Project Information

Bid Title

Employee Assistance Program, RFQ 692010

Issuing Agency

Loudoun County

Location

Virginia

Published Date

Mar 3, 2026

Closing Date

Apr 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 692010

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 692010
Bid Title:	Employee Assistance Program, RFQ 692010
Category:	Procurement
Status:	Open

Description: 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. 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. Publication Date/Time: 3/3/2026 11:00 AM Publication Information: Request for Proposal Closing Date/Time: 4/3/2026 4:00 PM Pre-bid Meeting: March 17, 2026 @ 12:00 p.m. Contact Person: Heather DeHaven, NIGP-CPP, CPPB, VCO Please see the attached document RFQ 692010 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 692010 (PDF) View Solicitation Abstract (PDF)

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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

Page 2 of 51

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

Page 3 of 51

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

EMPLOYEE ASSISTANCE PROGRAM

RFP #RFQ 692010

Page 4 of 51

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.

EMPLOYEE ASSISTANCE PROGRAM

RFP #RFQ 692010

Page 5 of 51

Commodity Codes

• NAICS 624190Other Individual and Family Services

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