Request for Proposals (RFP):counseling and Mental Health Services

Carnegie Mellon University

With a century-long history that has hosted 19 Nobel Laureates, Carnegie Mellon University is renowned as one of the worlds leading engineering institutions. We have played critical roles on breakthroughs in areas such as artificial intelligence, driverless cars and WiFi.

Carnegie Mellon University recently extended its global reach into Africa with its Center of Excellence in Information and Communication Technology. Focused on one of the fastest growing economic regions of the world, the Center of Excellence is creating a new generation of graduates able to take advantage of Africa’s unique opportunities.

Based in Rwanda, the Center of Excellence benefits from the country’s bold ICT strategy and our own culture of innovation to provide a platform for students to become technology thought leaders in emerging markets. Masters’ degrees from Carnegie Mellon University are awarded in two comprehensive programmes, each taught by globally renowned faculty to the same rigorous standards as the main Pittsburgh campus.

The Master of Science in Information Technology provides students with critical skills, focusing on practical applications in areas such as cyber security, mobile applications, wireless networking and strategic business planning. In internships and practicums, students get the opportunity to develop real-world ICT solutions with international companies like IBM, Microsoft and Visa.

The Master of Science in Electrical and Computer Engineering has a more technically focused curriculum, equipping students with skills in energy systems, mobile computing and telecommunications.

Our programs provide a unique opportunity for students to gain a balanced international perspective with an option to spend semesters at Carnegie Mellon’s Pittsburgh and Silicon Valley campuses.

Carnegie Mellon’s academic programs extend across countries and continents. They are rooted in an academic philosophy that develops our students into the responsible global leaders.

Now in Africa, Carnegie Mellon is excited to be pioneering a culture of inspiring innovations that change the world.

Sector: Education

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http://www.cmu.edu/rwanda

REQUEST FOR PROPOSALS (RFP)

Overview

Carnegie Mellon University Africa (CMU-Africa), based in Kigali Innovation City, is the only U.S. research university offering graduate engineering and technology programs on the continent. Established in partnership with the Government of Rwanda, CMU-Africa is committed to driving Africa’s digital transformation through world-class training in ICT, AI, data science, and smart systems. Our innovations extend beyond the classroom through initiatives like the Industry Innovation Lab, applied research in smart mobility, and partnerships with industry to co-create solutions for Africa’s challenges. CMU-Africa seeks to procure high-quality counseling and mental health services to support the CMU-Africa community. The anticipated start date for this service is January 2026.

Scope of Services

The selected provider must field a team of at least three licensed counselors, with diverse gender representation and a mix of Rwandan and international practitioners. The provider must deliver counseling services from the CMU Africa allocated office and provide additional counseling space at their offices as needed. The provider will provide comprehensive psychosocial and mental health support services to CMU-Africa students, employees and their eligible dependents. The services must be designed to promote wellness, provide responsive counseling, and ensure continuity of care.

I. Required Services:

Counseling Services (individual counseling and psychotherapy sessions) Psychiatric care; Crisis Assessment and Response (crisis intervention and critical-incident response)
Outreach, Prevention, and Education Support including workshops tailored to student needs during Student Orientation, and early detection training for staff and faculty. Transition support for graduating students ● Open House Day (at least once per year)
Group Talks (at least 2 per semester)
Group Sessions and Preventive Programming
Case Management and Follow-Up

Clinical Supervision of Counseling Staff: supervision from a senior licensed counselor providing oversight and ensuring quality of care etc. ● 24/7 Helpline Availability for Emergencies: provide continuous access to trained professionals for urgent counseling needs, ensuring support even during nights, weekends, and holidays.

II. Modalities & Access

On-campus counseling sessions at CMU-Africa or at service provider offices.
Secure telehealth/virtual counseling sessions.
Evening and weekend coverage to increase access.
Service Level Agreements (SLAs) for urgent cases (within 24 hours) and routine appointments (within 5 business days)

III. Credentials & Compliance

Licensed clinicians with valid certifications.
Safeguarding and child protection protocols are in place. ● Proof of malpractice/professional liability insurance. ● Mandatory background checks for all clinical staff.
Compliance with Rwanda’s Law on the Protection of Personal Data and Privacy and CMU-Africa’s confidentiality policies.

IV. Capacity & Inclusivity

Multilingual services with English and French as a requirement, other languages also desirable.
Trauma-informed, non-judgmental, and culturally sensitive counseling approaches
Projected caseload per counselor and overall staffing plan to ensure availability and coverage
A diverse team of counselors in terms of gender, nationality, and religious background to reflect and support CMU-Africa’s diverse population

V. Integration & Collaboration

Referral pathways with CMU-Africa’s Student Services and Human Resources teams.

Escalation matrix including coordination with campus security or police.
Return-to-study and return-to-work support protocols for students and staff recovering from related medical leave

VI. Data & Reporting

Anonymized dashboards on utilization and clinical outcomes ● Incident reporting timelines (critical, urgent, routine)
Data minimization practices, encryption, and secure storage of records

VII. Performance & SLAs

Key Performance Indicators (KPIs): wait times, client satisfaction, continuity of care
Bi-annual performance reviews with CMU-Africa management ● Corrective-action expectations for underperformance

VIII. Financial and Contractual Considerations

Pricing model (retainer vs. per-session or hybrid)
Invoicing terms and payment schedule
Not-to-exceed total contract value
Implementation timeline from award to commencement ● Contract term of 1 year with annual renewal option contingent upon performance
Transition plan for continuity of care

Proposal Requirements

Providers must submit a detailed technical proposal outlining the service delivery approach, staffing structure, and compliance with the scope, along with profiles and certifications of proposed counselors and psychiatrists (not to exceed two pages each). CVs should clearly highlight qualifications, years of experience, language capabilities, and relevant experience supporting multicultural populations.
Description of facilities available for counseling sessions (at own offices ).
A financial proposal specifying hours per type of service provider, hourly rates, psychiatry sessions, and crisis response.

References and past performance information from comparable institutional clients.
Evidence of organizational registration and tax compliance (RDB certificate, RRA clearance).

Evaluation Criteria

Experience with multicultural populations and similar institutional contexts (25 points)
Strength of clinical model, modalities, and service delivery plan (25 points)
Qualifications and CVs of proposed team members (20 points) ● Implementation plan and integration with CMU-Africa structures (10 points)
Financial proposal and value for money (20 points)

Contract Award & Duration

The selected provider will enter into a service agreement with CMU-Africa for an initial period of one year. The agreement will be renewable annually based on achievement of agreed performance and service-level metrics, demonstrated value for money, and CMU-Africa’s satisfaction with service delivery.

Submission Instructions

Proposals must be submitted electronically in PDF format to africa finance@andrew.cmu.edu Subject line: RFP: Counseling and Mental Health Services. Proposals must be received October 14th, 2025; 5:00pm CAT. Questions must be submitted by September 22nd, 2025 to africa finance@andrew.cmu.edu and only written responses from CMU-Africa posted on the CMU Africa LinkedIn Page will be considered official.

Timeline

- Issuance of RFP: September 16th, 2025

- Deadline for questions related to RFP: September 22nd 2025. Responses to be shared by Sep 29, 2025 on the official CMU Africa LinkedIn page.

- Submission Deadline: October 14th, 2025

- Selection & Notification: November 11th, 2025

Annex 1: Financial Proposal Template

Offerors are required to complete the table below, specifying the number of hours, hourly rate, and projected total cost for each category of service provider. This will ensure comparability across proposals.

Service Type Proposed Hours (per

Week/Month)

Hourly Rate (Rwf)

Total Cost (Rwf)

Counseling

Services – High Season

Counseling

Services – Low Season

Psychiatry

Services

Crisis

Assessment & Response