36C10D24Q0294.docx

Presolicitation Notice

GENERAL INFORMATION

Veterans Benefits Administration

VBA New Orleans Regional Office

1250 Poydras Street

New Orleans LA

CONTACT INFORMATION

Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006

POINT OF CONTACT*

Contract Specialist Craig Harris Craig.Harris@va.gov

DESCRIPTION

Solicitation: 36C10D24Q0294 This is a FAR 13 Simplified Acquisition Procedures Solicitation Type of Solicitation: 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside Location of Solicitation: Sam.gov

NAICS: 624190

PSC(s): R499 Description: EMPLOYEE ASSISTANCE PROGRAM Quote due: 09/05/2024@11:00 eastern time with completed and signed copy of solicitation.

Contracting Officer: Craig Harris, Craig.Harris@va.gov See Solicitation 36C10D24Q0294 for more details.

Interested Party requirements:

Vendors must have active registrations in SAM.gov and SBA.gov well as have current, updated information actively vendorized with the Financial Service Center (FSC). Award will not be held for vendors who do not comply with the solicitation.

Evaluation Criteria:

Quotes will be evaluated in accordance with FAR 13.106-2 Evaluation of quotations or offers.

Evaluation will be Best Value to the Government Quotes will be evaluated for a fair and reasonable price.

Department of Veterans Affairs STATEMENT OF WORK (SOW) Employee Assistance Program

1. General Information

1.1 Background: The Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA) New Orleans 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 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 shall be confidential and shall not jeopardize an employee's job security, promotional opportunities, or reputation. These records shall be kept by the designated counseling resource; furthermore, an individual's specific records shall not be reported to the regional office. Verification of usage shall 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 shall 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 shall be considered. This policy does not alter nor replace existing administrative policy or contractual agreements but serves to assist in their utilization. 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.

1.2 Scope of work: This Statement of Work delineates the various tasks, deliverables, and activities required for individual, face-to-face, and as needed counseling of employees and their immediate family members on a host of personal and job-related matters. Problem areas shall include, but are not limited to, alcohol/drug abuse, trauma, mental illness, relationship/family conflicts, financial, stress, and job problems. The Contractor shall provide crisis intervention, assessment, information, and referral, short- term counseling, and follow-up monitoring.

1.5 VBA Regional Office’s Hours of Operation: Services shall be performed during VBA New Orleans Regional office’s normal working hours from 8:00 AM to 4:30 PM. The Contractor shall not perform services during federal holidays observed by Department of Veterans Affairs.

1.8.2 All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of because of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

1.8.3 See attached VA Handbook 6500.6, Contract Security Appendix C.

1.8.4 No background investigation is required.

1.9 Non-Personal Services: These services are non-personal. Contractor personnel are not subject to the supervision and control of a government officer or employee in accordance with (IAW) Federal Acquisition Regulation (FAR) 37.104(a) (1) (ii). Rather, contractor personnel perform their duties IAW specific tasks outlined in the SOW. Supervisory functions such as hiring, directing, counseling, and firing of contractor personnel are not performed by the Government. The contractor personnel who furnish services under this contract are subject to Government technical oversight of the services provided. The Government retains the right to reject services and or fees for contractual nonperformance.

1.10 Invoices: Contractor shall email invoices monthly in arrears to the email address listed on page one

(1) block 18a of the contract that includes the following information: Contract and obligation numbers; Company name, address and phone number and invoice number and invoice date.

2. Definition and Acronyms: N/A

4.1 Contractor shall provide the necessary intake staff and other resources to conduct a successful EAP. The contractor shall maintain a 5% utilization rate for traditional EAP counseling services. The contractor shall provide an initial screening and up to three hours of counseling sessions, if needed, each contract year, to each employee that wishes to utilize this contract. Payment for any additional sessions shall be the responsibility of the employee and shall not be considered part of this contract. The program utilization rate is determined by dividing the number of clients whom have been clinically serviced by the program by the total number 274 of eligible employees (plus family members).

4.2 Specific Contractor Tasks:

4.2.1 Diagnostic Services: Problem assessment visits (unlimited) and initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance. Issues requiring counseling include but are not limited to: Substance Abuse, Personal/Emotional Concerns, Job Performance, Financial Problems, Gambling or Other Compulsive Behaviors, Family/Marital/Parenting Issues, Occupational Stress, Divorce.

4.2.2 Short-Term Counseling Services: Performed in-house directed toward clients whose problems can be addressed in one visit. Counseling shall be face-to-face for, as needed for a maximum of three sessions. Evaluation and counseling services shall be performed at the contractor's facility. The contractor’s facility must be in New Orleans, Louisiana. If additional counseling is necessary, a referral to a community facility or the patient’s primary care physician shall be provided. VA employees shall be responsible for payment of any referred services.

4.2.3 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. The contractor shall contact the employee 14 calendar days after the referral is given to ascertain its appropriateness.

4.2.4 Work-Related Issues: Issues covering job dissatisfaction and/or work-related problems shall be referred to the VA's EAP Coordinator(s).

4.2.5 Diagnostic and referral services shall be available from a minimum of one location in and around the New Orleans metropolitan area. A 1-800 number shall be available for out-based employees. Contractor shall have referral capability in the out based areas.

4.2.6 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.

4.2.7 Appointments shall be made so that the client shall be seen within three (3) working days or sooner as appropriate.

4.2.8 Contractor shall provide the VA, yearly update statistical reports and cumulative utilization data summarizing diagnostic and referral activity. No identifying data on individual employees or their dependents shall be provided to the VA unless the employee would provide in writing in advance, an approved release for such information.

4.2.9 Upon request, Contractor shall 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.

4.2.12 Upon request, the contractor shall 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.

4.2.13 Upon request, the contractor shall provide two onsite training and education services per year (morning and afternoon) of one hour in duration. These sessions shall explain to the government employees the purpose of EAP as it relates to early identification and prevention of personal, family, and work-related problems. It should also explain the full range of services offered by EAP and their potential costs.

4.2.14 Quality Control Program: The Contractor shall maintain and follow its own established Quality Assurance and Surveillance Plan (QASP). The Government shall monitor the Contractor’s performance under this contract utilizing customer complaints and re-performance of requirements at no cost to the government. The Contractor is responsible for complying with all appropriate regulations and guidelines of OSHA and any other pertinent federal, state, and local laws. The contractor shall obtain and maintain all necessary licenses, permits, insurance and applicable health and safety program.

4.2.15 The contractor shall maintain malpractice coverage on any clinical staff involved in this contract and is solely responsible for all clinical recommendations. The contractor shall hold & save the Government free from damages due to the provision of counseling services in connection with EAP, except for damages due to the fault or negligence of the Government.

5. Changes to the Statement of Work (SOW):

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

Presolicitation Notice