Employee Assistance Program

Unified Fire Authority (UFA) is Utah's largest fire agency with 760 employees serving an estimated 489,555 residents in 15 municipalities and unincorporated Salt Lake County. [...] The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified organizations to provide comprehensive Employee Assistance Program (EAP) services to approximately 760 UFA employees and their eligible family members.

The primary objective is to establish a partnership with an experienced EAP provider capable of delivering confidential, accessible, high-quality behavioral health and employee support services tailored to the unique needs of fire and emergency services personnel.

The successful offeror shall provide a comprehensive Employee Assistance Program that includes the following services.

• Confidential Counseling Services: Provide confidential assessment, short-term counseling, intervention, and referral services to UFA employees, eligible family members, and retired firefighters and eligible family members for three (3) years from when they request services.
• First Responder-Specific Behavioral Health Services: The provider will maintain a network of clinicians who understand the unique behavioral health needs of firefighters, paramedics, and emergency services personnel.
• Critical Incident Response: Provide timely behavioral health support following critical or traumatic incidents, which may include line-of-duty deaths, serious injuries, pediatric fatalities, mass casualty events, suicide, and other high-impact events.
• 24-Hour Crisis Support: Provide access to crisis assistance 24 hours per day, seven days per week, including weekends and holidays.
• Access to Services: Services will be accessible through multiple methods, including in-person counseling, secure virtual counseling, telephone counseling and crisis assistance, and online resources and self-service appointment options, where available.
• Family Member Services: The program will extend appropriate services to eligible spouses, domestic partners, and dependent family members, as defined in the proposed contract.
• Supervisor and Management Consultation: Provide confidential consultation and guidance to supervisors, Human Resources, and organizational leadership regarding employee behavioral health concerns, workplace performance issues, referrals, and appropriate intervention strategies.
• Employee Education and Outreach: Provide educational resources and outreach activities designed to increase employee awareness, trust, and appropriate utilization of EAP services.
• Confidentiality and Records Management: All utilization reports submitted to UFA will be aggregated and de-identified, with safeguards to prevent identification of individual employees.
• Reporting and Program Evaluation: The selected provider will provide quarterly and annual reports summarizing program performance, utilization, and service accessibility.
• Program Implementation and Account Management: The selected provider will assign a dedicated account representative and provide an implementation plan addressing employee communications, access instructions, program orientation, provider availability, and transition from any existing EAP arrangement.

**Submission method:** UFA allows for quotations to be submitted electronically. Electronic quotations should be submitted through a secure mailbox at Bonfire (U3P) https://utah.bonfirehub.com/portal/?tab=openOpportunities until the date and time as indicated in this document. Sign and return the *Proposal Response Cover Sheet* (ATTACHMENT 1). Proposals received after the deadline will not be considered.

Scoring

• Experience and Qualifications: 20%
• Ability to provide required services: 30%
• Experience working with first responders: 25%
• Fee Proposal: 25%

**Contract term:** The Offeror selected to provide the services/products shall be required to enter into a written agreement for a period of (2) two years with the option of (3) three additional (1) one- year renewals.

**Insurance:** Commercial General Liability insurance with UFA named as an additional insured, in the minimum amount of **$1,000,000.00** per occurrence and **$2,000,000.00** in aggregate. Comprehensive Automobile Liability Insurance including owned, hired and non-owned automobiles, with UFA named as an additional insured, in the minimum amount of **$1,000,000** per occurrence.

UFA shall make monthly payments and shall pay the invoiced fee within thirty (30) days.