Employee Assistance Program (EAP) Services

Request for Proposal
RFP-5972-26-KF
Employee Assistance Program (EAP) Services
Proposal Deadline
September 16, 2026, before 1:00 p.m. Mountain Daylight Time
Electronic Submission Only
Proposals Must Be Submitted Exclusively Through
BidNet Direct(R) - Rocky Mountain E-Purchasing System (RMEPS)
https://www.bidnetdirect.com/colorado/city-of-grand-junction
Important Notice
The City of Grand Junction does not control or administer vendor access to the BidNet(R)
Direct system. Proposers are solely responsible for ensuring a successful submission.
Technical assistance must be requested directly from BidNet at (800) 835-4603.
Virtual Solicitation Opening
All City solicitation openings will be conducted virtually.
For meeting access and participation details, refer to Section 1.9.
Purchasing Agent Contact
Kathleen Franklin
kathleenf@gjcity.org
970-244-1513

Table of Contents
Section 1.0. Administrative Information & Conditions for Submittal ........................ 3
1.4. Purpose .................................................................................................... 3
1.9. Proposal Submission and Solicitation Opening ................................... 4
Section 2.0. General Contract Terms and Conditions .............................................. 10
Section 3.0: Insurance Requirements ....................................................................... 19
Section 4.0: Specifications and Scope of Services .................................................. 21
4.11. Attachments ........................................................................................... 30
4.12. Tentative Calendar of Events ................................................................ 30
Event and Details at a Glance Date
Solicitation Issued/Posted August 18, 2026
Inquiry Deadline August 28, 2026
Final Addendum Issued (if applicable) September 2, 2026
Proposal Submission Deadline September 16, 2026
Electronic submission via BidNet(R) Direct only, prior to
1:00 p.m. MDT.
Independent Evaluation of Proposals September 16-30, 2026
Interviews (if required) October 13, 2026
Notice of Intent to Award (Tentative) October 19, 2026
Contract Execution October 26, 2026
This summary is provided for convenience. The Tentative Calendar of Events in Section
4.12 governs. All dates are tentative and subject to change by written Addendum.
Section 5.0: Preparation and Submittal of Proposals .............................................. 32
Section 6.0. Evaluation Criteria and Factors ............................................................ 36
Section 7.0. Solicitation Response Form .................................................................. 41
Subcontractor Disclosure ................................................................................... 43
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Section 1.0. Administrative Information & Conditions for Submittal
1.1. Americans with Disabilities Act (ADA) Compliance Mandate: All documents,
forms, attachments, electronic content, and other materials submitted in response to
this Solicitation, as well as all deliverables, reports, presentations, websites,
applications, electronic documents, and other materials created, developed, or
provided under any resulting Contract, shall comply with the requirements of Colorado
House Bill 21-1110 (HB21-1110), including 24-85-101, C.R.S., et seq., and the
Accessibility Standards for Individuals with a Disability adopted by the Colorado Office
of Information Technology pursuant to 24-85-103(2.5), C.R.S.
All documents and electronic content shall conform to the State of Colorado's
accessibility standards, including compliance with Level AA of the current version of
the Web Content Accessibility Guidelines (WCAG), as adopted by the State.
1.2. Required Review: The Proposer is responsible for thoroughly reviewing all
Solicitation Documents and obtaining a complete understanding of the Scope of
Services, project requirements, conditions, instructions, and all applicable laws,
regulations, policies, and procurement requirements associated with this Solicitation.
Submission of a proposal shall constitute acknowledgment that the Proposer has
reviewed the Solicitation Documents and is capable of performing the Services as
specified.
1.3. Issuing Office: This solicitation is issued by the City of Grand Junction, Colorado
("City"). The Purchasing Agent responsible for this procurement is:
Kathleen Franklin
kathleenf@gjcity.org
Except as may be provided during any pre-proposal meeting or site visit conducted
by the City, all inquiries, concerns, clarifications, or communications regarding this
solicitation-including those related to the process, specifications, or Scope of
Services-shall be submitted in writing to the Purchasing Agent.
Communication with any other City employee or representative regarding this
solicitation may result in the disqualification of the Proposer's submission.
1.4. Purpose
The City of Grand Junction, Colorado, is soliciting competitive proposals from
qualified firms to provide a comprehensive Employee Assistance Program (EAP) for
eligible City employees and their household members. The City seeks confidential,
accessible, and responsive EAP services that support employee well-being,
resilience, productivity, and organizational health.
A detailed description of the required Services and performance expectations is
provided in Section 4.0. All Services shall be performed in accordance with the terms,
conditions, and requirements of this Solicitation and any resulting Contract.
1.5. Non-Mandatory Pre-Proposal Meeting: No pre-proposal meeting will be conducted
for the Solicitation.
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Proposers shall rely on the information provided in this Solicitation and any Addenda
issued by the Purchasing Agent and are responsible for submitting questions in
accordance with Section 1.19.
1.6. The City: The City will act by and through its authorized representative(s).
1.7. Compliance: By submitting a proposal, the Proposer acknowledges and agrees to
comply with all terms, conditions, requirements, and instructions contained in this
solicitation, including any modifications issued through addenda. If a Proposer
identifies any ambiguity, omission, or conflict within the solicitation documents that
might affect its understanding of the requirements, the Proposer shall request
clarification from the Purchasing Agent prior to the inquiry deadline. Failure to request
clarification shall not relieve the Proposer of its obligation to comply fully with the
requirements of the Contract.
1.8. Controlling Authority: The 2024 version of the City Procurement Policy is
controlling.
1.9. Proposal Submission and Solicitation Opening
Proposers shall prepare and submit proposals in accordance with the requirements
outlined in Section 5.0, Preparation and Submittal of Proposals. All proposals
shall adhere to the formatting, content, and submission guidelines specified in that
section.
To participate in the public proposal opening, Proposers and interested parties may
refer to the virtual meeting information provided below:
Solicitation Opening: RFP-5972-26-KF
Employee Assistance Program (EAP) Services
Date/Time: September 16, 2026, at 1:00 p.m. MDT (America/Denver)
Join from a computer, tablet, or smartphone:
https://meet.goto.com/186317853
Join by telephone:
* Access Code: 186-317-853
* United States: +1 (571) 317-3122
Join from a video-conferencing room or system:
* Meeting ID: 186-317-853
* Dial in, or type: 67.217.95.2 or inroomlink.goto.com
* Or dial directly: 186317853@67.217.95.2 or 67.217.95.2##186317853
Download the application before the meeting, if needed:
https://meet.goto.com/install
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1.10. Public Disclosure Notice: Pursuant to the Colorado Open Records Act (CORA), all
materials submitted in response to this solicitation shall be considered public records
and may be subject to public disclosure, except for information specifically designated
as confidential, proprietary, or trade secret by the Proposer, and only to the extent
permitted by law. Proposers shall comply with the confidential-material submission
requirements stated in Section 1.24.
Upon award and execution of a contract, the solicitation file, including all responsive
proposals, shall be available for public inspection in accordance with CORA and upon
receipt of an Open Records Request. This includes proposals submitted by the non-
awarded Proposer(s).
Public disclosure is also subject to the applicable provisions of CORA in the event the
solicitation or resulting project is canceled.
1.11. Public Disclosure Record: If the Proposer knows its employee(s) or subcontractors
have an immediate family relationship with a City employee or elected official, the
Proposer must provide the Purchasing Agent with the name(s) of that/those
individual(s). The individual(s) must file a "Public Disclosure Record" and/or a
statement of financial interest before conducting business with the City.
1.12. Collusion Clause: By submitting a proposal, each Proposer certifies that it is not
involved in any collusive action(s) or activity(ies) that may violate applicable federal
or state antitrust laws, rules, and/or regulations. Any proposal for which the City
identifies evidence of collusion among the Proposers may be rejected. At its
discretion, the City reserves the right to accept future proposals for the same
service(s) or work from participants identified in such collusion.
1.13. Gratuities and Kickbacks: The Proposer certifies that no gratuities, kickbacks, or
contingent fees have been or will be offered, solicited, or paid in connection with this
Proposal or any resulting Contract. This includes, but is not limited to, the offering or
payment of commissions, gifts, or other considerations contingent upon the award of
a Contract. If the Proposer breaches this certification, the City reserves the right to
reject the Proposal, terminate any resulting Contract, and pursue all available legal
remedies.
1.14. Ethics: Proposers shall not offer, give, solicit, or accept gifts, favors, or anything of
value to or from any employee, official, or agent of the City that could influence, or
appear to influence, the procurement process. Additionally, the Proposer(s) shall not
establish any business arrangement or financial relationship with any such individuals
that may create a conflict of interest, impair impartiality, or undermine public trust. Any
violation of this provision may result in disqualification from consideration, contract
termination, and potential legal consequences.
1.15. Alteration or Withdrawal of the Proposal: Any modification, revision, or withdrawal
of a proposal must be initiated by the Proposer and received by the City through the
designated electronic submission platform prior to the Proposal due date and time
stated in the Solicitation.
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After the submission deadline, no modifications, revisions, or withdrawals will be
accepted. Proposals shall be considered final, complete, and binding upon the
Proposer as of the submission deadline.
Submitted Proposals shall remain firm, valid, and binding for ninety (90) calendar
days following the Proposal due date and may not be withdrawn during that period
without the City's written consent.
1.16. Multiple Offers: If a Proposer submits more than one Proposal, THE ALTERNATE
PROPOSAL must be marked "ALTERNATE PROPOSAL." The City reserves the right
to make the award in the City's best interest.
1.17. Exclusions: The City shall not consider any proposal submitted orally, by telephone,
email, or facsimile. Only proposals submitted under the requirements outlined in this
Solicitation shall be accepted for evaluation.
1.18. Contract Documents: The Contract Documents include this solicitation, the
Proposer's submitted proposal and supporting documents, and any negotiations that
are formally accepted by the City and memorialized in a written agreement. Upon
execution by duly authorized representatives of both Parties, the final written
agreement and all documents expressly incorporated into it shall collectively
constitute the binding and enforceable Contract between the City and the Contractor.
The Contract represents the entire and integrated agreement between the City and
the Proposer ("Parties") and supersedes all prior negotiations, representations, or
agreements, whether written or oral. Any modifications or amendments to this
Contract must be made through a duly executed Change Order or Contract
amendment.
1.19. Questions Regarding Specifications or Scope of Services: All requests for
clarification or interpretation of the Specifications or Scope of Services must be
submitted in writing via email to the Purchasing Agent no later than the inquiry
deadline specified in the Solicitation. The City is under no obligation to respond to
inquiries received after the deadline. Any responses provided after the deadline shall
be at the sole discretion of the City and, if issued, may be distributed by written
addendum.
The City expects Proposers to conduct a thorough review of the Solicitation and
associated materials prior to submitting questions. The City reserves the right to
decline to respond to questions that are repetitive, non-substantive, clearly addressed
in the Solicitation, or generated through automated or artificial intelligence tools
without meaningful proposer review and validation of the Solicitation materials.
1.20. Proposal Preparation Expenses: All costs incurred by the Proposer in preparing,
submitting, and presenting a proposal in response to this solicitation shall be the
Proposer's sole responsibility and shall not be reimbursed by the City.
1.21. Acceptance of Proposal Content: The Proposal selected by the City, if any, shall
be incorporated into and become part of the final Contract Documents. The
successful Proposer's failure to accept or fulfill the obligations outlined in the Contract
may result in the cancellation of the award, and such Proposer may be disqualified
from future solicitations.
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Upon execution of the Contract between the Proposer and the City, the Proposer may
be referred to as the "Agency," "Consultant," "Contractor," or "Firm" as applicable.
1.22. Addendum: Official response to questions, clarifications, interpretations, corrections,
modifications, or extensions to the proposal submission deadline shall be issued
exclusively by the Purchasing Agent through a written addendum. The authority to
issue the addenda is vested solely in the Purchasing Division.
All addenda will be distributed electronically through the BidNet Direct Rocky
Mountain E-Purchasing System at https://www.bidnetdirect.com/colorado/city-of-
grand-junction. Proposers are responsible for monitoring this platform for issued
addenda.
Each Proposer must acknowledge receipt of all addenda on the completed
Solicitation Response Form located in Section 7.0, which must be submitted with the
proposal.
1.23. Exceptions and Substitutions: All proposals meeting the intent of this solicitation
will be considered for award. A Proposer that takes exception to the stated
specifications does so at the Proposer's risk. The City reserves the sole right to accept
or reject any proposed exception(s), substitution(s), or alternative(s).
If a Proposer proposes a substitution or alternative, the Proposer shall:
1.23.1. Clearly state each exception in a designated section of its proposal, specifying
the affected requirement.
1.23.2. Demonstrate how the proposed substitution or alternative meets or exceeds the
stated intent and performance criteria of the original specification(s).
Failure to explicitly state exceptions shall be deemed an acknowledgment of full
compliance with this solicitation and all its requirements. If awarded a Contract, the
Proposer(s) shall be fully responsible for strict adherence to and performance
following all terms, conditions, and specifications outlined in the Contract Documents.
1.24. Open Records and Confidential Material: All materials submitted in response to
the Solicitation shall become public records and, upon Contract award, shall be
subject to public inspection under the Colorado Open Records Act (CORA).
For the purposes of this provision, "Proprietary or Confidential Information" refers
to information that is not generally known to competitors and provides a competitive
advantage. The unrestricted disclosure of such information places it in the public
domain, thereby eliminating any claim of confidentiality.
Proposers seeking to designate specific information as confidential or proprietary
must:
1.24.1. Clearly mark each page or section of the submission containing such
information with the words "Confidential Disclosure."
1.24.2. Upload confidential information as a separate document.
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1.24.3. Provide a written explanation justifying the claim of confidentiality, including
how disclosure would cause substantial harm to the Proposer's competitive
position, consistent with CORA.
The City shall review all requests for confidentiality treatment. The final determination
regarding whether materials qualify for confidential treatment rests solely with the
City.
If a request for confidential treatment is denied, the Proposer may withdraw its
Proposal or remove the contested confidential or proprietary information before the
Proposal is made publicly available.
Notwithstanding the foregoing, the following materials shall not be considered
confidential or proprietary under any circumstances:
* Cost or pricing information; or
* An entire Proposal submission.
Failure to comply with these requirements may result in the information being deemed
public and subject to disclosure under CORA.
The City assumes no responsibility for protecting information not properly identified,
designated, and submitted in accordance with this section.
1.25. Response Material City Ownership: All Proposals submitted in response to this
Solicitation shall become records of the City and will not be returned. Submission of
a Proposal does not transfer ownership of the Proposer's pre-existing intellectual
property, copyrighted materials, trademarks, proprietary methodologies, software,
systems, or other materials identified as belonging to the Proposer. The City may use
submitted materials for evaluation, Contract administration, public-records
compliance, and other governmental purposes permitted by law, subject to properly
designated and approved confidential material under Section 1.24.
Disqualification or non-selection of a proposal shall not limit or negate the City's rights
under this provision.
1.26. Minimal Standards for Responsible Proposers: To be considered for an award, a
Proposers must affirmatively demonstrate its responsibility, qualifications, and
capability to perform the work described in this solicitation. At a minimum, the
Proposer must:
1.26.1. Demonstrate the organizational capacity, personnel, provider resources, and
operational capabilities necessary to implement and continuously perform
Services of similar scope and complexity throughout the Contract term.
1.26.2. Provide evidence of a satisfactory performance record on projects of similar
size, complexity, and scope.
1.26.3. Maintain a satisfactory track record of integrity, ethical practices, and regulatory
compliance.
1.26.4. Be fully qualified and otherwise eligible to receive an award and enter a legally
binding Contract with the City.
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1.26.5. Ensure full compliance with the requirements outlined in Section 5.0 -
Preparation and Submittal of Proposals.
1.27. Disqualification of a Proposer: A Proposal will not be accepted from, nor shall a
Contract be awarded to, any person, firm, consultant, corporation, or entity that is in
arrears to the City on any debt or Contract or that has defaulted-as surety or
otherwise-on any obligation to the City, or that is otherwise deemed to be
irresponsible or unreliable.
Proposers may be required to submit satisfactory evidence demonstrating the
Proposer's responsibility, practical knowledge of the Project, and possession of the
necessary financial and other resources to complete the proposed Service.
A Proposer and its Proposal may be disqualified for any of the following reasons,
including but not limited to:
1.27.1. Submission of more than one Proposal for the same Services by an individual,
firm, consultant, contractor, corporation, or entity, whether under the same or
different name; and
1.27.2. Evidence of collusion among Proposers. Any participant found to be engaged
in collusion shall be disqualified for consideration for future services or work
with the City until reinstated as a qualified Proposer.
1.28. Taxes: The City is exempt from State, County, and Municipal Taxes and Federal
Excise Taxes; therefore, all fees shall not include such taxes.
1.29. Sales and Use Taxes: The Proposer and any subcontractors must obtain sales and
use tax exemption certificates from the Colorado Department of Revenue, as
applicable. Proposals shall reflect the removal of Sales and Use Tax on materials,
fixtures, and equipment.
1.30. Federal Taxpayer Identification Certificate: Prior to execution of the Contract, the
Contractor shall complete any supplier registration requirements established by the
City, including submission of a completed Internal Revenue Service (IRS) Form W-9,
if required. The City reserves the right to request updated tax identification information
from the Contractor or other suppliers, consultants, contractors, firms, or business
entities, as necessary.
1.31. Cancellation of Solicitation: The City reserves the right to cancel this solicitation at
any time or to reject any or all proposals, in whole or in part, when deemed to be in
the best interest of the City.
1.32. Public Opening (Proposal Receipt Acknowledgement): The City will conduct a
virtual proposal receipt acknowledgement immediately following the proposal
submission deadline. Proposers, authorized representatives, and other interested
parties may attend.
To ensure transparency and procedural integrity, all proposals received through
BidNet(R) by the submission deadline will be formally acknowledged during the
session. In accordance with the nature of a Request for Proposals, only the names of
the entities submitting proposals will be announced. No proposal content, scoring
information, or pricing details will be disclosed at this stage of the process.
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Section 2.0. General Contract Terms and Conditions
2.1. Acceptance of Terms: Submission of a Proposal in response to this Solicitation
constitutes a binding offer by the Proposer, as acknowledged in the Cover Letter. The
individual signing the Cover Letter shall be duly authorized to bind the Proposer to
the terms of the Proposal and any resulting Contract.
By submitting a Proposal, the Proposer acknowledges that it has read, understands,
and agrees to comply with the requirements, terms, conditions, and specifications set
forth in this Solicitation, except for any exceptions expressly identified in the Proposal.
If the Proposer requests any deviation from or exception to the requirements of this
Solicitation or any Contract terms and conditions incorporated by reference into this
Solicitation, such deviation or exception shall be clearly identified, fully explained, and
submitted with the Proposal. Failure to identify a requested deviation or exception
shall constitute the Proposer's acceptance of the Solicitation and any Contract terms
and conditions incorporated by reference.
The City reserves the right to accept or reject any requested deviation or exception,
in whole or in part, and to negotiate mutually acceptable terms and conditions with
the apparent successful Proposer.
2.2. Execution, Correlation, Intent, and Interpretations: The Contract Documents shall
be executed by duly authorized representatives of both the City and the Contractor.
By executing the Contract, the Contractor represents that it has carefully examined
the Contract Documents and is fully informed of the conditions, requirements,
objectives, constraints, and performance expectations applicable to the Services.
The Contractor further represents that it has correlated its knowledge, experience,
personnel, professional judgment, and available resources with the requirements of
the Contract and can perform the Services in accordance with the Contract
Documents. The Contractor shall not rely upon any alleged ambiguity, omission,
inconsistency, or error in the Contract Documents as a basis for avoiding or delaying
performance, provided that the Contractor promptly notifies the City of any perceived
discrepancy or conflict upon discovery.
The Contract Documents are intended to be complementary and shall be construed
accordingly. Any requirement identified in one Contract Document shall be
considered binding as though included in all applicable Contract Documents to the
extent necessary to accomplish the intent of the Contract.
The intent of the Contract is to require the Contractor to furnish all personnel,
supervision, professional expertise, equipment, software, materials, supplies,
transportation, permits, licenses, documentation, reports, deliverables, and other
resources necessary to fully perform the Services in accordance with the Contract
Documents, whether or not every incidental item is expressly identified, provided such
items are inferable from the nature and requirements of the Services.
2.3. Permits, Fees, and Regulatory Compliance: The Contractor shall comply with all
applicable federal, state, and local laws, statutes, ordinances, codes, rules,
regulations, and lawful orders of any public authority having jurisdiction, including
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