36C24822Q0823_1.docx

36C24822Q0823

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE

DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a.

PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE

ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26.

TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212

-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

675-22-3-5431-0010 36C24822Q0823 05-03-2022 Rohan McKenzie 407-631-8720 05-17-2022 16:00

EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827 X X 624190 $12 Million N/A X Department of Veterans Affairs Orlando VA Healthcare System Multiple Locations 13800 Veterans Way Orlando Fl 32827 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429 See CONTINUATION Page

a. Employee Assistance Program

b. Period of Performance:

Base period: Date of award - 05/31/2023 Option Period 1: 06/01/2023 through 05/31/2024 Option Period 2: 06/01/2024 through 05/31/2025 Option Period 3: 06/01/2025 through 05/31/2026 Option Period 4: 06/01/2026 through 05/31/2027

c. Please read 52.212-1, 52.212-2 and 852.219-77 within the solicitation prior to request for clarification and submitting your quote.

See CONTINUATION Page X X Rohan McKenzie

VA-VHA-RPOE-2019-0FBC627

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

1. CONTRACTOR:

Person administering contract for the Contractor

Address

City-State-Zip

Phone Number

Fax Number

Email Address

DUNS #

Federal Tax I.D. #

1. GOVERNMENT: Contracting Officer, 36C248, Rohan McKenzie Network Contracting Office 8 (NCO8) Department of Veterans Affairs Orlando VA Healthcare Systems 13800 Veterans Way Orlando, FL 32827-7403

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, in arrears and upon acceptance of services rendered

1. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Corporation e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling (877) 752-0900 option 2 for Enrollment.

1. For assistance when setting up e-invoicing, the below information is provided:

· Tungsten Network e-invoice Registration: VA.Registration@tungsten-network.com

· Tungsten Network Customer Service: (877) 489-6135

· VAFSC – for Invoice receipt or payment questions, call: (877) 353-9791 or

· VAFSC Email: vafsccshd@va.gov

f. FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF SUBMISSION FOR PAYMENT REQUESTS

4. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

5. CONTRACT ADMINISTRATION: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Employee Assistance Program: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to provide Employee Assistance Services 5,459 Veterans Affairs (VA) Employees and 341 Florida Caribbean Consolidated (FCCPAC) employees. Including telephone consultation, training and promotional materials, supervisor manuals, access to the website for all employees and supervisor training.

Contract Period: Base POP Begin: 06-01-2022 POP End: 05-31-2023 PRINCIPAL NAICS CODE: 624190 - Other Individual and Family Services PRODUCT/SERVICE CODE: G099 - Social - Other

Community Counseling Services: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to perform counseling services for Veterans Caregivers.

POP Begin: 06-01-2022 POP End: 05-31-2023

Contractor shall provide Four (4) each one–hour Seminars.

POP Begin: 06-01-2022 POP End: 05-31-2023

Traumatic Incident Management (TIM): Contractor shall provide Medium-Large range on an "as needed basis" crisis management to assist with emergencies in the workplace and unlimited critical incident stress debriefings conducted on-site for traumatic incidents. This is an estimated quantity.

POP Begin: 06-01-2022 POP End: 05-31-2023

Employee Assistance Program: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to provide Employee Assistance Services 5,459 Veterans Affairs (VA) Employees and 341 Florida Caribbean Consolidated (FCCPAC) employees. Including telephone consultation, training and promotional materials, supervisor manuals, access to the website for all employees and supervisor training.

Contract Period: Option 1 POP Begin: 06-01-2023 POP End: 05-31-2024

Community Counseling Services: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to perform counseling services for Veterans Caregivers.

POP Begin: 06-01-2023 POP End: 05-31-2024

Contractor shall provide Four (4) each one–hour Seminars.

POP Begin: 06-01-2023 POP End: 05-31-2024

Traumatic Incident Management (TIM): Contractor shall provide Medium-Large range on an "as needed basis" crisis management to assist with emergencies in the workplace and unlimited critical incident stress debriefings conducted on-site for traumatic incidents. This is an estimated quantity.

POP Begin: 06-01-2023 POP End: 05-31-2024

Employee Assistance Program: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to provide Employee Assistance Services 5,459 Veterans Affairs (VA) Employees and 341 Florida Caribbean Consolidated (FCCPAC) employees. Including telephone consultation, training and promotional materials, supervisor manuals, access to the website for all employees and supervisor training.

Contract Period: Option 2 POP Begin: 06-01-2024 POP End: 05-31-2025

Community Counseling Services: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to perform counseling services for Veterans Caregivers.

POP Begin: 06-01-2024 POP End: 05-31-2025

Contractor shall provide Four (4) each one–hour Seminars.

POP Begin: 06-01-2024 POP End: 05-31-2025

Traumatic Incident Management (TIM): Contractor shall provide Medium-Large range on an "as needed basis" crisis management to assist with emergencies in the workplace and unlimited critical incident stress debriefings conducted on-site for traumatic incidents. This is an estimated quantity.

POP Begin: 06-01-2024 POP End: 05-31-2025

Employee Assistance Program: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to provide Employee Assistance Services 5,459 Veterans Affairs (VA) Employees and 341 Florida Caribbean Consolidated (FCCPAC) employees. Including telephone consultation, training and promotional materials, supervisor manuals, access to the website for all employees and supervisor training.

Contract Period: Option 3 POP Begin: 06-01-2025 POP End: 05-31-2026

Contractor shall provide Four (4) each one–hour Seminars.

POP Begin: 06-01-2025 POP End: 05-31-2026

Community Counseling Services: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to perform counseling services for Veterans Caregivers.

POP Begin: 06-01-2025 POP End: 05-31-2026

Traumatic Incident Management (TIM): Contractor shall provide Medium-Large range on an "as needed basis" crisis management to assist with emergencies in the workplace and unlimited critical incident stress debriefings conducted on-site for traumatic incidents. This is an estimated quantity.

POP Begin: 06-01-2025 POP End: 05-31-2026

Employee Assistance Program: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to provide Employee Assistance Services 5,459 Veterans Affairs (VA) Employees and 341 Florida Caribbean Consolidated (FCCPAC) employees. Including telephone consultation, training and promotional materials, supervisor manuals, access to the website for all employees and supervisor training.

Contract Period: Option 4 POP Begin: 06-01-2026 POP End: 05-31-2027

Community Counseling Services: Contractor shall provide the necessary supervision, labor/personnel, materials, tools, and equipment to perform counseling services for Veterans Caregivers.

POP Begin: 06-01-2026 POP End: 05-31-2027

Contractor shall provide Four (4) each one–hour Seminars.

POP Begin: 06-01-2026 POP End: 05-31-2027

Traumatic Incident Management (TIM): Contractor shall provide Medium-Large range on an "as needed basis" crisis management to assist with emergencies in the workplace and unlimited critical incident stress debriefings conducted on-site for traumatic incidents. This is an estimated quantity.

POP Begin: 06-01-2026 POP End: 05-31-2027

B.3 PERFORMANCE WORK STATEMENT

EMPLOYEE ASSISTANCE PROGRAM (EAP)

A. General: The Orlando Veteran Affairs Healthcare System (OVAHCS) has a requirement to provide an independent local counseling service for assessment, referral, and limited counseling. Referrals of employees and/or eligible family members may be self-referral or by his/her supervisor. OVAHCS, as an employer, recognizes mental and emotional disorders, alcoholism, and drug abuse as treatable health conditions.

B. Background: The Employee Assistance Program (EAP) has been made available to five thousand four hundred fifty-nine (5459) OVAHCS employees and three hundred forty-one (341) Florida Caribbean Consolidated (FCCPAC) employees. This program serves employees who are experiencing personal problems that may be affecting their job performance, attendance, or conduct. EAP counselors provide assessment, referral, and short-term counseling services to employees with family or marital difficulties, alcohol, or drug dependency, financial, emotional, or other problems. Based on historical annualized utilization from January 01, 2021, through December 31, 2021, there were 333 EAP cases serving 371 employees and dependents. Performance Work Statement (PWS) is identifying a need between 300 to 372 sessions per quarter.

C. Objective of the Employee Assistance Program (EAP): The objective is to provide support services access to appropriate prevention, treatments and rehabilitation programs for employees, and eligible caregivers/family members with alcohol, drug, mental, emotional, family or other personal problems which adversely affect job performance. The objective is to also provide guidance for supervisors to effectively handle problems of employees, which adversely affect job performance. The EAP must offer unequalled accessibility for VA employees and family members/caregivers no matter where they live or work. Employees may initiate contact with the EAP or be referred by-supervisor, labor representative, drug-testing program coordinator, Employee Health Physician, or any number of other sources.

D. Period of Performance: The period of performance is scheduled for a base period of twelve (12) months plus four (4) twelve (12) months option periods.

E. Place of Performance: The contractor facilities shall be in close proximity of the below locations in table 1.

1. Table 1.

Orlando VA Medical Center at Lake Nona 13800 Veterans Way Orlando, FL 32827

Lake Baldwin VA Medical Center 5201 Raymond Street Orlando, FL 32803

Tavares VA Community Based Outpatient Clinic 1390 East Burleigh Boulevard Tavares, FL 32778

Kissimmee VA Community Based Outpatient Clinic 2285 N. Central Ave.

Kissimmee, FL 34741

Clermont VA Community Based Outpatient Clinic 805 Oakley Seaver Drive Clermont, FL 34711

Deltona VA Community Based Outpatient Clinic 1200 Deltona Boulevard Deltona, FL 32725

Palm Bay VA Outpatient Clinic 5200 Babcock Street, Suite 101 Palm Bay, FL 32905

Westside Pavilion VA Clinic (UMHS Annex) 1821 Business Park Blvd Daytona Beach, FL. 32114

Psychosocial Rehabilitation & Recovery Center (PRRC) 3731 S. Clyde Morris Blvd Port Orange, FL 32129

Florida Caribbean Consolidated Patient Account (FCCPAC) 2500 Lakemont Avenue Orlando, FL 32814

Viera VA Healthcare Center 2900 Veteran’s Way Viera, FL 32940 William V. Chappell, Jr, VA Multispecialty Community Based Outpatient Clinic 551 National health care Drive Daytona, FL 33

F. Contract Type: Network Contracting Office is contemplating the award of a Firm Fixed-Price contract.

G. Federal Holidays: The contractor shall perform services on federal holidays, or when the government facility closes due to local or national emergencies, administrative closings, or similar government directed facility closings. government shutdowns occur when the government refuses passage of key bills, resulting in the cession of some or all operations by the government. If Veterans Affairs (VA) is affected by a government shutdown during the period of performance, the contractor shall provide services to the government during and after the shutdown. The following Federal Holidays are observed by the government.

1. Table 2

H. Program Assessment: The contractor shall provide an assessment plan to assess employees’ and supervisors’ perception of the Employee Assistance Program. The plan shall be provided to the government for approval before implementation and implemented within six (6) months after contract award. The plan can be implemented earlier if approved by the COR. At a minimum the assessment shall include:

1. A method of surveying program users, including employees, family members and supervisors about their experiences and overall satisfaction with the services provided (survey shall preserve the anonymity of the users from the government).

2. A balance summary of employee and supervisor comments (without identifying employees) about experience with the program.

3. A summary of activities, including statistics of program utilization and the education and outreach activities carried out by the contractor.

4. Major problems and/or obstacles encountered and how these were resolved or dealt with.

5. Major success of the program.

6. An executive summary of the findings.

I. Program Requirements: The contractor shall provide, at a minimum, the following;

1. The contractor shall be available 24 hours day, 7 days a week, through a toll-free EAP point of contact. The toll free number must be provided within one (1) business day after the contract award date. Expert, credentialed staff must answer phone calls within 2 minutes, establish eligibility for services, and identify the services needed (e.g., referral to an EAP counselor, information on community resources, referral to legal and financial experts, etc.). The contractor shall provide a separate TTD number (for the hearing impaired) for employees to call into the EAP Program. The toll free number must be provided within one (1) business day after the contract award date. The EAP must offer unequalled accessibility for employees and their family members – no matter where they live or work. Employees may initiate contact with the EAP or be referred by-supervisor, labor representative, drug-testing program coordinator, Employee Health Physician, or any number of other sources. An employee will see a counselor at an office (were available) in proximity to where he or she works. EAP counselors must be available for face-to-face sessions at designated times throughout the day. An EAP counselor must be available at any time for emergencies.

2. Services for VA employees and their families shall include up to six visits per presenting problem for evaluation, assessment and initial counseling directed toward identifying and assessing the complexity of personal problems, which may affect job performance and may include but are not limited to , short-term counseling, financial counseling, Traumatic Incident Management (TIM), short-term substance abuse counseling services, social service assistance, information and referral, and health education training.

3. The approved caregivers/ family members do not have a limit on the number of sessions they can receive.

4. Referral services, to include motivational counseling and referral to competent care and follow up directed toward appropriate community resources, within the employee’s means, for employees and dependents whose problems warrant additional treatment. EAP counseling, communications, and information and referral services may be in person, by telephone, or fax, but generally may not be by e-mail, internet, or intranet. Exceptions may be made when the employee gives consent to send and receive information to and from the EAP by e-mail, internet or intranet. Consent must be documented and retained in the employee's EAP file. Before an employee gives consent, he or she must be informed that there is no expectation of privacy regarding such communication or information stored within the agency’s computer system.

5. Management consultation services, to include telephone consultation for the purpose of assisting supervisors to determine and implement a course of action for dealing with an employee with performance problems that may be connected with mental, emotional, drug, alcohol, or personal problems within the scope of this contract.

6. Training, orientation, and promotional material that the contractor shall provide is to include:

7. Provide introductory brochures, wallet cards and posters. The contractor shall provide each site with sufficient brochures and wallet cards to distribute one to each employee, plus ten (10) percent. Quarterly thereafter, the contractor shall provide informational brochures highlighting EAP topics of employee interest. The brochures shall include, but not be limited to, how to obtain EAP services, what services are available, and who are covered under the program. Material shall emphasize the confidential nature of the EAP. The number of posters provided at contract. Quantities will be based upon the number of agency locations, the number of covered employees, and the needs of the agency. Thereafter, and upon request, the contractor shall supply additional copies of brochures, wallet cards, and posters within one (1) week after the start of each performance period. The contractor shall mail, wallet cards and posters or hand deliver, to the agency's location. Any materials requested beyond those provided, or to locations beyond the first two, will be at the expense-of the agency.

8. Supervisor manuals provided for distribution. Manuals shall contain an overview of the EAP, tips for supervisors in handling common workplace issues; such as absenteeism, identifying and assisting troubled employees, recognizing the impaired professional and how to build successful teams within their work-place. The contractor shall mail, or hand deliver, to the agency's location.

J. Tasks: The contractor shall provide the following tasks.

1. Management consultation services twenty-four hours a day, seven days a week to a toll-free number for counseling or face-to-face sessions at designated times throughout the day, to include telephone consultation for the purpose of assisting supervisors to determine and implement a course of action for dealing with an employee with performance problems that may be connected with mental, emotional, drug, alcohol, or personal problems. An Expert, credentialed counselor to receive phone calls within 2 minutes from VA employees, and eligible family members/caregivers. Counselor’s office shall be in proximity to VA employee place of duty or eligible family members/caregivers domicile.

2. Community Counseling Services: In addition, OVAHCS has a need for community counseling services that mirror the EAP. The service shall be provided between one and ten caregivers/ family members of Veterans that are eligible for mental health counseling services. This group of eligible caregivers/family members may exceed six (6) session limit if deemed clinically appropriate at the discretion of the clinician with no need for pre-approval. Caregivers/family members living in the community with veterans are eligible for individual support services. They will identify themselves an eligible caregivers when they call for counseling.

3. Short term, long term, financial, legal and substance abuse counseling. Services for VA employees and their families shall include up to six visits per presenting problem for evaluation, assessment and initial counseling directed toward identifying and assessing the complexity of personal problems, which may affect job performance and may include but are not limited to, short-term counseling, financial counseling, short-term substance abuse counseling services, social service assistance, community resources and health education training.

4. Referral to motivational counseling and competent care. Follow up with appropriate community resources for employees and eligible family/caregivers whose problems warrant additional treatment. EAP counseling, communications, information and referral services may be in person, by telephone, or fax, but generally may not be by e-mail, internet. Exceptions may be made when the employee and eligible family/caregivers consent to send and receive information to and from the EAP contractor by e-mail, or internet. Consent must be documented and retained in the employee's EAP file. Before an employee gives consent, he or she must be informed that there is no expectation of privacy regarding such communication or information stored within the agency’s computer system.

5. Introductory brochures, posters and wallet cards of the EAP at each facility listed in table 1. within 30 calendars days after contract award. The contractor shall provide each site with sufficient brochures plus ten (10) percent. The number of posters provided at contract start-up will be agreed upon by the agency and the contractor.

6. Introductory and quarterly thereafter, informational brochures highlighting EAP topics of employee interest. The brochures shall include, but not be limited to, how to obtain EAP services, what services are available, and who are covered under the program. The brochure shall emphasize the confidential nature of the EAP.

7. Manual for supervisors overview of the EAP with tips to recognize workplace issues such as absenteeism, recognizing the impaired professional and how to build successful teams within their work-place.

8. An EAP website to access at work or domicile for VA employees and eligible family members/caregivers to have another avenue to be educated and seek topics of interest.

9. Four (4) each one–hour Seminars per period of performance for OVAHCS employees. Topics covered may vary, such as coping with grief, financial stress, and management strategies, and dealing with workplace changes. The contractor may use technology through webcast for this training.

10. Maintain an employee and eligible family/caregiver file at their facility.

11. Provide Traumatic Incident Management (TIM): Contractor shall provide crisis management to assist with emergencies in the workplace and unlimited critical incident stress debriefings conducted on-site for traumatic incidents.

K. Statistical Reporting: Prior years statistical reporting is available at Section D, Attachment A. Statistical report shall be provided to the COR on a quarterly basis and shall include the following information.

1. Summary status report and individual status reports on all active cases, cases dropped, cases disposed or resolved. For each of the categories, alcohol, other drugs and emotional/other (which shall be further sub-classified into emotional/psychological/psychiatric, marital, other family, financial, legal, smoking, weight and other, or such other categories approved by the government). Separate data will be provided for veteran caregivers to include the number of unique caregivers and the total number of sessions per caregiver for the quarter.

2. For Employee and their families, the information shall be classified as follows:

· Number of self-initiated (voluntary) referrals

· Number of managements initiated (involuntary) referrals

· Number of referrals as a result of drug testing

· Number helped (restoration of job performance)

· Number not helped

· Number for whom it is too soon to tell

· Total number of new or re-opened cases

· Utilization rate (annualized in quarterly reports)

3. In order to reduce the possibility (or perception by employees of the possibility) that information extracted from statistical data could be used to identify employees, data provided by the contractor will be limited to the above data elements.

L. Training: The contractor is expected to provide, at a minimum, the following training and orientation as described below:

1. A scheduled outline topics for supervisory training through webcast or webinars for approximately 30 minutes long shall be provided. The training shall include, but not be limited to, the following topics: availability of advice and consultation for supervisors, basic distinction between supervision and counseling, general principals of crisis management need for supervisors to emphasize privacy and confidentiality, voluntary vs. involuntary referral (alternative to administrative adverse action), methods of reporting breakdown or adequacy or continuity of treatment, basic concepts of mental health, illness, alcoholism and substance abuse, treatment methods and prognosis. Training shall be submitted to the Contracting Officer Representative (COR) for review. Training shall be submitted within 30 calendar days and in final form within 45 calendar days after contract award.

A scheduled outline topics for employee orientation through webcast or webinar for approximately 15 minutes long shall be provided. The training shall include, but not be limited to, how to obtain EAP services, what services are available and for whom. The training shall emphasize the confidential nature of the EAP. The scheduled outline topics for training shall be submitted to the COR for review and approval. Schedule outline topics shall be submitted within thirty (30) calendar days after contract award and in final form within five (5) calendar days after COR approval.

2. Orientation sessions for employees shall be held at the medical center and clinics which shall include, but not be limited to, how to obtain EAP services, what services are available and for whom. The orientation shall emphasize the confidential nature of the EAP.

3. The government reserves the right of final review and approval of all informational materials to be distributed to employees and supervisors.

M. Administrative Capability:

1. 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 the COR, and assess established health insurer’s programs or services of other social service agencies for referral potential.

N. Agency Policies: Orlando VA Medical Center, as an employer, recognizes mental and emotional disorders, alcoholism and drug abuse as treatable health conditions.

1. The program will be available to all employees who choose to subscribe to the program.

2. The contractor shall keep all records and discussions of personal problems confidential and will not jeopardize an employee’s job security, promotional opportunities, or reputation. All individual records will be kept by the contractor and will not be forwarded to the participating agency without the written consent of the employee. Statistical data provided to the OVAHCS and the clinics will be compiled in such a way that the identity of individual employees cannot be ascertained. In the event, that it is impossible to provide statistical data and still protect the identity of an employee; protection of the employee’s identity shall take precedence.

3. Since problems at home may affect job performance, coverage will be extended to members of the employee’s families when appropriate. Coverage of family members is appropriate when the family member has a problem that is connected with the employee’s alcohol or drug abuse, or when the employee has a personal problem that may be helped by seeing the family member, or when the personal problems of the family member is affecting the employee’s ability to function on the job.

4. Supervisors may use the program to recommend employees to the program or to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance. It is the intent of the program to provide for intervention only when problems affect job performance or reflect discredit to the participating agency. No employee specific information may be exchanged without a signed release of information.

5. These policies do not alter nor replace any existing administrative policies or contractual agreement of Orlando VA Health Care System but are intended merely to assist OVAHCS in carrying out existing policies.

O. Licenses and Qualifications:

1. The contractor is responsible for employment of the counselors which includes validation of the qualifications of the individual counselors. If they work for a subcontractor, the contractor maintains responsibility for verification of the credentials.

2. The EAP staff shall have demonstrated ability to work in an industrial/business setting, and to advise supervisors and managers on dealing with troubled employees and, at a minimum, shall possess the following qualifications:

· He/she shall be a professional trained psychologist, social worker, psychiatric nurse.

· The individual shall meet applicable state requirements as to licensure and/or qualifications which are necessary to practice within the applicable state.

· He/she shall have at least two (2) years of experience in the field of alcoholism and drug abuse counseling.

· Any personnel proposed as EAP counselors shall be a Graduate Mental Health Professionals (Master’s Degree) with at least two (2) years of experience in the field of alcoholism and/or drug abuse; or

· The offeror shall certify that all employees or assignees have the required qualifications and credentials and are registered/ licensed in the applicable state of performance by submitting copies of the licenses.

P. Confidentiality of Records and Referrals:

1. Introduction: The contractor must be committed to the highest professional and ethical standards in maintaining the privacy and confidentiality of client information. EAP staff must adhere to the intent and spirit of the laws, policies, and regulations that provide for the protection of personal information. All individuals who utilize EAP will be informed about the policies and procedures for maintaining confidentiality. In addition, organizations that partner with the EAP are required to adhere to these policies and procedures. Before the release of any confidential information, the client's signature is required. This signature allows for the flow of information between the client, the program, and the requisite organization. Disclosure may occur when there is a danger to self; others, or property, as outlined in the Statement of Understanding signed by the employee and as authorized by law. Authority: EAP client information and records are protected from disclosure under 5 U.S.C. § 552a, the Privacy Act of 1974, Pub. L. No. 93-579 §3, 88 Stat. 1897 (1974) {codified as amended at 5 U.S.C. § 552a (1999)); 42 C.F.R. Part 2 (2001), Confidentiality of Alcohol and Drug Abuse Patient Records ("the Confidentiality Regulations"); and, 45 C.F.R. Parts 160, 162 and 164 (implementing provisions of the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191, 110 Stat. 1936 (1996)), as applicable. Depending on the location in which EAP services are provided and the professional credentials of the EAP counselor, additional protection of client information may be provided by state and professional association laws, regulations, and procedures. The contractor will maintain records in accordance with 68VA05 Privacy Act System of Records Notice that can be found at the following link: SORNsPriorto1995.PDF (va.gov).

1. Information Released to Supervisors: Employees may be referred to the EAP by supervisors because of work performance and/or conduct issues. Information about an employee's visit to the EAP will not be released to a supervisor without the employee's written consent, regardless of the nature of the referral, except in very limited situations (e.g., when an employee uses the EAP during work hours, the EAP will confirm that the employee attended an EAP session). Employees are not compelled or required to release information about their visits to the EAP to supervisors. When they choose, to do so, they will sign a consent form that allows for the release of limited information.

1. Record-Keeping and Record Ownership

· The contractor shall maintain records in a manner that supports the professional delivery of services and the confidentiality requirements, including storage, contents, and destruction. Active EAP records are under the custody of the contractor for the length of an agency's contract.

· At the completion of the contract, the incumbent may be required to transfer any active EAP cases to another EAP provider with the express permission and instructions from the COR and written confirmation of the incumbent and the new contractor.

Q. Deliverables:

1. The below are the minimum deliverables. The contractor is encouraged to outline additional and/or more specific deliverables that align with the EAP. The contractor shall provide the deliverables within the due time frame. If the deliverables cannot be met within the due time frame, the contractor shall communicate with the COR and the CO for an alternative deliverable time frame.

2. Table 3

R. Exclusions:

1. Medications and physical examinations are not to be considered a part of the independent counseling services for the EAP and shall not be provided under this contract. Employees shall be advised that the government will not reimburse through this program for physical examinations, drugs, or other medical treatments.

S. Proper Invoicing:

1. The contractor shall adhere to Federal Acquisition Regulation (FAR) 32.905 (b) for proper invoicing. The contractor shall submit invoices no later than 5 business days after the end of each performance month for all work completed within that month.

Invoice shall include a copy of the maintenance record and cost of each repair. The COR shall only certify invoices for payment after verifying services have been performed and in strict accordance with the schedule of the price/cost schedule.

T. Performance Requirements Summary (PRS):

The PRS is a performance indicator that is used to measure the acceptable quality of performance period that must be met, who is going to check the measurements, and how these measures will define the success of our program. The below performance standards will be measured accordingly.

1. Table 4

Standards

Satisfactory CPARS

Negative CPARS

proper invoicing

Negative CPARS

Negative CPARS

U. Performance Requirements Summary (PRS):

1. The contractor agrees to attend any post award virtual conference convened by the CO in accordance With the FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the contractor's performance. At these meetings the CO/COR will apprise the contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of issues, if any, being experienced. Appropriate action shall be taken to resolve any outstanding issues. These meetings shall be at no additional cost to the Government.

V. VHA Supplemental Contract Requirements for Combatting COVID-19:

1. Contractor employees who work in or travel to VHA locations must comply with the following documentation requirements:

2. If fully vaccinated, the contractor shall show proof of vaccination. NOTE:

Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

3. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

4. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

5. Documentation will not be collected by the VA; Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

6. Contractor employees are subject to daily screening for COVID-19 and may be denied to entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Check regularly for updates.

7. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

8. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

9. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

36C24822Q0823

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers.