EMPOLYEE ASSISTANCE PROGRAM SERVICES

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 Employee Assistance 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 status
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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III. BACKGROUND INFORMATION
Erie County, New York is a large public-sector employer with a workforce of
approximately 5,500 employees serving across numerous departments, divisions, and
facilities, including the Erie County Library System. The County is committed to
supporting the health, well-being, and productivity of its employees and their eligible
family members. Employee wellness is recognized as a critical factor in maintaining
effective public service delivery, organizational performance, and long-term workforce
stability.
The County has maintained an Employee Assistance Program (EAP) for many years to
provide confidential support services for employees and their families facing personal,
behavioral health, or work-related challenges. The current contract for these services will
expire on December 31, 2026. Accordingly, the County is issuing this Request for
Proposals (RFP) to identify and select a qualified vendor to administer a comprehensive
EAP beginning January 1, 2027.
Health insurance benefits for County employees are provided through the Labor
Management Health Fund (LMHF), with medical coverage administered by Univera
Healthcare. While the EAP is a standalone program, it must operate in coordination with
LMHF and Univera for referral purposes. Employees who require services beyond the
short-term, solution-focused support offered by the EAP must be appropriately referred
to providers within the LMHF/Univera network or other covered resources.
The County seeks an experienced EAP provider capable of delivering high-quality,
confidential, and culturally competent services.
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IV. SCOPE OF PROFESSIONAL SERVICES REQUIRED
The Contractor shall provide a comprehensive, fully managed Employee Assistance
Program ("EAP") for Erie County government employees, Buffalo & Erie County Library
System employees, and their eligible family members ("Participants"). The scope of services
shall include, but not be limited to, the following:
A. Confidential Counseling Services
* Provide short-term, solution-focused counseling to Participants addressing personal,
family, behavioral health, and work-related concerns.
* Ensure access to a sufficient number of licensed and credentialed professionals
across disciplines (e.g., social workers, psychologists, marriage and family
therapists, substance use counselors) to meet participant needs.
* Maintain an established referral network for specialized or long-term care, including
coordination with health insurance providers and community resources.
* Guarantee confidentiality of all participant information in accordance with applicable
federal and state laws, including HIPAA and New York State confidentiality
requirements.
B. 24/7 Access and Crisis Intervention
* Provide Participants with immediate access to a toll-free hotline, available 24 hours a
day, 7 days a week, 365 days a year. This may be accomplished through the
Contractor's own hotline service or through a reliable, contracted third-party hotline
provider.
* Provide electronic access to services via a secure web portal, mobile application, or
other digital platform.
* Deliver on-site crisis intervention and critical incident response at County or Library
worksites within a timeframe agreed upon by the County.
* Post-Crisis Follow-Up: Following any critical incident, the Contractor shall develop
and implement a structured post-crisis support plan, which may include:
o Follow-up counseling sessions for directly impacted employees.
o Group debriefings or facilitated discussions for teams affected by the incident.
o Management consultation to address ongoing workplace impacts, such as
morale, productivity, or conflict.
o Monitoring of participant needs over a defined period (e.g., 30-90 days), with
referrals to additional resources as appropriate.
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o Provision of written summaries to the County (aggregate and non-identifiable)
regarding response activities and recommendations for organizational
support.
C. Work-Life Services
* Offer financial counseling, legal consultation, childcare and eldercare referral, and
other life management resources.
* Provide access to wellness coaching, stress management, nutrition, hydration,
boundary-setting, tobacco cessation, and related self-care resources to strengthen
employee resilience
* Maintain up-to-date databases of community and professional resources accessible
to Participants.
D. Management Consultation, Training, and Mediation
* Provide consultation to supervisors and managers regarding employee performance,
workplace conflict, absenteeism, substance use, and related issues.
* Offer education and best practices on communication strategies for addressing
performance issues and supporting employees in distress.
* Deliver training programs for supervisors and managers on recognizing employee
concerns, EAP referral processes, and cultivating supportive and respectful
workplaces
* Conduct educational seminars and workshops for employees on topics such as
stress management, resilience, and building supportive workplace relationships.
* Workplace Mediation: Provide impartial mediation services to address interpersonal
conflicts or disputes within the workplace. Mediation shall:
o Be confidential and conducted by trained mediators.
o Aim to resolve conflicts constructively, improve communication, and preserve
working relationships.
o Include recommendations to management for fostering long-term workplace
harmony when appropriate.
* Mandatory Referrals: The Contractor shall develop, document, and implement a
formal Mandatory Referral Process to be followed by Erie County departments and
the Erie County Library System when an employee is directed to the EAP as a
condition of continued employment, discipline, or corrective action. The Mandatory
Referral Process shall:
o Establish clear referral forms, procedures, and lines of communication
between County management and the EAP provider.
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o Define timelines for intake and assessment of referred employees.
o Specify the nature of compliance reporting to management, limited to
confirmation of attendance, participation, and completion, while maintaining
confidentiality of clinical content.
o Provide guidance to managers and HR staff on appropriate referral
circumstances, limitations, and follow-up.
o Include training for supervisors and HR staff on how to initiate mandatory
referrals in accordance with the established process.
o Be reviewed with County Personnel staff prior to implementation and updated
periodically as needed.
E. Promotion, Outreach, and Utilization Reporting
* Develop and implement strategies to promote awareness and utilization of the EAP
across all County departments and the Library System.
* Provide promotional and educational materials, including, at a minimum:
o Quarterly In-Person Training: Deliver one (1) in-person training session per
calendar quarter, lasting at least one hour, for supervisors and managers.
Training shall focus on:
Recognizing signs that an employee may be experiencing personal,
behavioral, or work-related issues.
Understanding appropriate referral processes to the EAP.
Encouraging employees to access services in a supportive and non-
stigmatizing manner.
o New Employee Orientation Video: Produce and provide a professional-
quality, approximately ten (10) minute video summarizing the scope of EAP
services, available resources, and instructions for access. The video will be
used as part of new employee orientation.
o Managerial Handbook: Develop and distribute a written handbook for
supervisors and managers detailing EAP services, referral procedures,
guidance on handling employee issues, and best practices for fostering
workplace wellness.
o Employee Brochures: Supply brochures and other accessible materials, in
print and digital formats, describing the EAP's services, access methods, and
confidentiality assurances, for distribution to all employees.
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o Customized Website: Design, implement, and maintain a secure, customized
website that serves as a self-service portal specifically for Erie County
employees and their eligible family members. The website shall:
Clearly describe all available EAP services, eligibility, and access
methods.
Provide secure, confidential contact options (e.g., request forms, chat,
or links to hotline access).
Offer downloadable resources, including brochures, handbooks, and
self-help guides.
Include information tailored to Erie County and Erie County Library
System staff, including promotional materials, orientation video, and
upcoming manager training dates.
Be ADA-compliant and mobile-friendly to ensure accessibility.
o Deliver quarterly utilization reports, annual program evaluations, and trend
analyses to the County. Reports must protect participant confidentiality and
include aggregate data only.
o Recommend program enhancements based on utilization trends, employee
feedback, and evolving workforce needs.
F. Program Administration and Quality Assurance
* Designate a dedicated account manager responsible for coordination with the
County's Department of Personnel.
* Establish performance standards, including access to counseling within a defined
number of business days, timely crisis response, and participant satisfaction
benchmarks.
* Provide regular program reviews with County representatives to assess
performance, address concerns, and implement improvements.
* Maintain appropriate professional liability insurance, licensing, and certifications for
all professionals engaged in service delivery.
G. Extension of Services to Other Municipalities (Piggy-backing)
* Option to Extend: The Contractor agrees to extend the terms, conditions, and
pricing of the resulting contract to other political subdivisions and public authorities
within Erie County and New York State.
* Separate Agreements: Any municipality choosing to "opt-in" must enter into its own
separate agreement with the Contractor. The County of Erie will not be a party to
such agreements and will have no liability for payments or performance thereunder.
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