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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 10, 2018 FBO #6104
DOCUMENT

R -- EMPLOYEE ASSISTANCE PROGRAM (EAP) 330 Milwaukee VA Regional Office - Attachment

Notice Date

8/8/2018
 

Notice Type

Attachment
 

NAICS

624190 — Other Individual and Family Services
 

Contracting Office

Department of Veterans Affairs;Veterans Benefits Administration;Office of Acquisition;1800 G. Street N.W.;Washington DC 20006
 

ZIP Code

20006
 

Solicitation Number

36C10E18Q9427
 

Response Due

9/10/2018
 

Archive Date

10/10/2018
 

Point of Contact

Rebecca S. Quilhot
 

E-Mail Address

rebecca.quilhot@va.gov
(rebecca.quilhot@va.gov)
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

COMBINED SYNOPSIS SOLICITATION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. 36C10E-18-Q-9427 The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-99, effective June 15, 2018. This solicitation is set-aside exclusively for Service-Disabled Veteran-Owned Small Business concerns. To be considered for award prospective offerors must be a verified SDVOB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages at the date and time set for receipt of offers. An Offeror who is not a verified SDVOB concern at the date and time set for receipt of offers will have their offer rejected as non-responsive, and will not be considered for award. The applicable NAIC Code for this solicitation is 624190, Other Individual and Family Services, Business Size Standards $11 Million. The Contractor shall provide Employee Assistance Program (EAP) services and Employee Assessment in accordance with the attached Statement of Work (SOW). ITEM NO. DESCRIPTION QTY UNIT UNIT PRICE AMOUNT 0001 1001 2001 3001 4001 The contractor shall provide all supplies, services, facilities, transportation, and supervision to provide Employee Assistance Program (EAP) services to the employees and their families as stated in accordance with the Statement of Work (SOW) as identified below. Contract Period: Base POP Begin Date: 09-23-2018 POP End Date: 09-22-2019 The contractor shall provide all supplies, services, facilities, transportation, and supervision to provide Employee Assistance Program (EAP) services to the employees and their families as stated in accordance with the Statement of Work (SOW) as identified below. Contract Period: Option Year 1 POP Begin Date: 09-23-2019 POP End Date: 09-22-2020 The contractor shall provide all supplies, services, facilities, transportation, and supervision to provide Employee Assistance Program (EAP) services to the employees and their families as stated in accordance with the Statement of Work (SOW) as identified below Contract Period: Option Year 2 POP Begin Date: 09-23-2020 POP End Date: 09-22-2021 The contractor shall provide all supplies, services, facilities, transportation, and supervision to provide Employee Assistance Program (EAP) services to the employees and their families as stated in accordance with the Statement of Work (SOW) as identified below Contract Period: Option Year 3 POP Begin Date: 09-23-2021 POP End Date: 09-22-2022 The contractor shall provide all supplies, services, facilities, transportation, and supervision to provide Employee Assistance Program (EAP) services to the employees and their families as stated in accordance with the Statement of Work (SOW) as identified below Contract Period: Option Year 4 POP Begin Date: 09-23-2022 POP End Date: 09-22-2023 630 630 630 630 630 MO MO MO MO MO $___________ $___________ $___________ $___________ $___________ $___________ $___________ $___________ $___________ $___________ Description of Requirement PERFORMANCE WORK STATEMENT EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES FOR MILWAUKEE VA REGIONAL OFFICE 1. BACKGROUND The Department of Veterans Affairs Milwaukee VA Regional Office has a requirement to provide Employee Assistance Program (EAP) services to employees and their immediate families. Immediate family includes spouse, children, including adopted children and employee s parents. The approximate number of employees is 630. This requirement is for one (1) base year and four (4) one (1) year option periods. 1. EMPLOYEE ASSISTANCE PROGRAM (EAP) POLICY. The program is available to all employees and their immediate families, since problems at home may affect work. Immediate family includes spouse, children, including adopted children and employee s parents. All records and discussions of personal problems will be confidential and will not jeopardize an employee s job security, promotional opportunities or reputation. These records will be kept by the designated counseling resource; furthermore, an individual s specific records will not be reported to the regional office. Verification of usage will be accomplished through VA auditors or auditors suggested by contractor or independent auditors selected by the VA, ensuring confidentiality is maintained for the user. Supervisors may use the program to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance and/or to refer employees to the program. It is the policy of the regional office to intervene only when problems affect job performance or reflect discredit to the regional office. Employees in treatment or rehabilitation will be eligible for sick leave on the same basis as is granted for other health problems; if sick leave is not available, annual leave or leave without pay will be considered. This policy does not alter nor replace existing administrative policy or contractual agreements, but serves to assist in their utilization. 2. PROGRAM REQUIREMENTS The EAP Contractor is expected to provide, at a minimum, the following: Diagnostic Services: Problem assessment visits (unlimited) and initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance; Short-Term Counseling Services: Performed in-house directed toward clients whose problems can be addressed in one visit; Referral Services: Motivational counseling and referral to competent care and follow-up directed toward appropriate community resources for employees and dependents whose problems warrant specialize and/or longer-term counseling. Work-Related Issues: Issues covering job dissatisfaction and/or work-related problems will be referred to the VA s EAP Coordinator(s). Program Availability: Diagnostic and referral services will be available from a minimum of three (3) locations in and around the Milwaukee metropolitan area. The Milwaukee Regional Office is comprised of two Milwaukee site locations, with out-based offices throughout Wisconsin, Illinois, Minnesota, Iowa, Missouri, Arkansas, and Louisiana. A 1-800 number will be available for out-based employees who are not located near the Milwaukee office. Contractor will have referral capability in the out-based areas. Emergency (crisis capability with psychiatric/psychological backup) and after-hours EAP calls must be responded to by a professional staff member on a 24-hour daily basis. Contractor to forward medical emergency calls to 911 when applicable. Appointments will be made so that the client will be seen within three (3) working days or sooner as appropriate. Additional Services: Contractor will provide the VA brochures, posters and other materials to promote and maintain employee awareness, to familiarize employees and supervisors with services available through the EAP, and to enhance employee and supervisory understanding of how personal problems can affect job performance. Contractor will provide the VA, quarterly update statistical reports and cumulative utilization data for each of the three sites summarizing diagnostic and referral activity. No identifying data on individual employees or their dependents will be provided the VA unless the employee would provide in writing in advance, an approved release for such information. Upon request, Contractor may provide VA with program evaluation data obtained by Contractor through the seeking and evaluation of client and/or supervisory feedback of services rendered. Such evaluation must pertain to diagnostic and referral services provided as well as services provided by referral sources. This follow-up activity with clients and/or supervisors may be conducted on a quarterly basis for one year following initial intake. Eight (8) one hour sessions per employee per issue per month. 3. ADMINISTRATIVE CAPABILITY: Contractor must have ability to administer/manage program staff, respond to and maintain compliance with applicable regulations, rules and policies; provide efficient and effective liaison with VA s EAP Coordinator, and assess established health insurer s programs or services of other social service agencies for referral potential. 4. PROGRAM CAPABILITY: Contractor to provide the necessary intake staff and other resources to conduct a successful EAP. Staffing must include, but not be limited to, the following: Experienced (minimum of two years) Chemical Dependency Counselor, Mental Health Counselor/Social Worker (or related field). The contractor must have access to psychologists and/or psychiatrists for referrals. 5. CONFIDENTIALITY OF RECORDS AND REFERRALS: Contractor will ensure that no VA employee will be assigned for diagnosis; referral or counseling to a VA affiliated person unless specifically requested by the employee. Contractor agrees to comply with requirements relating to the confidential nature of patient s records in accordance with 42 USC Section 290dd-2. The VA agrees to provide Contractor with a copy of these requirements upon request. Contractor shall maintain counseling records which comply with the Privacy Act, and which are accurate and complete. Contractor shall ensure the physical security and prevention of disclosure of the records, reports or other private information regarding veterans. This information even with the veteran s informal written consent cannot be used without the VA s approval. These records must be maintained on the business premises in a secured locked file. 6. LEGAL RESPONSIBILITY. All services are to be provided by the contractor to employees without regard to race, color, creed or national origin. The Contractor is considered an agent of the Department of Veterans Affairs when providing services to employees and as such is bound by the same rules governing confidentiality of the Department of Veterans Affairs. Fees paid by the Department of Veterans Affairs shall not be greater than fees paid to the contractor by any other referral source for the same service. Fees cannot be paid for the services not authorized. The contractor agrees to save and hold harmless the Department of Veterans Affairs and its employees from any and all claims and liabilities of any type whatsoever and for damage to, loss or destruction of/on any property of a person, firm, corporation and/or other party; and for the injury to or death of any person or persons which now or hereafter arise out of or result from or be in any way connected, directly or indirectly, with said provision of services or the performance of this agreement. 7. VA RESPONSIBLITIES: To assure adequate acceptability and utilization of these diagnostic and referral services, the VA agrees to participate in program exposure and employee education of the services available. Mailing to employees shall be at the expense of the VA. 8. PUBLISHING RESULTS: None of the information or data gathered in connection with the services specified in this contract, or studies or materials based thereon or relating thereto, shall be publicized without the prior approval of an authorized official of the Regional Office. 9. REQUIRED PROPOSAL CONTENT VENDOR TO SUBMIT: On separate letterhead, provide additional, direct, concise, and complete information regarding the program requirements of this solicitation. Please address as follows: Summary Statement: A short summary of your program, including a description of your mission statement, philosophy, or any other unique program features, which may be of benefit to the Regional Office. Program Description: Vendor is asked to describe how clients are to be served in terms of client flow. Thus, vendor should indicate: How a client will normally enter the flow, including the length of time between request for and provision of service: How the assessments interview will be conducted. Identify the number and credentials of staff assigned to this activity, any diagnostic techniques and/or instruments to be used and how crisis situations and specialize needs will be handled; How information concerning available referral resources is collected, up-dated, and used in determining appropriate referrals; How referrals to external services will be handled. Include a description of the level of assistance which will be provided to clients encouraging the use of external services, as well as how services will interact with the VA s current health plan providers; When direct assistance to a client will be terminated and under what conditions will a case be reactivated. Provide a description of the expected time from initial contact to termination of assistance. And describe the information which will collected for client records, how follow-up will conducted (who is contacted, how frequently, et.) and provide sample of reports which will be generated for VA use in documenting program utilization and evaluating its activities. Training and Education Services: Describe available continuing services, addressing the following topics: Supervisory Training: length of each session, minimum and maximum attendance required if applicable, provide and outline of each session content, and credentials of trainer(s). Other Training: provide a brief summary of additional training services available, including the descriptive items listed above. Provide three copies of each brochure, poster, or other informational material available to promote an Employee Assistance Program. Administrative Capability: Explain how the capability requirements will be assured to the VA. Vendor must describe his/her organizations structure and staffing and provide an organizational chart. Program Capability: Identify how staff will be made available to provide diagnostic and referral services and training sessions. Document the specialized knowledge and ability of staff. Vendor performance with other contracted employers will be checked. Provide a list of at least four other employers served by the same staff and indicate company size. Accessibility: Specify the locations of facilities and their hours of operation. Detail procedures for dealing with crisis needs for service. Resource/Referral Information: Provide at least two resources to whom referrals have been made within the last twelve month in each of the following areas (and/or indicate when Vendor provides these services completely in-house): Marital/personal relationships Emotional Other family relationships Alcohol/drug abuse Vendor to include in the description of these resources the name of a contact person, staff size, address, telephone number, and the vendor s rationale for selection of the resource. At any time in the contract period, upon request, the vendor will furnish the Regional Office with the names of referral sources utilized, based on assessed problem(s) of Regional Office s client population. 10. VA POINT OF CONTACT: To be given at the time of award. Period of Performance: Base Year: September 23, 2018 September 22, 2019 with four (4) one (1) year options FAR 52.212-1, Instructions to Offerors Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.217-5 Evaluation of Options (JUL 1990) VAAR 852.273-74 Awards Without Exchanges (JAN 2003) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror my identify the provision by paragraph identified and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronical at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Provision) (End of Addendum 52.212-1) FAR 52.212-2, Evaluation Commercial Items, applies to this solicitation. The Government will award a single contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. Offers will be evaluated on price only. FAR 52.212-3, Offeror Representations and Certifications Commercial Items applies to this solicitation. Offerors shall submit a completed copy of FAR 52.212-3 with its Offer. FAR 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017) applies to this solicitation. The following provisions and clauses are added as addenda: 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.217-8 Option to Extend Services (NOV 1999) 52-217-9 Option to Extend the Term of the Contract (MAR 2000) The Government may extend the term of this contract by written notice to the Contractor within 15 days provided that the Government give the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercise this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years. (a) Workers compensation and employer s liability. Contractors are required to comply with applicable Federal and State workers compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer s liability section of the insurance policy, except when contract operations are so commingled with a contractor s commercial operations that it would not be practical to require this coverage. Employer s liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers. (See 28.305(c) for treatment of contracts subject to the Defense Base Act.) (b) General liability. (1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. (2) Property damage liability insurance shall be required only in special circumstances as determined by the agency. (c) Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims. 52.232-18 Availability of Funds (APR 1984) 52.232.40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Clause) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (DEVIATION) (JUL 2016) VAAR 852.219-74 Limitations on Subcontracting - Monitoring and Compliance (JUL 2018) This solicitation includes VAAR Clause 852.219-10, VA Notice of Service-Disabled Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1984) (End of Addendum to 52.212-4) 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph a clauses applicable: 52.203-19 Prohibition of Requiring Certain Internal Confidentiality Agreement or Statements (JAN 2017 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) 52.233-3 Protest After Award (AUG 1996) (31 U.S.C. 3553) 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004) Paragraph b clauses applicable: (4) 52.204-10 Reporting Executive Compensation & First Tier Subcontract Awards (OCT 2015) (8) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (22) 52.219-28 Post-Award Small Business Program Representation (DEC 2015) (25) 52.222-3 Convict Labor (JUNE 2003) (26) 52.222-19 Child Labor Cooperation with Authorities and Remedies (OCT 2016) (27) 52.222-21 Prohibition of Segregated Facilities (FEB 1999) (28) 52.222-26 Equal Opportunity (APR 2015) (30) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) (33) 52.222-50 Combating Trafficking in Persons (MAR 2015) (44) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (51) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) (58) 52.232-34 Payment by Electronic Funds Transfer Other than Central Contractor Registry (MAY 1999) Paragraph c clauses applicable: N/A N/A Offers are due not later than Monday September 10, 2018 by 9:00 AM Central Time. Offers shall be submitted electronically to email address rebecca.quilhot@va.gov. The email subject line must contain the following: Quote in Response to 36C10E-18-Q-9427, Employee Assistance Services, Milwaukee VA Regional Office. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in the solicitation. Failure to provide any of the required information or the providing of inadequate or unclear information may result in the offer being considered unacceptable. Offerors shall ensure the following information is also on their written quote: Unit Price, Extended price, FOB Point, Prompt Payment Terms, Correct Remittance Address, Cage Code, DUNs Number, Tax Identification Number, Full Name and Telephone Number of vendor's point of contact. The vendor must be active in the System for Award Management (SAM) to receive an award. Offers must be submitted electronically to rebecca.quilhot@va.gov. For additional information, please contact the Contracting Officer, Rebecca S. Quilhot by email at rebecca.quilhot@va.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/WDCVARO372/WDCVARO372/36C10E18Q9427/listing.html)
 

Document(s)

Attachment
 

File Name: 36C10E18Q9427 36C10E18Q9427.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4531284&FileName=36C10E18Q9427-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4531284&FileName=36C10E18Q9427-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;Milwaukee VA Regional Office;5000 National Avenue;Milwaukee

Zip Code: WI
 

Record

SN05028001-W 20180810/180808231713-cc56d5f246250496c499053f8c9ab583 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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