximately 455,193.
Loudoun County is governed by an elected nine (9) member Board of Supervisors
(Board) serving concurrent terms of four (4) years. The Board sets County policies,
adopts ordinances, appropriates funds, approves land re-zonings and special
exceptions to the zoning ordinance, and carries out other responsibilities set forth
by the Code of Virginia. The Board appoints a County Administrator who manages
County operations, and various Boards and Commissions. The County
Government consists of 30 Departments with multiple locations throughout the
County and a diverse workforce including Public Safety (Fire and Rescue and
Loudoun County Sheriff's Office).
The County's main offices are located throughout Leesburg, Virginia. There are
approximately 4,895 eligible active employees with an expected 20% annual
growth in employee population within the next five (5) years. Currently, the County
has over 1,000 Public Safety volunteers. Approximately 83% of eligible employees
are enrolled in the County-sponsored health plan through Cigna, which includes
behavioral health benefits. All regular full-time, part-time, and long-term full-time
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temporary employees are eligible to utilize EAP services. In 2009, the decision
was made to outsource EAP services. Utilization has remained fairly constant over
the last two (2) years; 13.4% in 2025, and 13.8% in 2024. The most utilized
reasons for assistance include mental health, legal, anxiety, and family. The EAP
is promoted through e-mails, newsletters, health fairs, the Department of Human
Resources / Benefits and Department leadership. Most promotional materials are
distributed electronically.
Demographics:
Average Employee Age is 44.96.
% Population: Male is 50.79%; Female is 49.21%.
4.0 OFFEROR'S MINIMUM QUALIFICATIONS
Offerors must demonstrate that they have the resources and capability to provide
the materials and services as described herein. All Offerors shall submit
documentation with their proposal indicating compliance with the minimum
qualifications. Failure to include any of the required documentation may be cause
for proposal to be deemed non-responsible and/or outright rejected.
The following criteria shall be met in order to be eligible for this Contract:
4.1 The Offeror must provide three (3) references for whom comparable and
similar services have been performed. References shall demonstrate that
the Offeror has regularly and continuously engaged in the business of
providing satisfactory EAP services, for accounts comparable and similar in
size and scope for this solicitation, for at least five (5) years. Local
government references are preferred. This list shall include company name,
person to contact, address, telephone number, fax number, e-mail address,
and the nature of the work performed. Offeror hereby releases listed
references from all claims and liability for damages that result from the
information provided by the reference.
4.2 The Offeror must be currently providing EAP services to at least three (3)
group plans (including at least one (1) in Northern Virginia) with a minimum
of 10,000 lives. The Offeror shall provide the name and locations of these
group plans.
4.3 The Offeror shall have at least one (1) office located in Northern Virginia
Area, from which in-person services could be safely deployed. The Offeror
shall provide a list of in-person services and include the physical addresses.
5.0 SCOPE OF SERVICES
All proposals must be made on the basis of, and either meet or exceed, the
requirements contained herein.
The services to be provided by the Contractor shall include, but not be limited to, the
requirements contained herein.
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5.1 Technical Requirements
The Contractor shall design and provide Employee Assistance Program
(EAP) services to eligible County employees, Public Safety (Fire and
Rescue and Loudoun County Sheriff's Office) volunteers, their spouses,
dependents, and those who live in their households. Such services shall
include, but may not be limited to the following areas of need: anxiety and/or
depression, mental health concerns, anger management, bereavement
and/or grief, neurodivergence support, chemical dependency (alcohol
and/or drug), wellness coaching, job related and/or career related stress,
relationship stress, situational stress, family relationship stress, mental
health awareness, work-life solutions, legal, financial, and other external
concerns which contribute to personal stressors that may affect job
performance. The EAP solution provided by the Contractor shall include,
but may not be limited to; the services detailed below:
A. The EAP shall be designed to serve two (2) categories of Participants
within the County:
1. County general workforce employees, their spouses,
dependents, and those who live in their household; and
2. County Public Safety volunteers, their spouses, their
dependents, and those who live in their household.
B. Provide specialized training sessions as required by the County on
topics related to the problem areas listed in the Scope of Work.
C. Provide an EAP that ensures confidentiality to the maximum extent
of the law allowing employee(s) and dependent(s) utilization without
supervisory referral.
D. Provide notification to the appropriate Public Safety Department in
the event that alcohol or drug abuse is determined in a Public Safety
employee.
E. Establish an appointment for the assessment of the Participant's
needs, within two (2) business days of the initial referral. The initial
referral may be made by the Participant or by the employee's
supervisor.
F. Ensure that through appropriate interviews, the Contractor
determines the nature of the problem, severity, and a mutually
agreed upon plan for resolution.
G. Provide referrals to resources for treatment of problems in
accordance with the plan for resolution in conjunction with County
health care plans, as appropriate.
H. Provide training for management, supervisory staff, and employees
to ensure awareness of the EAP and an understanding of the role of
the manager, supervisor, and employee within the program. Training
topics must include, but are not limited to, effective communication,
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managing conflict, and conflict resolution. Training materials shall be
provided. The Contractor shall provide informational and training
sessions and workshops for supervisors, administrators, and
leadership to include information about the rationale for and
utilization of the EAP and the referral process.
I. Provide unlimited management training and consultation regarding
employee assistance-related issues and specific employee
problems, which are affecting work performance and up to
twenty-four (24) hours of training, and orientations to further develop
supervisors, administrators, and leadership competencies in
managing workplace stress and improving work team performance
and customizing promotional materials.
J. Provide workplace organizational development services to include
teambuilding and conflict resolution.
K. Provide a comprehensive critical incident response plan that
includes on-site services to support staff upon request. Such
services must be available within twenty-four (24) hours after a
critical care incident and in addition, should support secondary
trauma.
L. Provide immediate risk assessment evaluation services for
employees who may be experiencing a mental health crisis.
M. Provide periodic (not less than quarterly) reports containing financial,
demographic and statistical information for County and Public Safety
with respect to utilization of the EAP. The Contractor shall ensure
confidentiality of Participants personal information by de-identifying
information sent in the reports.
N. Provide an account manager with accessibility to coordinate all
related services and issues. Account manager may be required to
come on-site quarterly, semi-annually, and as requested.
O. Provide Participants with telephonic or virtual health coaching
sessions to help them understand the impact of health risks on
overall well-being and personal health costs. Health coaches will
help Participants to take charge of their individual health and make
healthy lifestyle changes.
P. Provide information and management consultation to assist in an
appropriate resolution of a formal referral as appropriate. Assist with
policy development, and process and procedures, if needed.
Q. Provide multi-site employee informational sessions, as requested, to
describe the EAP and how to use the services provided. Promotional
materials to include generic "question and answer" brochures, wallet
cards, print or electronic flyers and/or posters to promote the EAP
will be included at no additional cost. Posters should be provided in
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sufficient numbers for the number of County locations and routinely
updated.
R. Provide toll-free, seven (7) days a week, twenty-four (24) hours a day
confidential telephone access and crisis intervention to
Masters-Level counselors for eligible employees and immediate
family members and to anyone who resides in the employee's
household. Immediate telephone consultation, same day
appointments if appropriate and referral for ongoing care required for
emergencies and crisis services.
S. Provide unlimited telephone assistance to promote early intervention
to avoid more serious problems, including twenty-four (24) hours of
access to multilingual counselors.
T. Provide up to six (6) short-term, confidential in-person, phone, or
video counseling sessions per issue per year for eligible employees,
immediate family members, and to anyone who resides in the
employee's household for assessment problem solving, and/or
referral during normal business hours or evenings, with emergencies
to be handled immediately.
U. Ability to enhance the number of in-person counseling sessions for
employees involved in critical incidents (i.e. Public Safety). Provide
pricing for an eight (8) session model for 824 career Fire and Rescue
employees, 1,069 Fire and Rescue volunteers and 847 Sheriff's
Office employees.
V. Provide experienced live responses by Masters-Level counselors
with an expertise in crisis management related to public safety
trauma. Additionally, counselors are trained to identify issues such
as chemical dependency, imminent harm to self and/or others,
depression, and emotional and/or behavioral disturbances for
immediate referral to professional agencies or practitioners, and
post-traumatic stress-related concerns specific to Public Safety
employees.
W. Provide fitness for duty assessments, including a designated
network of affiliates familiar with providing risk (threat) assessments
that may trigger duty to warn and duty to protect obligations.
X. Provide client follow-up and monitoring for a two (2) year period of
employees or family members referred to professional agencies or
practitioners.
Y. Provider networks sufficient to provide in-person access for
employees who live in Loudoun County, VA and in surrounding
states where employees reside (i.e., West Virginia, Washington,
District of Columbia (DC), Maryland, Virginia, and Pennsylvania).
Provide affiliate network credentials with a medical plan provider(s)
as well as specialized experience with public safety to include the
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number of providers - Licensed Clinical Social Worker (LCSW),
Licensed Professional Counselors (LPC), Psychologists,
Psychiatrists, and Family Therapists accepting new patients, by key
region, county, and state.
Z. Provide customizable quarterly reporting to include EAP utilization
and activities by subgroups and training, statistical trends, number of
EAP sessions utilized, reasons for assistance by category, referral
types, demographics, outcome assessment, customized for
occupation, problem areas, follow-up services provided and
recommendations for future training initiatives and outreach. Critical
incident debriefings and consultations with workgroups are not
requested in this RFP but should be included as an additional fee for
service in pricing if requested
AA. Provide up to twenty-four (24) hours per contract year of individual
or group sessions, seminars and/or workshops in person or virtual
for employees on life management issues to be provided on topics
of interest to administration, leadership, and employees at local sites
(e.g. workplace coaching and consultations, substance abuse
assessments, short term problem solving, eldercare, domestic
violence, litigation prevention, conflict management and intervention,
managing disagreement, financial, work and life balance). Ability to
purchase seminars in excess of the twenty-four (24) hours per
contract year. Include as an additional fee for service in pricing.
BB. Provide coordination of services with treatment providers,
community support services and resources, and in-network
behavioral health providers through County's sponsored health plan.
CC. Provide continuation of employee benefits for a period of ninety (90)
days after the employee's date of separation from employment.
DD. Provide monthly or quarterly newsletters for electronic distribution to
employees and provide user-friendly and robust online web portal
resources, digital content, and mobile applications seven (7) days a
week, twenty-four (24) hours a day to include work and life
resources, developmental training, and referral services. Technology
platforms should be the most up to date to optimize operational
efficiencies.
EE. Provide a local credentialed mental health counselor or group with
credentials as described in Section 5.1.V to support employees in
urgent, same day situations either in person or virtually as
appropriate.
FF. Provide at least three (3) providers in your referral network for further
vetting as requested by members.
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GG. Providers from the network that are delivering services should allow
for time to collaborate directly with internal Public Safety coordinators
(as approved by client) in addition to session time.
HH. Provide a description of additional optional or "add-on" services
including any recommendation for additional in-person counseling
sessions based on benchmarks, as needed.
II. Provide an account management team and identify the team
member roles. The account management team shall meet at a
minimum annually to provide a utilization review.
JJ. Sign and adhere to a Business Associate - Part 2 Qualified Service
Organization ("BA/QSO") Agreement with HR (Attachment C to this
RFP).
KK. Participate in transition-in and transition-out activities:
1. Transition-In: Upon the award of this contract, the Contractor
shall participate in a Kickoff Meeting hosted by the Contract
Administrator to discuss contract requirements and the
transition process.
2. Transition-Out: At the conclusion of this Contract, the
Contractor shall cooperate with any incoming vendor on a
transition plan to ensure an orderly changeover of
responsibilities, programs, and procedures.
In addition to the technical requirements above, the EAP must have policies
and procedures which define quality assurance activities, prohibition of dual
relationships, standards of practice; confidentiality (Health Insurance
Portability and Accountability Act (HIPAA) and 42 CFR); to name a few; and
produce the manual to the Department of Human Resources (HR) upon
request.
5.2 Confidential Handling of All Services is Mandatory
The Contractor shall help employees recognize problems, find appropriate
help to address problems, monitor services of referrals, and assist in
returning employees to the workplace. For those employees needing
assistance, the Contractor shall serve as the coordinator and
communication link among the County's management staff, Division
employees, and professional service providers. Employees or family
members may access these services directly or by referral from a Loudoun
County Department manager.
6.0 TERMS AND CONDITIONS
The Agreement for Service ("Contract" or "Agreement") with the successful Offeror
will contain the following Terms and Conditions. Offerors taking exception to these
terms and conditions or intending to propose additional or alternative language
must (a) identify with specificity the County Terms and Conditions to which they
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