Project Information

Bid Title

EMPOLYEE ASSISTANCE PROGRAM SERVICES

Issuing Agency

Erie County

Location

New York

Published Date

Apr 14, 2026

Closing Date

May 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
PERSONNEL	EMPOLYEE ASSISTANCE PROGRAM SERVICES	Friday, May 8, 2026

Attachment Preview

ERIE COUNTY

REQUEST FOR PROPOSAL

(RFP) TO PROVIDE:

Employee Assistance Program Services

RFP # 2026-033VF

APRIL 13, 2026

ERIE COUNTY DEPARTMENT OF PERSONNEL

BRIAN C. BRAY, COMMISSIONER

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

I. INTRODUCTION

Erie County, New York (hereinafter, the “County”), invites proposals from qualified firms

(hereinafter, the “Proposer,” “Provider,” “Servicer,” “Company,” or “Contractor”) to provide

comprehensive EmployeeAssistance Program (“EAP”) services for Erie County employees and

their eligible family members (hereinafter, the “Services”). Firms with demonstrated expertise in

delivering EAP services, including confidential counseling, crisis intervention, work -life support,

and related employee wellness resources, are encouraged to present their capabilities and

approach to fulfill the scope of work outlined in this Request for Proposals (“RFP”).

The County reserves the right to amend this RFP, reject any or all proposals submitted in

response, in whole or in part, and to waive any informalities or irregularities if such action is

deemed to be in the best interest of the County. The County further reserves the right to request

additional information from any Proposer and to award one or more negotiated contracts

pursuant to this RFP.

This RFP specifically addresses the need for comprehensive management and administration of

the following Employee Assistance Program services:

• Confidential Counseling Services: Provision of short-term assessment, counseling,

referral, and follow-up for employees and their eligible dependents to address personal,

family, behavioral health, or work-related concerns.

• 24/7 Access and Crisis Intervention : Immediate telephonic and electronic access to

qualified professionals; on-site response and support for critical incidents; and

coordination of crisis intervention services.

• Work-Life Services: Access to resources addressing financial counseling, legal

consultation, childcare and eldercare referrals, wellness coaching, and related life

management support services.

• Management Consultation and Training: Consultation with supervisors and managers

concerning employee performance, workplace conflict, substance use, absenteeism,

and related issues; provision of supervisor training regarding referral processes and

effective use of the EAP.

• Promotion, Outreach, and Utilization Reporting: Development and implementation of

strategies to promote and sustain program awareness; provision of educational

seminars and informational materials; and delivery of periodic utilization reports and

trend analyses to the County, ensuring the protection of participant confidentiality in

accordance with applicable law.

It is the intent of this RFP to allow other political subdivisions and public entities within Erie

County (including but not limited to towns, villages, and school districts) to participate in the

resulting contract. While this RFP is being led by Erie County, any participating entity will be

responsible for its own legislative approval, participation agreements, and direct billing with the

Contractor. Participation by other entities is optional and shall not create any financial or

administrative obligation for Erie County.

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The County may, at its sole discretion, award one or more contracts under this RFP, based on

the needs of the County and the specific skills and expertise of the Proposers. At the discretion

of the County, individual contracts issued under this RFP may be renewed for up to an

additional three to five years. Minority and Women-Owned Businesses are encouraged to

participate in this solicitation.

A. Erie County reserves the right to reject any proposals in whole or in part and to waive

any informality in the request for proposal. No late proposals will be accepted. It is the

sole responsibility of the vendors to ensure that proposals are delivered to the Assistant

Superintendent for Administration by the designated date and hour.

B. The submitted proposal materials shall be the documents upon which the County will

make its initial judgment regarding a Company’s qualifications, understanding of the

County’s scope and objectives, methodology, and ability to complete services under the

contract.

C. Those submitting Proposals do so entirely at their own expense. There is no expressed

or implied obligation by the County to reimburse any firm or individual for any costs

incurred in preparing or submitting Proposals, preparing or submitting additional

information requested by the County, or participating in any selection interviews.

D. Submission of any Proposal indicates acceptance of all terms & conditions contained in

the RFP unless clearly and specifically noted otherwise in the Proposal.

E. Erie County reserves the right to reject any Proposals, in whole or in part, submitted in

response to this RFP.

F. Erie County reserves the right to waive any and all informalities and to disregard all non -

conforming, non-responsive, or conditional Proposals.

G. Proposers are reminded that changes to the RFP, in the form of written addenda, are

often issued between the issue date and three (3) days before the opening/closing of the

solicitation. All addenda must be signed by the offeror and submitted with their proposal.

Erie County may, at any time, by written notification to all vendors, change any portion of

the RFP described and detailed herein.

H. It is the Offeror’s responsibility to clearly identify and to describe the services being

offered in response to the RFP. Proposers are cautioned that the organization of their

response, as well as thoroughness, is critical to the Erie County evaluation process. The

RFP forms must be completed legibly and in their entirety, and all required supplemental

information must be furnished and presented in an organized, comprehensive, and easy-

to-follow manner.

I. The County will only contract with firms that do not discriminate against employees or

applicants for employment because of race, creed, color, national origin, sex, age,

disability, marital status, sexual orientation, citizenship status or any other statu s

protected by New York State and Federal laws.

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II. PROPOSAL PROCEDURES

A. Anticipated Schedule of Proposal

Issue RFP:

April 13, 2026

Letter of Intent to Propose April 24, 2026

Letters of Intent should be submitted to Deputy

Commissioner Jason Hurley at Jason.Hurley@erie.gov.

RFP Informational Meeting: April 29, 2026

from 10 a.m. to 11 a.m.

RFP Informational Meeting will be held via WebEx. Register for the Informational

Meeting by contacting Jason.Hurley@erie.gov by April 27, 2026.

Proposals Due:

May 8, 2026

at 4:00 pm

Selection Made by:

June 12, 2026

Contract Signed:

Following all necessary County approvals.

Requests for clarification of this RFP must be written and submitted to Deputy

Commissioner Jason Hurley at Jason.Hurley@erie.gov. Questions may be submitted

until 4:00 pm EST on April 29, 2026. Formal written responses will be distributed by the

County on May 1, 2026, and will be available at

https://www3.erie.gov/purchasing/requests-proposals-construction-bids.

B. General Requirements

1. Each proposal shall be prepared simply and economically, avoiding the use of

elaborate promotional materials beyond what is sufficient to provide a complete,

accurate and reliable presentation. Proposals shall be limited to forty-two (42) pages.

2. One (1) original and three (3) copies shall be submitted. Proposals MUST be signed.

Unsigned proposals will be rejected. One (1) electronic copy of the proposal shall

also be submitted electronically to Brian.Bray@erie.gov

3. Submission of the proposals shall be directed to:

Jason Hurley

Deputy Commissioner

Erie County Department of Personnel

95 Franklin Street, Room 604

Buffalo, NY 14202

All proposals must be delivered to the above office on or before May 8, 2026 by 4:00

p.m. EST. Proposals received after the above date and time will not be considered.

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Delivery is the sole responsibility of the proposer. The County is under no obligation

to return proposals.

4. NO COMMUNICATIONS OF ANY KIND WILL BE BINDING AGAINST THE

COUNTY, EXCEPT FOR THE FORMAL WRITTEN RESPONSES TO ANY

REQUEST FOR CLARIFICATION.

5. Proposers may be required to give an oral presentation to the County to clarify or

elaborate on the written proposal. Those proposers will be notified to arrange specific

times.

6. No proposal will be accepted from nor any agreement awarded to any proposer that

is in arrears upon any debt or in default of any obligation owed to the County.

Additionally, no agreement will be awarded to any proposer that has failed to

satisfactorily perform pursuant to any prior agreement with the County.

7. Certified Minority Business Enterprise/Women's Business Enterprise (MBE/WBE)

proposers should include the Erie County certification letter with the proposal.

8. If proposer is a Veteran Owned Business, proposer should include letter indicating

company is 51% or more Veteran-owned.

All proposers submitting proposals must include a cost proposal in a separate

sealed envelope clearly labeled with the proposer name, due date of proposal,

proposal name “Third Party Administrator for Employee Benefits Program RFP

#2026-033VF” and Cost Proposal.

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Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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