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Practical Guide to Writing EAP Request for Proposal (RFP)
2026.09.07 11:46
EAP ยท Psychological Counseling
Practical Guide to Writing EAP Request for Proposal (RFP)
Service Scope, Vendor Capabilities, and Operational Standards
An EAP Request for Proposal is not a document intended to determine counseling reception hours or session rates from the outset. First, you must define the problems the organization seeks to solve and the target users, and design which tasks to include among psychological counseling, diagnosis, education, healing programs, challenges, and crisis support. Subsequently, you must compare counseling quality, operational staffing, privacy protection, crisis response, reporting systems, and vendor performance capabilities using the same criteria to receive proposals that are actually feasible for operation.
Decide what to provide and
Compare who operates it, how it is run, and what is used for verification.
Compare who operates it, how it is run, and what is used for verification.
๐ 6 Things to Decide Before Writing an RFP
Even within the same EAP, the necessary services vary depending on the organization's objectives. First, determine whether the goal is to support the daily mental health of employees, prioritize the early detection and linkage of high-risk groups, improve accessibility for field and shift workers, or support PTSD prevention and recovery following organizational issues.
If you simply provide the target number of users to the proposing company, they can generate quotes based on completely different assumptions. If there is a history of recent usage, it is recommended to provide details such as the number of counseling sessions, program participation, location, and counseling method; for first-time implementation, it is advisable to clearly distinguish and present estimated usage and essential tasks.
| division | Content to be presented in the RFP | Practical verification items |
|---|---|---|
| Purpose of Introduction | Counseling accessibility, prevention, crisis management, organizational recovery, etc. | Clearly set 2 to 3 core goals. |
| Target users | Number of employees, inclusion of family members, overseas workers | Distinction between family scope and usage limit |
| Business environment | Workplace location, shift work, job category, operating language | Reflecting on-site, night, and overseas accessibility |
| Estimated volume | Counseling sessions, number of test takers, number of training/programs | Present previous year's performance or basis for calculation |
| Provision method | In-person, telephone, video, on-site, and on-site counseling | Check unit prices by method and available regions |
| Contract structure | Performance-based, fixed-rate, and hybrid types, criteria for exceeding usage limits | Distinction between operating and management costs and separate expenses |
๐งฉ 1. What services should be included in EAP?
Rather than including all services at once, we divide them into 'essential tasks' and 'optional tasks' to align with the organization's objectives and budget. The required vendor capabilities and quotation structure vary depending on whether you purchase only counseling, link consultations to diagnosis, or operate a prevention-oriented approach that includes education and participatory programs.
| Service area | Contents to be determined in the RFP | Company Comparison Points |
|---|---|---|
| Individual and group psychological counseling | Session duration, limit per person, group size, counseling method, inclusion of family members | Counselor qualifications/experience, regional network, matching and reassignment |
| Psychological testing and diagnosis | Test type, target population, result provision, counseling referral | Test validity, interpretation qualification, and linkage with high-risk groups |
| Education & Special Lectures | Topic, frequency, online/offline, target job groups | Instructor expertise, customized planning, satisfaction and effectiveness measurement |
| Healing program | Purpose and Scale of Healing Camps, Workshops, and Group Counseling | Goals of psychological recovery and safety management, not just a simple experience |
| Participatory challenge | Topics such as sleep, exercise, and mindfulness, and operating period | Participation rate, dropout management, minimal collection of personal information |
| Crisis and Trauma Support | Support for the prevention of suicide/self-harm risk, accidents/disasters, and PTSD | Dedicated personnel, dispatch and coordination procedures, follow-up management |
| Manager/HR Support | Managerial Consulting, Organizational Issue Response, Request Procedures | Role boundaries, confidentiality, and organizational intervention experience |
| Public Relations and Operations Management | Informational materials, briefings, regular campaigns, meetings with staff | Annual operational plan and execution of utilization promotion |
For example, workplaces with a high risk of accidents may include emergency counseling personnel and trauma programs as optional tasks in addition to regular counseling. Organizations with workplaces dispersed nationwide may place greater importance on on-site counseling and regional counseling networks, while organizations with many overseas employees may prioritize personnel capable of providing counseling in foreign languages โโand addressing time differences.
๐ฅ 2. In consultation operations, prioritize quality and continuity over speed.
The response time after a consultation request is received is one of several criteria for verifying accessibility. However, counselor expertise, matching based on user characteristics, continuity of counseling, regional counseling networks, replacements in case of staff shortages, supervision, and complaint handling systems can have a more direct impact on actual satisfaction and safety.
In the RFP, do not simply state "placement of professional counselors"; instead, specify the required qualifications and experience, resident and non-resident personnel, counselor selection criteria, regular training and supervision, and methods for monitoring counseling quality. Rather than merely listing specific qualification names, you must consider the counseling experience and areas of expertise required for the task.
| Operation Items | Contents to check in the proposal | Recommended proof |
|---|---|---|
| Counseling personnel | Qualifications, experience, employment type, field of expertise, replacement personnel | Certifications/Proof of Experience, Manpower Input Sheet |
| Consultation Network | Scope of in-person consultations, outcalls, and telephone/video services by region | Status of agencies and counselors by region |
| Counseling assignment | Matching based on primary complaint, region, time, and counseling method | Application and Assignment Process and Reassignment Criteria |
| Quality Control | Training, case conferences, supervision, replacement of complaints and counselors | Annual Quality Management Plan and Implementation Cases |
| Counseling continuity | Termination, extension, referral to medical institutions, follow-up management | Counseling Termination and Referral Operation Guidelines |
| Accessibility | Application channel, operating hours, contact criteria, and alternative route for failures | APP/WEB Demonstrations, Channel-Specific Operation Guide |
๐ข 3. What information can be used to identify a good EAP provider?
It is difficult to judge a company based solely on the numbers in its certifications or company profiles. We separate eligibility requirements, which serve as the minimum conditions for performing the contract, from technical evaluations, which are criteria for comparing actual service quality and operational capabilities. For example, if eligibility requirements include a credit rating and a track record exceeding a certain amount, the evaluation phase verifies whether the track record is similar in terms of project scale, target, and scope, as well as whether the responsible personnel are actually deployed.
| Evaluation Area | Information to verify | Judgment method |
|---|---|---|
| Similar business track record | Recent implementing agency, contract size, personnel, scope of work | Verification of similarity between performance certificates and actual tasks |
| Professional personnel | General PM, Counselor, Clinical/Crisis Response Personnel, Operations Manager | Distinguish between available personnel and actual deployed personnel |
| Consultation infrastructure | Nationwide counseling network, on-site counseling centers, and capabilities for out-of-home and non-face-to-face operations | Check availability and alternative plans by workplace |
| Crisis response capabilities | Crisis classification, emergency contact, on-site support, coordination with medical and public institutions | Verify manuals, mock cases, and similar response experience |
| Information protection | Collection, storage, access, outsourcing, and destruction, and incident response | Check the certification validity period and actual service coverage scope |
| Platform operation | APP/WEB application, consultation/inspection linkage, failure/recovery system | Check demos, permission management, and incident response cases |
| Operations Management | Regular meetings, usage promotion, reports, improvement suggestions | Verify sample deliverables and annual operation plan |
๐ก๏ธ 4. For certifications and patents, look at relevance rather than whether you possess them.
Security certifications, ISO 45003, family-friendly certifications, and patents can serve as reference materials to verify a company's management system or technological capabilities. However, a single certification does not guarantee the overall quality of counseling. To enable a proper comparison, the certifying entity, validity period, scope of certification, relevance to EAP tasks, and actual operational application examples must be submitted together.
| Data types | Verified capabilities | Points to note |
|---|---|---|
| Information security certification (ISMS, ISO 27001, etc.) |
Management system of organizations and systems handling sensitive information | Verify whether the consultation platform and data processing tasks are included in the scope of certification. |
| ISO 45003 | Management Perspective on Addressing Psychosocial Risks in the Workplace | Verify organizational-level application cases separately from individual counseling capabilities |
| Family-friendly certification, etc. | Supplementary Information on Organizational Culture and ESG | Not used as a substitute standard for EAP performance or counseling quality |
| Patent, GS, and AI-related certifications | Differentiation and completeness of platform, diagnosis, and classification technologies | Verify whether the technology is actually applied to the proposed service and its scope of use. |
| Credit ratings and financial data | Basic stability to continue the service during the contract period | Set according to business scale to avoid narrowing competition with excessive restrictions. |
When designating a certification as mandatory, you must first verify the reasons why it is absolutely necessary for the project, as well as the applicable laws and internal security policies. Otherwise, it is more realistic to utilize it as supporting evidence for quantitative bonus points or qualitative evaluations, and to evaluate it alongside the actual operational processes.
๐จ 5. Specify crisis response as a separate task and role.
Suggestions regarding indications of suicide or self-harm, risks of harm to others, accidents or disasters, and serious workplace incidents require a response system different from general counseling. We receive suggestions on who determines the level of crisis, through which channels are connected outside of operating hours, when and to what extent company representatives are notified, and how to coordinate with 112, 119, the Suicide Prevention Hotline 109, and medical institutions.
If there is a possibility that on-site deployment or trauma programs will be necessary, determine whether they are included in the base cost or are optional tasks, and specify the areas and personnel available for deployment upon request. Since EAP does not replace emergency services, its role and limitations in connecting the agency's internal safety, health, and HR networks with external emergency systems must be clearly defined.
| Crisis Management Items | RFP Confirmation Questions |
|---|---|
| Classification and person in charge | By what criteria are crises classified, and who is responsible for the final decision? |
| Emergency contact | How are crisis reception and agency contact networks operated, including during nights and holidays? |
| External linkage | How are the limitations of coordination with medical and emergency institutions and location verification managed? |
| Exception notification | What are the grounds for judgment regarding exceptions to confidentiality and the minimum scope of notification? |
| Aftercare | How are counseling, follow-up care, organizational counseling, and trauma support continued? |
๐ 6. Please check the separation between personal information and confidentiality standards.
While the confidentiality of consultation content and the personal information processing system are interconnected, the items to be verified differ. Ensure that company representatives do not collect individuals' consultation details or usage records as HR management data, and provide the proposing company with a detailed explanation regarding the items collected during the application phase, purpose of use, retention period, access rights, sub-entrustment, overseas transfer, destruction, and response to security breaches.
Operational reports must, in principle, use aggregated data that prevents the identification of individuals, and minimum aggregation standards are established for departments, job levels, or workplaces with a small number of personnel, which are either consolidated or not disclosed. You must also verify how consultation records and statistics provided to the company are separated in terms of systems and authority, as well as how the return, storage, and destruction of data are handled upon contract termination.
๐ 7. Don't stop at 'usage rates' in your operational report.
Defining monthly, quarterly, and annual reporting cycles and items in advance can reduce the risk of missing necessary data after the contract is signed. It is advisable to receive not only consultation performance and settlement details but also service-specific participation status, satisfaction levels, consultation quality management, crisis coordination, usage activation activities, and improvement plans for the next period.
| Reporting area | Example items | Review Points |
|---|---|---|
| Usage performance | Status of Application, Usage, and Termination by Service, and by Method and Region | Whether contract volume matches settlement data |
| Consultation quality | Satisfaction, reassignment, complaints, training/supervision | Not evaluated based solely on a single satisfaction score |
| Program Performance | Diagnosis participation, education and challenge participation rates, pre- and post-changes | Prior agreement on indicators and measurement methods by purpose |
| Crisis and Linkage | De-identified crisis types, external linkages, post-crisis support | Exclusion of personally identifiable information and consultation content |
| Organizational Insights | Trends in consultation topics, occupational group and workplace issues, and prevention suggestions | Counting so that minority groups are not estimated |
| Operational improvement | PR results, operational issues, next quarter action plan | Specify person in charge, deadline, and verification method |
๐ 8. The proposal evaluation form can be structured like this
The weighting below is for illustrative purposes only. While adjustments are made based on the organization's implementation objectives and scope of work, the service design and actual execution system are evaluated together to ensure that the decision is not made solely based on the lowest price or the number of certifications held. Quantitative evaluation data is verified through supporting documents, while qualitative evaluation verifies feasibility through proposal presentations, operational demonstrations, and case studies.
| Evaluation Area | Example weight | Key evaluation points |
|---|---|---|
| Business Understanding & Service Design | 25 | Reflecting organizational characteristics, linking counseling, diagnosis, and programs |
| Consulting expertise and quality control | 20 | Personnel, counseling network, matching, supervision, follow-up |
| Crisis Response and Information Security | 20 | Crisis protocols, confidentiality, system security |
| Performance capabilities and similar track record | 15 | Relevance of similar scale, dedicated organization, and certification/technology |
| Operation, Reporting, and Activation | 10 | Report, PR, Collaboration with Person in Charge, Improvement Plan |
| price | 10 | Total cost, unit price, included/separate tasks, overtime costs |
โ Final Checklist
| Final confirmation | check |
|---|---|
| The purpose of introduction, target, workplace, and estimated volume are presented. | โก |
| Essential and elective tasks of counseling, diagnosis, education, and programs are distinguished. | โก |
| The standards for counselor qualifications, experience, counseling networks, and quality control are specific. | โก |
| General counseling and crisis/trauma response tasks are separated. | โก |
| It includes personal information, confidentiality, aggregation standards, and destruction upon termination of the contract. | โก |
| Verify the relevance of evidence regarding performance, personnel, certifications, and patents to EAP tasks. | โก |
| Monthly, quarterly, and annual reporting items and improvement procedures are established. | โก |
| In the estimate, included, separate, and excess costs can be compared based on the same standard. | โก |
๐ Related Posts
โ Frequently Asked Questions
Q1. Is it advisable to include all available services in the EAP?
The purpose of introduction and actual usability are more important than the number of services. Establish counseling and crisis support as the foundation, and classify diagnosis, education, healing programs, and challenges as mandatory or optional tasks based on the organization's objectives and budget.
Q2. Is the response time not important?
While it is one of the criteria for verifying accessibility, it is difficult to regard it as a single core standard for distinguishing between companies. It is more practical to evaluate general consultations by checking application channels and contact/assignment procedures, and to assess emergency situations in connection with a separate crisis response system.
Q3. Is a company with many certifications a better company?
Certification serves as proof of a certain management system or capability, but it does not guarantee the overall quality of counseling. Please verify whether the scope of certification is actually applied to the proposed counseling platform, data processing, and organizational psychological support operations.
Q4. How should patents or proprietary platforms be evaluated?
It is more important whether the technology is actually utilized in the proposed service than the number of patents. Verify, through demos and application examples, the effectiveness it provides to tasks such as linking applications, inspections, and consultations, classifying crisis signals, data protection, and reporting to personnel.
Q5. Should I only look at the contract amount for a company's track record?
Along with the contract amount, you must examine the similarity to the current task in terms of the target personnel, number of workplaces, counseling methods, on-site staff, crisis support, and program structure. If it is difficult to verify based solely on the contract name on the certificate of performance, please request that the scope of work and the role of the person in charge be additionally specified.
A good RFP first shows the services to be operated.
By presenting service scope, professional staff, crisis response, privacy protection, and performance reporting using the same criteria, you can compare not only prices but also EAP providers capable of actually performing the service.
๐ Go to Nudge EAP Implementation Consultation โ
๐ Source and Information
๐ฉโข Gyeonggi Housing & Urban Development Corporation Psychological Counseling and Integrated Support Program Operation Service
๐ฉโข Request for Selection of Entrusted Implementing Agency for Worker Assistance Program (EAP) at Korea Workers' Welfare Service (KWWS Net) (2026โ2027)
๐ฉโข Request for Selection of Entrusted Implementing Agency for Worker Assistance Program (EAP) at Korea Workers' Welfare Service (KWWS Net) (2026โ2027)
This content is a reference document based on general EAP purchasing and operation practices of domestic companies and public institutions. Eligibility, required certifications, counseling personnel, personal information processing, crisis response, and evaluation criteria must be reviewed in accordance with the project objectives and institutional regulations. For urgent cases of suicide, self-harm, violence, or safety risks, immediately available emergency channels such as 112, 119, and the Suicide Prevention Hotline 109 must be identified first. Criteria verification date: September 7, 2026.
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