Project Information

Bid Title

Employee Assistance Program Professional Services Request for Proposals

Issuing Agency

City of St. Louis

Location

Missouri

Published Date

Jan 12, 2026

Closing Date

Feb 2, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Employee Assistance Program Professional Services Request for Proposals

Sponsor: Employee Benefits

Procurement Type: Request for Proposals  and or Qualifications

Starting Date: 01-12-2026

Closing Date: 02-02-2026

Closing Time: 05:00 PM

Summary

The City of St. Louis is seeking a firm to administer the Employee Assistance Program. The contract will be for three years subject to appropriation, with an option to renew for an additional two (2) years.

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The City of St. Louis, Missouri

Employee Assistance Program (EAP) Request for Proposals (RFP)

Introduction

The City of St. Louis (“City”) is seeking a firm to administer the Employee Assistance Program (EAP). The contract will be for three (3) years subject to appropriation, with an option

to renew for an additional two (2) years.

The City currently employs approximately 5,946 people. The EAP should be designed to serve employees and their family members. In-person services should be available during

business hours, evenings, and weekends with 24/7 phone service. The City's goal for an Employee Assistance Program is to enhance the health, safety, productivity, and morale of

its employees.

The following are MANDATORY services to be provided. Bids received that do not include all services listed below will not be considered.

1. Provide orientation, training, and services to eligible City employees as requested. This will include:

•Orientation on a bi-weekly schedule or on an ad hoc basis; in addition, resources to provide and distribute to employees.

•New Employee Orientation and Training

•Supervisor/Manager Training

•Trauma Services. This may include individual or group counseling services on-site or in-person at the firm's location.

•Post-Shooting Trauma Services. This includes providing psychological Fitness for Duty evaluations prior to employees' return to duty.

•Post-Shooting assessment and support

•Peer Assistance team selection and training

•Critical Incident/Line of Duty Death or Trauma (on-site support, family counseling and follow-up support). This includes providing psychological Fitness for Duty evaluations prior

to employees' return to duty. (A Critical Incident is defined as an incident in which an armed employee of the City of St. Louis discharges their weapon, and which may result in a

suspect or other individual being struck or, it may be an incident in which an employee is involved in an incident which results in the death of or serious physical harm to one or

more individuals. This may also include services to other employees affected by the event, such as a partner or colleague.)

•Crisis Intervention Counseling

2. Provide Substance Abuse Professional (SAP) Services for employees.

•When an employee is referred to the EAP through the City’s Alcohol and Drug Testing policy, the firm shall provide Substance Abuse Professional (SAP) services in

compliance with the Department of Transportation (DOT) regulations and criteria. The firm will provide documentation and testimony as required, including but not limited to,

evidence of non-compliance.

3. Provide pre-employment psychological testing for applicants for the position of Police Officer Trainee.

•Provide pre-employment psychological testing consistent with the guidelines provided in the Pre-employment Psychological Evaluation Guidelines of the IACP Police Psychological

Services Section and the ADA requirements and criteria. The psychological testing shall include, at a minimum, the following tests: MMPI-2-RF-EX Psychological Exam or current

version (Minnesota Multiphasic Personality Inventory-2-Restructured Form-Expanded), NEO-PI-3-Psychological Exam (NEO Personality Inventory-3), WRAT 5 Spelling and Reading

Exam (Spelling exam is conducted during psychological testing; the reading exam is conducted during the interview with the psychologist), interview and evaluation. Examinations

are required to determine that candidates for employment in specific positions within the Police Division are free from emotional and mental conditions that might adversely affect

the performance of safety-based duties and responsibilities, and be capable of withstanding the psychological demands inherent in the position. The pre-employment evaluations

shall be conducted only by a licensed, doctoral-level psychologist or psychiatrist.

4. Provide Counseling Services for employees and family members.

5. Provide Comprehensive Care Management Services.

6. Provide Management/Supervisory Training.

7. Maintain a network of Affiliate Providers and Virtual Care.

8. Program Promotion:

•Provide promotional resources in multimedia, including wallet cards, brochures, and posters

9. Program Evaluation:

Provide reports of program use, services rendered, issues addressed, and resolution of said issues on a quarterly and end-of-year basis, on self-referrals and supervisory referrals.

The format of report must be approved by the City. Reports will include total number of cases opened differentiated as follows:

•employee only

•family member

•employee and family member

•age range

•gender

•race/ethnicity

•work shift and full time/part time status

•length of City service (range)

•City department/division

•marital status

•referral source

•reason for referral

•Services provided including number of counseling sessions, if applicable, for each employee, household member, or both.

•Return-to-duty monthly progress reports on employees referred for mandatory evaluation, drug and alcohol evaluation, referral and treatment.

10. Provide Client Satisfaction Evaluations.

11. Provide Child/Eldercare Consultation and Care Management.

12. Provide Child Care Resource and Referral.

13. Provide Additional Training and Promotion Services including:

•On-site Health Fair Participation

•Personal and professional development seminars, organizational development training, work group assessment, and management coaching.

14. Additional services:

•Visits to City location upon request or via schedule

Bidder Requirement

Bidder Acknowledgement

A = agree D = agree with deviations N =

no

Besides capabilities, bidders for the City of St. Louis are evaluated based

on the following criteria:

• DBE participation;

•Ability of the firm to meet statutory or ordinance requirements;

•Compliance with executing contract/policy before the effective date of

coverage.

The City may want to execute an Administrative Services Agreement

(ASA). Please confirm your agreement to execute an ASA.

A list of all entities requesting a copy of this Request for Proposal shall be

maintained and all questions and responses to questions received timely

shall be made available to all bidders requesting a copy of the RFP.

Final contract must be executed no later than sixty (60) days prior to

effective date of coverage.

Upon notification of selection, selected bidder must provide the following

documentation:

- Pursuant to the provisions of Sections 285.525 through 285.555 of the

Revised Statutes of Missouri, as amended, by sworn affidavit and

provision of documentation, affirm its enrollment and participation in a

federal work authorization program with respect to the employees working

in connection with this contract.

- The selected bidder shall also complete and submit an Unauthorized

Alien Employees Affidavit affirming that it does not knowingly employ any

person who is an unauthorized alien in connection with the contract

pursuant to the above stated statutes.

- The selected bidder shall also complete and submit an Affidavit of

Compliance with Anti-Discrimination Against Israel Act pursuant to the

above stated statutes.

Upon notification of selection, selected bidder must provide the following

documentation: current Certificate of Liability showing the City of St. Louis

as the certificate holder.

The bidder must have the appropriate licensure or authority to do business

in the State of Missouri and the City of St. Louis. In order to conduct

business with the City of St. Louis, the selected bidder will be expected to

renew a business license each year and to pay City of St. Louis earnings

taxes.

The selected bidder must be current in all taxes and payments prior to

execution of an agreement. City license information can be found on the

City’s website at https://www.stlouis-

mo.gov/government/departments/license. City Earning Taxes, specifically,

link to City Collector of Revenue, https://www.stlouis-

mo.gov/government/departments/collector/index.cfm

Bidder understands and agrees that the City of St. Louis does not and will

not indemnify any bidder under any circumstances.City Business License

requirement, link to City License Collector, https://www.stlouis-

mo.gov/government/departments/license/

Explanation of Deviations

er to the following definitions when responding:

tomer Service Representative refers to a non-clinical employee who may resolve member inquires or be

point of contact for members calling the 24/7 phone line. Vendors may use different names for this role.

oint is that is a non-clinical person.

Network refers to the licensed, master's level or above mental health professionals who provide

rapy or medication management. Most provider networks are W9 contracted employees. However,

nizations may employ a portion of their provider network as W2 employees.

/Coaches refers to employees who provide non-clinical support, guidance, and encouragement to help

achieve goals to improve their mental health.

ers to employers who have contracted with you to provide EAP services to their employees and others

d by the client, e.g. household members, spouse/partner, child, etc.)

ncident is defined as an incident in which an armed employee of the City of St. Louis discharges his/her

nd which may result in a suspect or other individual being struck. Or, it may be an incident in which an

is involved in an incident/accident which results in the death of or serious physical harm to an

s). May also include services to other employees that were affected by the event, such as a partner or

)

s/Covered Lives refers to individuals covered by the EAP services.

Company Overview

Provide an overview of your organization, include key services, experience with other government

entities, the address of your organization's headquarters, the names and titles of the corporate officers

and other authorized representatives, their titles and a summary of their experience and qualifications.

Vendor selection if box is yellow. If box is

gray, enter response on column D.

Vendor response to open ended questions,

limit response to 2,000 characters. Do not

enter any characters in this column if column

C is yellow.

What year did your organization begin providing EAP services?

Provide a link to your Company Website along with demo credentials.

Provide your Company Mobile App along with demo credentials.

Provide the number of current employer clients as of the beginning of the most recent calendar year

that had your EAP solution in place.

Provide the number of government clients as of the beginning of the most recent calendar year that

had your EAP solution in place.

Provide the number of covered lives as of the beginning of the most recent calendar year.

Provide the number of covered lives as of the beginning of the most recent calendar year who are

employed by a government client.

What is the client retention rate for your EAP (in %)?

List any partner organizations involved in delivering the end user experience (directly or indirectly),

indicate how long they have been a partner and how they compliment your solution.

Is your organization currently engaged in any legal actions / lawsuits?

Choose Response

•If yes, please describe the nature of the legal action / lawsuit, the year the suit was filed and current

status.

Member Experience

Do you require an eligibility file?

Choose Response

Describe the member experience in your program when a member calls the 24/7 line , include all

aspects of initial and ongoing engagement, assessment questions, interactions with call center staff,

referrals, interactions with providers, follow-up and post-completion. Explain how this differs if the

member self-serves on-line rather than calling.

Describe the assessment, counseling, and monitoring methods employed for employees who are

referred on a mandatory basis because of inappropriate substance use or abuse. Include a detailed

description of the crisis intervention services available. Some of the referrals will involve CDL/DOT

guidelines.

What Behavioral Assessment Tools(s) do you use in the assessment during your intake process? Indicate

the cadence of these assessments (e.g. intake only, monthly, at termination, etc.)

Is the person answering the phone during the initial contact when a member calls a licensed, master's Choose Response

level mental health professional (meaning there is no phone tree, prompt or CSR first answer)?

Confirm that members will have access to an #800 available 24 hours per day, 7 days a week for

assessment and referral.

If a member calls the 800#, is there a phone tree?

•If yes, please list all prompts.

How do you support members in making an appointment, above and beyond the traditional model of

giving members a list of network providers?

Do you standardly verify the EAP providers' availability and network status with the behavioral health

carrier? If there are additional fees please include on the pricing tab.

Do you assist with scheduling appointments with EAP providers? If there are additional fees please

include on the pricing tab.

If your program includes Coaching, is the session total Counseling + Coaching or is the session total

shared between Counseling and Coaching? (Using a 6 session total as an example, select "Counseling +

Coaching" if members receive 6 sessions of Counseling + 6 session of Coaching for a total of 12 session.

Select "session model is shared" if they receive 6 sessions total and they can share the 6 sessions in any

combination of Counseling and Coaching. If you do not include Coaching, select "NA". If you select

"other", please elaborate in column D.)

Service Offerings

What differentiates this solution from competitors, including ways it is innovative?

Confirm that your organization provides coaching.

Explain the scope of your coaching, including the certifications and training of the coaching staff.

Select the modalities in which you offer counseling/therapy.

Select the modalities in which you offer coaching.

What % of your BOB sessions delivered in the last calendar year were for coaching?

What % of your BOB sessions delivered in last calendar year were for counseling?

Choose Response

Choose Response

Choose Response

Choose Response

Choose Response

Choose Response

Choose Response

Choose Response

Provide the BOB utilization of counseling for the previous two years using this formula: the number of

members in your BOB who had at least 1 appointment for psychotherapy with your provider network

divided by the number of all members in your BOB

Confirm that your organization provides financial consultation services.

Describe the financial consultations services programs and tools offered through your organization.

Choose Response

Confirm that you organization provides legal services.

Choose Response

Describe the legal services programs and tools offered through your organization.

Confirm that your organization provides work-life services, including dependent care referrals.

Choose Response

If applicable, describe the age threshold for your solution to be used. Describe how members are able to

engage with your solution by proxy (as needed) should your age range fall below 18 years of age.

Confirm that you provide SAP services in compliance with DOT regulations and criteria.

Confirm that you will provide post-shooting trauma services, including post-shooting assessment and

support, psychological fitness-for-duty evaluations prior to employees' return to duty.

Describe how the firm will provide post-shooting trauma services, including post-shooting assessment

and support, psychological fitness-for-duty evaluations prior to employees' return to duty.

Choose Response

Choose Response

Confirm that you will provide pre-employment psychological testing with a licensed psychologist for

applicants for the position of Police Officer Trainee. Written reports of findings and conclusions are

provided for each candidate.

Choose Response

Describe how the firm will provide pre-employment psychological testing with a licensed psychologist

for applicants for the position of Police Officer Trainee. The following tests are currently utilized in

connection with these evaluations: NEO Personality Inventory-Revised (NEO PI-R); Minnesota

Multiphasic Personality Inventory-2 Restructured Form (MMPI-2 RF) and Wide Range Achievement Test

3 (WRAT - 3).

Network and Access

How do you measure and track the capacity of your network providers?

Can members schedule counseling appointments with network providers (not intake appointments with Choose Response

your call center) from your EAP website and app?

•If yes, does this include in-person appointments?

Choose Response

•If yes, what % of your network has integrated calendars which allow for on-line scheduling?

What are you doing to incent providers to offer in-person sessions?

How do you plan to keep up with increasing demand for behavioral health services?

What is your standard wait time for a first available (not first preferred) routine appointment in days)?

What is your standard wait time for a first available (not first preferred) urgent appointment (in hours)?

How do you evaluate and monitor the quality and effectiveness of network providers? Include if you use

a validated, evidenced based tool like the GAD or PHQ and how often these are administered.

What was the % turnover in your EAP provider network in each of the last two years.

What % of your providers offer in-person sessions?

What % of the total sessions provided in the last calendar year were in-person?

What % of the total sessions provided in the last calendar year were virtual?

What % of your providers are qualified to treat children & adolescents?

Do you require contracted network providers to document in a shared electronic medical record?

Choose Response

Are you able to identify clinical specialties and demographics of your providers to help support a better Choose Response

patient-provider match?

•If yes, please list the clinical specialties and demographics that are available. (e.g. SAP provider, race,

ethnicity, age, LGBTQ+ competency, etc.)

Can members see provider clinical specialties and demographics of your providers when they self-service Choose Response

on line?

•If yes, please list the clinical specialties and demographics that members can see on-line when they

self-service. (e.g. SAP provider, race, ethnicity, age, LGBTQ+ competency, modality, location, etc.)

For your EAP counseling network, please provide the total number by provider type for each of the

following

•Number of total providers in your network

•Number of LMFT's

•Number of LCSW's

•Number of LPC's

•Number of SAP's

•Number of PhD's

•Number of PhD's who perform pre-employment evaluations

•Number of providers who conduct fitness-for-duty and return to work evaluations

Internal Processes and Quality

Describe the size, turnover rate, level of education and experience of the clinical staff who speak with

members on the 24/7 phone line.

How are emergencies and cases requiring crisis intervention (such as members expressing suicidal

ideation) handled?

Explain how you assess and triage substance use concerns, including the need for higher levels of care

such as Inpatient Detox.

Describe the inclusion and exclusion criteria for this solution (e.g., when would a member be directly

referred to the medical plan for BH services). Include what the member's experience is like if they are

determined to need services outside the scope of the EAP and need to connect with behavioral health

services through the medical plan.

How is a member connected to their behavioral health plan after their EAP sessions are exhausted?

Describe the member experience for transitioning. In addition, please indicate how and when cost

expectations are communicated to the member.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services
• NAICS 611430Professional and Management Development Training

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