S02_VA Answers to Vendor Questions_RFQ 36C10E21Q0089.docx

RFQ 36C10E21Q0089

EAP Services at VBA St. Paul Regional Office Questions and VA Answers

1. What is the existing contract number for this requirement?

VA101V-16-F-3106 GS-15F-0015M

2. Under the referral services heading, how many sessions or visits per issue are required for this solicitation?

See Revised Statement of Work, paragraph i. (8) one-hour sessions per employee per issue per month.

3. Has the number of required sessions or visits per issue changed from the existing contract?

No, the current contract did not specify how many sessions or visits per issue are required.

Yes, please see question #2.

4. Do you have data on the current program utilization?

The utilization has been infrequent (approximately 10 annually) but use of the web-portal has been increasing as we continue to advertise the service.

5. I do not see a mention of legal or financial employee benefits, nor a work-life service portal. Are those needs an expectation for this solicitation?

VA Handbook 5019 Part VIII EAP definition (now referenced in the Statement of Work): b. A program designed for the appropriate prevention, treatment, and rehabilitation of employees with alcohol or drug use and abuse problems is mandatory. A broader Employee Assistance Program (EAP), encompassing, but not limited to emotional stress, mental health disorders, family or relationship difficulties, financial/legal concerns, job stress and other concerns that may affect work performance and personal health issues which affect employee performance and/or conduct, is highly encouraged.

Based on the Office of Personnel Managements definition of EAP services, legal and financial issues are under the EAP umbrella and therefore expected services. OPM’s link for reference: Employee Assistance Programs (opm.gov)

The statement of work specifically states that at a minimum telephonic coverage must be provided but any additional services like a work-life service portal are absolutely valuable and appreciated by employees and management.

6. How many sessions are requested on this RFQ (3,5,6,8)?

See Revised Statement of Work, (8) one-hour sessions per employee per issue per month.

7. Is there a current contractor performing this service?

Current contract expired on May 31, 2021

8. If so, what is the contract value?

Approximately $42,600.00 total for the 5-year period.

9. Is all client interaction telephonic?

No, See Revised Statement of Work, e. In addition, to ensure availability, services may be offered in many forms to include face to face, over the internet, and any other manner that may be available.

10. Does VA cover Malpractice/Liability Insurance?

No.

11. Is there a hardcopy record maintenance requirement and is it on VA premises?

See Statement of Work #5 Confidentiality regarding record maintenance. The storage of records must be on contractor premises and secured in a locked file: “These records must be maintained on the business premises in a secured locked file.”

There is no requirement that hardcopy record maintenance is required. There is a requirement to have a secure system of records. If paper records are used, records shall only be maintained in hard copy file folders by employee name, in locked file cabinets, with access limited to the employee assistance counselor or coordinator, as appropriate.

12. Are all Brochures/Posters/Materials provided by VA? – No, none are provided by the VA. See Statement of Work, 2. Program Requirements, g. Additional Services, a.

13. Can the Government please specify what are the Volumes needed to be submitted?

From the Combined Synopsis/Solicitation Notice

7. Quote Preparation Instructions: Quotes shall be based on the requirements of the solicitation, and must contain the following:

Part I - Price: Insert proposed unit and extended prices in all Contract Line Item Numbers (CLINs). All prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458.

Quoter shall submit a written document on how they will accomplish all the Description of Requirements / Statement of Work in paragraph vi.

14. “Quoter shall submit a written document on how they will accomplish all the Description of Requirements / Statement of Work in paragraph vi.” from Quote Preparation Instructions in page 7 of 13, Can the Government please clarify whether Offeror has to provide the solution for this in Part – 1 Price or in other Part/Volume if in other volume please provide us with a name for the file to be submitted along with price?

Prefer this to be in two volumes but can also be submitted within one and then the CO will redact pricing for those reviewing how you will be accomplishing all the Description of Requirements / Statement of Work in paragraph vi.

15. Is there an incumbent on this contract, if the Government is at liberty to provide the incumbency information, can you please provide Incumbent Name and Incumbent Contract value?

VA101V-16-F-3106 GS-15F-0015M

16. Can the Government please provide us incumbent Labor Categories and number of Full Time Equivalents (FTE) for this Effort? No

17. Can the Government please specify whether the work is performed at Government site or at Contractor site? Contractor site. However, See Revised Statement of Work, e. In addition, to ensure availability, services may be offered in many forms to include face to face, over the internet, and any other manner that may be available.

18. Can the Government please specify whether the tollfree number is assigned to the winning contractor or the contractor has to come up with a plan for communication? The winning contractor is responsible providing the tollfree number.

19. Can the Government please provide us with the historical volume of EAP requests?

See answer within number 4.

20. Can the Government please provide us with the historical volume of referrals of employees for counselling?

See answer within number 4.

21. Can the Government please clarify that the contractor has to provide all 865 personnel EAP services irrespective of requests for EAP service from the VA personnel?

Yes, the requirement is for 865 employees and their immediate families.

The provision of services will be at the request of employees and supervisors. There is a requirement to provide services to all 865 employees should they request services. No individual services are required if not requested.

22. Can the Government please clarify whether this opportunity is under Service Contract Act (SCA) or not?

As stated within the Combined Synopsis/Solicitation Notice Paragraph (c) clauses applicable:

(6) 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services – Requirements (MAY 2014)

23. If this opportunity is under SCA can the Government, please provide us with the appropriate Wage Determination and Labor Category?

Not Applicable, see answer to number 22.

24. Can the Government please elaborate “Cost is included in the EAP price per employee rate.” In the section g Additional Services in page 3 of 13?

Basically, all costs associated with providing the requirements within the Statement of Work to the 865 employees and immediate families must be included in your monthly quoted amount. See change to the Statement of Work

25. Can the Government please clarify whether there is a fixed amount or quantity-based fee for Additional Services (VA brochures, posters, and other materials) if yes please provide us with the details?

The cost of the Additional Services shall be included in your monthly price quotation. Also see

ADDENDUM TO 52.212-2

1. Contract Type: The contract will be firm-fixed price.

26. Can the Government please specify whether resumes are required or not at the time of submission?

No resumes are required but can be provided.

27. If yes for all the personnel or only for Key Personnel?

No resumes are required but can be provided.

28. Could you please tell me if the Combined Synopsis/Solicitation posted as solicitation number 36C10E21Q0089 will be a follow-on requirement to any work performed currently or in the past, or will this be a new requirement?

Follow-on required to contract VA101V-16-F-3106 GS-15F-0015M that expired on 05/31/2021.

29. Do Therapist need to be licensed in same state of practice?

Yes.