Employee Assistance Program Services

The vendor is required to provide employee assistance program (EAP) services at no cost to all employees, their spouse and partner, dependents, anyone within the employee's household, and any children up to their 27th birthday, through a designated third-party vendor.
- Provide a best value solution for EAP services
- Ensure that EAP services are fully operational statewide by the current contract expiration date of June 30, 2025, as mutually agreed upon with all parties.
- The campaign should educate employees about the EAP services available and how to access them.
- Materials may include, but are not limited to, flyers, wallet cards, brochures, posters, announcement letters, PowerPoint slide decks, videos, and any other items requested by department or provided by the vendor.
- Meet with department within 30 calendar days to develop a mutually agreeable implementation plan after the post-award meeting.
- Provide access to EAP services via vendor’s website.
- Provide access to EAP services via vendor’s proprietary mobile app.
- Attend wellness and/or benefit fairs as requested to promote EAP services at up to 25 department district offices across state and at one department headquarters in state per year.
- Provide an account manager as department primary point of contact that is available from 8:00 a.m. To 6:00 p.m. CST, Monday through Friday.
- Vendor shall provide a support person or team, knowledgeable of department service requirements when the account manager is not available.
- The account manager and support person or team shall be permanent staff employees of the proposing company.
- account manager shall respond within 24 hours of being contacted by department.
- Meet with department as needed to facilitate the implementation and administration of the EAP services purchase order.
- Have a 24-hour, seven days a week, toll-free helpline staffed with qualified in-take employees; No answering services shall be used.
- The helpline shall provide the ability to always have at minimum bilingual (english and Spanish) staff member and shall provide a telephone line for the hearing impaired.
- Maintain a specialized support team available to department managers and HR team members from 8:00 a.m. And 6:00 p.m. CST, Monday through Friday, to advise on and address issues related to individual employee performance or behavioral problems throughout the term of the purchase order.
- Provide two lists of proposed affiliated offices for services throughout the state of state.
- One list indicating offices at the required sites and one list indicating additional affiliated offices at sites that are not required.
- Provide a list of national network companies offering virtual counseling services that the vendor partners with (if applicable).
- Ensure services are available to all participants statewide at locations that are convenient and easily accessible.
-  Participants should not have to travel more than 60 miles from the nearest department work location to reach EAP services.
- Department reserves the right to grant exceptions to the 60-mile radius upon the vendor's verbal request on a case-by-case basis.
- Ensure all vendor employees and affiliates are knowledgeable of the following:
• Department health insurance plans
• Department substance abuse program policies and procedures
• Department violence prevention program policies and procedures
- Ensure that any affiliated contractors providing services under this purchase order meet the same requirements and deliver the same services as specified for the contracted vendor.
- The vendor remains fully responsible for fulfilling all obligations under this purchase order, regardless of any affiliate contracts.
- Counseling services
• Provide counseling services that offer various access options for adults, teens, and children; to include, but not limited to:
1. In-person counseling
2. Virtual counseling
• Provide a resolution-based model or a minimum of eight (8) face-to-face (in-person or virtual) counseling sessions at no cost to the participant per issue, per year.
• If additional services are required, the participant shall be referred to an outside referral source, preferably through the employee’s health insurance plan.
• The vendor will respond to participant requests for counseling services within 24 hours, and the counseling appointment must be confirmed within seven (7) days of the request unless employee is non-responsive.
• Counseling sessions shall be a minimum of 45 minutes in length, unless a shorter duration is requested by the participant.
• Provide accommodations for participants, including but not limited to disability accommodations and language translation services when requested.
• Provide counseling services to employees who leave the agency for any reason for up to six months from the date of the employee’s departure.
- critical incident stress debriefings (CISD)
• Provide critical incident stress debriefings (CISD) and other crisis response services, either in-person or virtually, as requested by department in the event of a workplace death, expected or unexpected employee death, traumatic incident at or near the workplace, natural disaster, or at department discretion
• CISD sessions shall last two-hours and include group and individual counseling.
• CISD sessions typically occur Monday – Friday. Hours vary and can occur during the hours of 7:00 a.m. – 6:00 p.m. CST.
• offer additional individual counseling beyond the standard two-hour CISD session if requested by department.
• Schedule CISD sessions within 24 hours of a request from the pa.
• Provide CISD services as early as 48 hours (2 business days) after scheduling, or later depending on request from the pa.
- crisis intervention
• Provide trained crisis intervention counselors available 24 hours a day, seven days a week, to assist participants with immediate crisis management issues and connect them to appropriate immediate care.
• Ensure that all crisis intervention counselors are properly trained in crisis management and intervention techniques.
• Provide follow-up services or referrals for continued support and care as needed after the initial crisis intervention, ensuring appropriate resources are available.
- Financial and legal services
• Provide basic financial services and resources, to include, but not limited to a minimum 30-minute consultation (per issue) with a credentialed professional in the field and online educational materials, financial resources, and associated self-directed tools
• Provide basic legal services and resources, to include, but not limited to a minimum 30- minute consultation (per issue) with a credentialed professional in the field and online educational materials, legal resources, and associated self-directed tools.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Response Conference: Date: March 18, 2025
- Questions/Inquires Deadline: March 21, 2025