Project Information

Bid Title

Employee Assistance Program (EAP)

Issuing Agency

James City County

Location

Virginia

Published Date

Dec 22, 2025

Closing Date

Feb 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

20260542

Original Source

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Bid Documents

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Project Description

Bid Number:	20260542
Bid Title:	Employee Assistance Program (EAP)
Category:	Request for Proposals
Status:	Open

Description: The intent and purpose of this Request for Proposal (RFP) is to solicit, through competitive negotiation, a qualified Vendor to provide an inclusive Employee Assistance Program service, offering a range of services to the staff of James City County, to include confidential support and resources pertaining work, financial, legal, mental health, crisis and personal challenges. Publication Date/Time: 12/22/2025 10:25 AM Closing Date/Time: 2/6/2026 2:00 PM Contact Person: Kendra Law Related Documents: Employee Assistance Program RFP # 20260542

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1

James City County

Request for Proposal

20260542

Employee Assistance Program (EAP)

December 2025

Employee Assistance Program (EAP)

RFP #20260542

December 2025

James City County

2

James City County

Request for Proposal

20260542

James City County Purchasing Office

101-F Mounts Bay Road, Suite 300

Williamsburg, VA, 23185

757-253-6862

Kendra.Law@jamescitycountyva.gov

Title:

Issue Date:

Inquiries:

Due Date:

Employee Assistance Program (EAP)

Monday, December 22, 2025

Questions pertaining to this project should be emailed to:

Kendra.Law@jamescitycountyva.gov no later than 2:00 PM EST, Friday, January 16, 2026.

2:00 PM EST, Friday, February 6, 2026.

JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR AWARDING OF

CONTRACTS ON THE BASIS OF RACE, RELIGION, FAITH-BASED ORGANIZATIONS, COLOR,

NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER BASIS PROHIBITED BY STATE OR FEDERAL

LAW.

In compliance with this Sealed Request for Proposal and subject to all the conditions thereof, the undersigned offers to

furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms, conditions and

requirements of this bid and is authorized to contract on behalf of the firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have inspected the job

site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect

the job site, will not be considered by the County. By my signature on this solicitation, I certify that this firm/individual is

properly licensed for providing the goods/services specified.

The Undersigned certifies that he (they) is the only person (persons) interested in said project and that it is made without

connection with other persons submitting a proposal on the same scope of services; that the proposal is made without

collusion, fraud, or reservation; that no official or employee of the Owner is directly or indirectly interested in said

proposal, or any portion thereof.

Employee Assistance Program (EAP)

RFP #20260542

December 2025

James City County

3

Cover Sheet

In compliance with this Sealed Request for Proposal and subject to all the conditions thereof, the undersigned offers to

furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms, conditions and

requirements of this bid and is authorized to contract on behalf of the firm named below.

My signature on this solicitation constitutes certification that I or my designated representative have inspected the job site

and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the

job site, will not be considered by the County. By my signature on this solicitation, I certify that this firm/individual is

properly licensed for providing the goods/services specified.

The Undersigned certifies that he (they) is the only person (persons) interested in said project and that it is made without

connection with other persons submitting a proposal on the same scope of services; that the proposal is made without

collusion, fraud, or reservation; that no official or employee of the Owner is directly or indirectly interested in said

proposal, or any portion thereof.

PROPRIETARY INFORMATION YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and exclusion from the

Virginia Freedom of Information Act (2.1-340 et seq.) are set forth below. Additional sheets may be added if necessary.

Vendors should indicate on the Cover Sheet the portions of their proposal that are proprietary. List the page numbers and

the reason(s). Do not mark the whole proposal proprietary. If Proprietary information is stated, Vendors shall

submit One (1) Original and One (1) Redacted copy, removing any proprietary data or material. Clearly identify on the

Cover Sheet the “Original” and “Redacted” copy, as “Redacted Copy of Original Proposal RFP# 20260492" and upload

the redacted copy in Open Bids Supplemental Documents. Any additional documents may also be uploaded in the

supplemental category per Open Bids instructions.

Name of Person(s) or Corporation: ________________________________________________________________

State Corporation Commission ID #: ______________________________________________________________

Company Name:______________________________________________________________________________

Address: ____________________________________________________________________________________

Telephone: _________________________________________ FAX: ___________________________________

Email Address: _______________________________________________________________________________

Federal Tax ID:_______________________________________________________________________________

Print Name:__________________________________ Title: ___________________________________________

Signature: ____________________________________ Date:__________________________________________

This form must be signed in ink. All signatures must be original.

ACKNOWLEDGE RECEIPT OF ADDENDUM: 1____ #2____ #3____ #4____ (Please Initial)

Employee Assistance Program (EAP)

RFP #20260542

December 2025

James City County

4

*SCC Requirement per the Virginia Public Procurement Act, VPPA:

§ 2.2-4311.2. Compliance with state law; foreign and domestic businesses

authorized to business in the Commonwealth.

A. All public bodies shall include in every written contract a provision that a vendor organized as a stock or

nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited

liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity

if so required by Title 13.1 or Title 50 or as otherwise required by law.

B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in the

solicitation a provision that requires a bidder or Offeror organized or authorized to transact business in the Commonwealth

pursuant to Title 13.1 or Title 50 to include in its bid or proposal the identification number issued to it by the State

Corporation Commission. Any bidder or Offeror that is not required to be authorized to transact business in the

Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its

bid or proposal a statement describing why the bidder or Offeror is not required to be so authorized.

C. Any bidder or Offeror described in subsection B that fails to provide the required information shall not

receive an award unless a waiver of this requirement and the administrative policies and procedures established to

implement this section is granted by the Director of the Department of General Services or his designee or by the chief

executive of a local governing body.

D. Any business entity described in subsection A that enters into a contract with a public body pursuant to this

chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the

Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the

contract.

E. A public body may void any contract with a business entity if the business entity fails to remain in

compliance with the provisions of this section.

*Virginia State Corporation Commission (“SCC”) registration information: The undersigned Offeror:

is a corporation or other business entity with the following SCC identification number: ___________ -OR-

is not a corporation, limited liability company, limited partnership, registered limited liability partnership,

or business trust -OR-

is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary

business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in

Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting

any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in

accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location)

-OR-

is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and

completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not

constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1

or 50 of the Code of Virginia -OR-

have not completed any of the foregoing options but currently have pending before the SCC an application for authority

to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow submitting the SCC

identification number after the due date for proposals. (The Commonwealth reserves the right to determine in its sole

discretion whether to allow such waiver):

Employee Assistance Program (EAP)

RFP #20260542

December 2025

James City County

5

CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS

Section 40.1-11.1 of the ____________________City/County Code requires that any person or entity doing business with

the City/County of _____________________, including its boards and commissions, shall include a sworn certification

by the Vendor of compliance with all federal immigration laws and regulations. These laws include the Federal

Immigration Reform and Control Act, which makes it unlawful for a person or other entity to hire, recruit or refer for a fee

for employment in the United States, an alien knowing the alien is unauthorized, and Section 40.1-11.1 of the Code of

Virginia, which makes it unlawful for any employer to knowingly employ an alien who cannot provide documents

indicating that he or she is legally eligible for employment in the United States. State law, in particular, places an

affirmative duty on employers to ensure that aliens have proof of eligibility for employment.

Accordingly, this certification shall be completed and attached to all contracts and agreements for goods and services

made by the City/County of __________________ or any of its boards and commissions. Failure to attach a completed

certification shall render the contract or agreement void.

Type or print legibly when completing this form.

Legal Name of Vendor:

(As reported to the IRS, matching your Social Security card or Federal ID Number.)

Type of Business Entity:

Sole proprietorship

Limited Liability Company

Limited Partnership

Corporation

General Partnership

Provide full name(s) and address(es) below of all owners, partners, officers and managing members.

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________________________________________

Doing Business As (DBA):

N/A:

_____________________________________________________________________________________________________

Physical Business Address:

_____________________________________________________________________________________________________

Primary Correspondence Address:

Same as above:

_____________________________________________________________________________________________________

Number of Employees: _________________________________________________________________________________

Name and Position of Person Completing this Certificate:

_____________________________________________________________________________________________________

Employee Assistance Program (EAP)

RFP #20260542

December 2025

James City County

Commodity Codes

• NAICS 541612Human Resources Consulting Services
• NAICS 624190Other Individual and Family Services

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