36C10D26Q0174.docx

Presolicitation Notice

GENERAL INFORMATION

Veterans Benefits Administration

Winston Salem Regional Office

251 North Main Street

Winston-Salem NC

CONTACT INFORMATION

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

POINT OF CONTACT*

Contract Specialist Tracey Robinson Tracey.Robinson3@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

This presolication notice is not a request for formal quotes. Solicitation,36C10D26Q0174, will be issued on or about August 10,2026. Period of performance shall be for a base and four option years.

Type of Solicitation: 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside Location of Solicitation posting: Sam.gov- Contract Opportunities

NAICS: 624190

PSC(s): R431 Description: EMPLOYEE ASSISTANCE PROGRAM Contracting Officer: Tracey.Robinson3@va.gov

Interested Party requirements:

Vendors must have active registrations in SAM.gov and SBA.gov. Award will not be held for vendors who do not comply with the solicitation.

STATEMENT OF WORK (SOW) - EMPLOYEE ASSISTANCE PROGRAM (EAP)

BACKGROUND

The Department of Veterans Affairs Winston-Salem VA Regional Office has a requirement to provide Employee Assistance Program (EAP) services to employees and their immediate families. Immediate families include spouses, children, including adopted children and employees’ parents. This requirement will be for one year with the option to exercise four additional years based upon contractor performance.

1. EMPLOYEE ASSISTANCE PROGRAM (EAP) POLICY.

The program is available to all employees and their immediate families, since problems at home may affect work.

a. 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.

b. Verification of usage will be accomplished through VA auditors or auditors suggested by contractors or independent auditors selected by the VA, ensuring confidentiality is maintained for the user.

c. 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 VA.

d. 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.

2. PROGRAM REQUIREMENTS

The EAP Contractor will provide, at a minimum, the following:

a. Employee Assistance Program (EAP) Services: Contractor is required to provide Telephonic EAP Services on a 24 hour, 7 Days a week basis (i.e. 24/7) and in-person counseling up to 6 sessions per issue. Service price will be based upon Employee Population, which is 1356.

b. Diagnostic Services: Problem assessment visits (unlimited) and initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance.

c. Short-Term Counseling Services: Performed in-house directed toward clients whose problems can be addressed in one visit.

d. Referral Services: Motivational counseling and referral to competent care and follow-up directed toward appropriate community resources for employees and dependents whose problems warrant specialized and/or longer-term counseling. The services performed under said referrals are not paid for under this contract. The contractor will work with Counselee in setting up a referral that is to be paid for by the Counselee and/or by their Federal Employees Health Benefits (FEHB).

e. 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 shall be made available to locations other than to the Winston-Salem VA Regional Office. Employees located in our out-based offices will have an established toll-free telephone number to access EAP services and the contractor will have referral capability. The offices are:

f. 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. The contractor should forward medical emergency calls to 911 when applicable.

i. Appointments will be made so that the client will be seen within three (3) working days or sooner if appropriate.

g. Additional Services:

The contractor will provide the VA brochures, wallet cards, posters, slides and other materials to promote and maintain employee awareness, to familiarize:

i. employees and supervisors with services available through the EAP, and to enhance employee and supervisory understanding of how personal problems can affect job performance. The cost to be included in the EAP price per employee rate.

ii. The contractor will provide Annual Supervisory training to the VA to promote the EAP program and detail the various avenues in which Supervisors can utilize the EAP Program. The training can be either in person classroom or online via Teams or Skype. The training would be conducted at the Winston-Salem RO if in person.

iii. The contractor will provide the VA with a quarterly update of statistical reports and cumulative utilization data summarizing diagnostic and referral activity. No identifying data (PII) of individual employees or their dependents will be provided to the VA unless the employee provides it in writing in advance for an approved release.

iv. The contractor will provide the VA quarterly updated statistical reports and cumulative utilization data for each of the sites summarizing diagnostic and referral activity. No identifying data (PII) of individual employees or their dependents will be provided to the VA unless the employee provides it in writing in advance for an approved release.

v. Upon request, the contractor may provide the VA with program evaluation data obtained by the contractor through evaluation of client and/or supervisory feedback of services rendered. Such evaluations 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.

3. ADMINISTRATIVE CAPABILITY: The contractor must have the 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: The contractor to provide the necessary intake staff and other resources to conduct a successful EAP. EAP counselors should have appropriate EAP credentials. Either the Certified Employee Assistance Professional (CEAP) credential or a similar Master Level credential/training.

5. CONFIDENTIALITY OF RECORDS AND REFERRALS: The 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. The contractor agrees to comply with requirements relating to the confidential nature of patient’s records in accordance with 42 USC Section 290dd-2 and the Privacy Act of 1974. The VA agrees to provide the contractor with a copy of these requirements upon request. The contractor shall ensure the physical security and prevention of disclosure of the records, reports or other private information regarding any employee or family members. This information even with the veteran’s written consent cannot be used without the VA’s approval. These records must be maintained on business premises in a secured locked file.

6. LEGAL RESPONSIBILITY.

a) 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.

b) 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.

c) 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 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. Distribution of promotional materials to employees shall be at the expense of the VA.

8. PUBLISHING RESULTS: Information or data gathered relating to the services specified in this contract, or studies or materials based thereon or relating thereto, shall not be made public.

9. VA POINT OF CONTACT:

Name: David Gray Phone: (336) 251-0974 Email Address: david.gray5@va.gov

Presolicitation Notice image1.png