S06 - 36C25226Q0080 0004.docx

36C25226Q0080 0004 solicitation Opportunities (

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(Signature of person authorized to sign) (Signature of Contracting Officer) None 01-09-2026 Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476 To all Offerors/Bidders

36C25226Q0080

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 01-16-2026 17:00 CST X The purpose of Amendment 0004 is to distribute solicitation Questions and Answers and to provide a revised solicitation document reflecting changes the SOW, Technical Evaluation Factors, removal of 52.218-14 Limitations on Subcontracting and 52.222-43 Fair Labor Standard Act and Service Contract Labor Standards clause, in addition to admin changes such as period of performance start dates for each contract year.

Amendment 0004 also hereby extends due date for quotes to 17:00 on 01/16/2026.

Q&A is provided on Continuation Pages of Amendment 0004 and revised solicitation document titled S02 - 36C25226Q0080 - Revised Copy is available as an attachment in SAM Contract Opportunities posting for 36C25226Q0080 The revised copy of the solicitation available in SAM Contract Opportunities be completed and submitted in lieu of original solicitation document.

Ashley Johnson Contracting Officer

CONTINUATION PAGE

Vendor Q&A in response to 36C25226Q0080 for Behavioral Health Services

· Page 12 of 61 Item #. 6.1: Section 6.1 states that all licensed clinicians must "provide specialty trained therapists through an APA-approved training program" and submit supporting documentation at the time of service. Can the Government clarify the following:

Can the Government clarify its intent that APA-approved, may also include other appropriate accreditations, including: NBCC, APA, ASWB, NAADAC, etc.?

The Government’s intent is to ensure that clinicians have completed a rigorous, recognized training program focused on behavioral health and healthcare‑worker well‑being; this may include APA or other nationally recognized accrediting or certifying bodies such as NBCC, ASWB, or NAADAC, provided the training content is appropriate to the services described in the SOW. Offerors should describe their onboarding and specialty training approach and identify the accrediting body or bodies used so the Government can verify alignment with the SOW’s requirements for qualified, specialty‑trained clinicians

· Page 34 of 61 Item #. E.2. 2). f The Government appears to create a new requirement for 5-weeks of APA (or equivalent) onboarding/training. This is not an industry standard, or best practice that we can locate.

Would the Government clarify this requirement?

The SOW requires that clinicians complete a structured onboarding and training process (described in Section 6.1) that prepares them to deliver healthcare‑specific behavioral health services, including measurement‑based care and crisis support, but it does not prescribe a specific five‑week curriculum from APA. References to “APA or equivalent” are intended to indicate that onboarding should be comparable in rigor and depth to training associated with recognized professional bodies (such as APA, NBCC, ASWB, NAADAC) rather than to mandate a single, standardized 5‑week program; offerors should describe the duration and content of their onboarding program and how it equips clinicians to meet all SOW requirements within the 30‑day implementation timeline.

· Page 33 of 61 Item #. 1) c.: The SOW requires a scalability plan for a population of 20,415 VISN-12 employees but does not specify expected staffing levels or utilization rates.

Can the Government provide an historical or projected utilization rate for the VISN-12 population?

The Government does not have any historical utilization data or guaranteed minimum volumes for this requirement; the SOW identifies approximately 20,415 eligible employees, each eligible for up to three sessions per 12‑month period of performance, which yields a theoretical maximum of 61,245 sessions per year. No specific clinician‑to‑employee ratios, caseload limits, or minimum staffing levels are mandated; instead, offerors must propose a scalable staffing model that supports the full identified population, ensures 24/7/365 access including crisis support, meets the 48 calendar hour matching standard, and maintains quality and performance standards as described in Sections 2.1 and 6.2.

· Page 34 of 61 Item #. 3) a., b., c, d., and e.: No separate pricing template accompanies the solicitation. Can the government confirm:

That pricing should be submitted solely using the Schedule of Supplies/Services (Section B), with unit prices filled in for each CLIN (Base + Option Years).

Pricing shall be submitted using the Schedule of Supplies/Services, but not solely. Pricing may be provided via other submitted documents as well.

· Page 34 of 61 Item #. 3) a., b., c, d., and e.: There is no separate CLIN for the Education/Training Requirement listed on Page 8 of 61 (item 2.1) Would the Government consider adding a separate CLIN for this requirement?

Whether subcontracting is permitted for non-clinical functions, such as: Telehealth/video platform services, Scheduling or call-center technology, Data analytics/reporting systems, training content development?

The use of subcontracted care providers is permissible, all care providers, whether subcontracted or not, must meet the minimum requirements for licensing and experience stated herein. Subcontracting for non‑clinical functions—such as telehealth/video platform services, scheduling or call‑center technology, data analytics/reporting systems, and training content development—is permissible, provided all applicable federal acquisition, cybersecurity, and privacy requirements are met and the prime contractor retains full responsibility for performance.

· Page 33 of 61 Item #. 1) c. The SOW requires four quarterly workshops but does not specify content approval or lead time. Can the Government clarify:

What lead time does the Government require for scheduling training workshops?

The Government anticipates a reasonable planning lead time of approximately 30 days for scheduling and coordinating quarterly workshops with the VISN 12 Chief Well‑Being Officer and COR. Topics should align with healthcare workforce well‑being and behavioral health (e.g., burnout, stress management, resilience) or address specific requests from the COR, and workshop content (e.g., slides, handouts, outlines) is subject to Government review and approval in advance of delivery

· Page 9 of 61 Item #. 2.1. The SOW requires program launch and full-service availability within 30 days of award.

Can the Government confirm:

Whether “full-service availability” includes full clinician staffing levels, or whether a phased increase aligned with employee awareness & utilization is acceptable?

Per Section 2.1, the expectation is that all core program elements—including 24/7 access to licensed clinicians, the ability to match employees to therapists within the required timeframe, and the capacity to deliver individual short‑term therapy sessions—are operational within 30 days of award. Offerors may use internal ramp‑up strategies as long as they can demonstrate that, by day 30, they can meet the access, matching, and quality standards in the SOW for the VISN 12 employee population; any phased internal scaling must not compromise those required performance outcomes.

· Page 9 of 61 Page 33 of 61 Item #. 2.1.: & Item #. 1) c.: Will the government provide anticipated audience sizes or attendance expectations for each workshop type?

The SOW does not prescribe fixed audience sizes for workshops; actual attendance may vary by topic, timing, and facility and may include VISN‑wide or site‑specific events as coordinated with the COR. Offerors should propose a workshop delivery approach and virtual platform capacity that can accommodate VISN‑wide participation when requested and should describe how they will adapt format and facilitation for different group sizes

· Page 35 of 61 Item #. E.2 ADDENDUM to FAR 52.212-1 , 3rd to last paragraph: Does the VA require separate PDF files for each volume, or may all volumes be submitted in one combined PDF as long as file size remains under 7MB?

One PDF file is preferred when size remains under 7MB. Otherwise multiple PDF files are allowable.

· Page 7 of 61 Item #. 1.2.: Section 1.2 states that "telehealth providers could be located throughout continental United States and elsewhere.”

Can the Government please clarify whether “elsewhere” is intended to mean OCONUS locations (e.g., U.S. territories), as well as other overseas locations? For example, several military spouses are clinicians and may be assigned to non-U.S. locations overseas. Additionally, are there any restrictions related to licensure jurisdiction, data security, or telehealth practice regulations that would apply if providers are allowed to operate from OCONUS and overseas locations?

“Elsewhere” is intended to allow flexibility for clinicians to be located outside the continental United States, including U.S. territories and other overseas locations, provided they hold a full, unrestricted license in a U.S. State, Territory, Commonwealth, or the District of Columbia and comply with applicable telehealth practice regulations. All services must be delivered via platforms and infrastructures that meet HIPAA and applicable VA information security requirements, and offerors are responsible for ensuring that any OCONUS provider arrangements comply with relevant licensure, data‑protection, and cross‑jurisdictional practice rules.

· Page 25 of 61 Item #. (c) (7): The solicitation references several labor-related FAR clauses (e.g., 52.222-55 and 52.222-62), and we would like to confirm whether the Government intends for this requirement to be classified under the Service Contract Act (SCA).

If so, can the Government please identify which labor categories under this contract fall within SCA coverage, and provide the applicable Wage Determination(s) for those positions? Clarification is needed to ensure accurate pricing and full compliance with all labor standards.

Determination has been made that SCA will not apply and associated clauses removed from solicitation.

· Page 29 of 61 Item #. (a) (2): Section E.1 (FAR 52.212-1) states that the Government “uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference.”

Can the Government please confirm whether the HUBZone price evaluation preference will be applied during evaluation for this procurement, and if any additional documentation is required from offerors in order to claim or waive the preference?

No, the HUBZone price evaluation preference will not apply, as section (a) states “North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits an quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—“, where “other than on a construction or service acquisition” is a qualifier for whether the following statements (a)1, (a)2 and (a)3 apply. As this solicitation is a service acquisition, then this section does not apply.

· Page 34 of 61 Item #. 4): The solicitation states that offerors seeking SDVOSB/VOSB preference must provide proof in accordance with VAAR 852.215-70 and must complete the certification required under VAAR 852.219-75, noting that the certification can be found “on page XX.” We believe the referenced certification appears on page 16 of the solicitation; however, the citation is unclear.

Can the Government please confirm the exact page and location of the required VAAR 852.219-75 certification form to be submitted with the quote, and confirm whether any additional SDVOSB/VOSB documentation is required beyond the items listed in VAAR 852.215-70?

Page location of VAAR 852.219-75 will be provided in revised solicitation, as other revisions may have changed the original page of reference.

· Pricing Model & Contract Structure

· Can the Government confirm that the pricing model is strictly based on actual sessions delivered, with no payment provided during months when no sessions occur?

Pricing model will ultimately reflect industry practices and quotes provided. Price schedule is currently set up to reimburse awardee monthly in arrears.

· Given the substantial infrastructure and staffing investments needed to maintain 24/7 therapist availability, will the Government consider alternate pricing structures, such as a Per-Member-Per-Month (PMPM) model with a monthly readiness fee, either for this contract or future iterations?

The CLIN structure does not dictate proposed pricing structures, only a monthly invoicing and payment schedule. However, PEPM and PMPM appear to be cost per month models which should align with the monthly schedule.

· Will the VA define any minimum monthly volume, utilization floor, or not-to-exceed ceiling (in number of sessions or budget) to help offerors properly estimate capacity, readiness, and financial exposure?

The Government does not have any historical utilization data or guaranteed minimum volumes for this requirement; the SOW identifies approximately 20,415 eligible employees, each eligible for up to three sessions per 12‑month period of performance, which yields a theoretical maximum of 61,245 sessions per year. No specific clinician‑to‑employee ratios, caseload limits, or minimum staffing levels are mandated; instead, offerors must propose a scalable staffing model that supports the full identified population, ensures 24/7/365 access including crisis support, meets the 48 calendar hour matching standard, and maintains quality and performance standards as described in Sections 2.1 and 6.2

· Has the VA previously offered this service (e.g., via EAP, behavioral health contract, or internal program), and if so, can the Government share historical usage data or average employee engagement rates over the past 12–24 months to better inform offeror forecasting and ROI planning?

VISN 12 does not provide historical utilization or engagement data specific to a prior contract of identical scope for this teletherapy program; no incumbent contractor is currently providing this same requirement. Offerors should rely on the described population size, session limits, and 24/7 access requirements in the SOW, and may use industry benchmarks for similar healthcare‑employee behavioral health programs to inform forecasting.

· Technical Delivery and Operations

· Are there any additional clinical assessment tools (beyond PHQ-9, GAD-7, and Maslach Burnout Inventory) that VA expects or prefers to be included in the program?

The SOW requires use of validated standardized tools including PHQ‑9 for depression, GAD‑7 for anxiety, and Maslach Burnout Inventory (MBI) for burnout as part of measurement‑based care. Additional validated measures are not required but may be proposed where clinically appropriate; offerors should describe any supplemental tools and how they will be used and reported in de‑identified aggregate form.

· In the case of a mid-course therapist replacement, are there specific VA protocols for clinical handoff, continuity of care, or notification to Government staff?

The SOW requires that the contractor maintain continuity of care and coverage when clinicians are unavailable; contractors must have internal policies for clinical handoff, documentation, and communication that ensure continuity and timely reassignment. Offerors should describe in their management and quality‑control plan how therapist transitions will be handled, including timeliness, communication with the employee, and supervision expectations; there are no separate VISN‑specific clinical handoff forms prescribed

· Will the VA provide a central eligibility list or unique employee identifiers to enforce the 3-session annual cap per employee? Or must the contractor independently track and enforce session limits?

The contractor is responsible for tracking utilization and enforcing the three‑session limit per employee per 12‑month period of performance, using appropriate internal identifiers and processes that protect privacy. VISN 12 will provide high‑level eligibility parameters (e.g., locations of VA Medical Centers and Community Based Outpatient Clinics) but will not maintain session‑level tracking; offerors should describe their approach to preventing duplicate or excess sessions while maintaining confidentiality.

· Does the Government require any specific data compliance standards beyond HIPAA — such as FISMA-Moderate, FedRAMP authorization, or NIST 800-53 controls — for EMR, cloud storage, or telehealth platforms?

Section B.1 and the Security/Privacy language specify that this requirement does not involve connection to VA networks or systems and that no Authorization & Accreditation package, MOU, or ISA is required; HIPAA compliance and VA information‑security expectations for contractor‑owned systems still apply. FedRAMP authorization for the telehealth platform is not required under this solicitation, but systems must implement appropriate safeguards consistent with HIPAA and any applicable federal or state standards; offerors should describe their security and privacy controls.

· Are there any restrictions or preferences regarding the use of commercial platforms like Zoom for Healthcare, AdvancedMD, AWS, or Google Cloud for session delivery, storage, or system hosting?

The SOW requires that services be delivered via HIPAA‑compliant telehealth platforms and associated infrastructure; it does not prescribe or endorse specific commercial products. Offerors may propose platforms such as Zoom for Healthcare or cloud environments such as AWS or Google Cloud, provided they meet all applicable privacy and security requirements and are fully described in the solicitation.

· Training & Educational Workshops

· Will the topics for quarterly workshops be defined by the VA, or may contractors propose their own curricula subject to VA approval?

The Government anticipates a reasonable planning lead time of approximately 30 days for scheduling and coordinating quarterly workshops with the VISN 12 Chief Well‑Being Officer and COR. Topics should align with healthcare workforce well‑being and behavioral health (e.g., burnout, stress management, resilience) or address specific requests from the COR, and workshop content (e.g., slides, handouts, outlines) is subject to Government review and approval in advance of delivery

· Does the VA require workshops to be delivered live, recorded, or hybrid? Will Government approval be required in advance for presentation slides, agendas, or materials?

Workshops are expected to be delivered live via a HIPAA‑compliant virtual platform, with the option to record sessions or make materials available for later viewing when approved by the COR and Public Affairs. Presentation slides, agendas, and handouts must be submitted in advance for Government review and approval before distribution or use with VISN 12 employees.

· When is the submission deadline? The copy of the solicitation states 12/9/2025 at noon. However the posting on Sam.gov, states the “date offers due” is 12/15/2025. May you clarify this?

Quotes due date has been revised multiple times through the course of the solicitation. The latest Amendment should be referenced for the current quotes due date.

· I am a small business that contracts licensed clinicians. Under the SOW, may you elaborate on what qualifies as a “subcontracted agency?”

Any entity that the contract Prime were to subcontract services to in support of the contract would be considered a subcontracted agency.

· Session Limits & Crisis Support Do crisis interactions count toward the three-session limit, or are they unlimited under the SOW?

Each VISN 12 employee is eligible for up to three approximately 60‑minute counseling sessions per 12‑month period of performance (per contract year), as described in Section 2.1 and Section B.3. Crisis interactions that rise to the level of a full 60‑minute therapy session count toward this three‑session limit, while brief triage or stabilization contacts that do not constitute a full session are not required to be counted as sessions.

· Session Limits & Crisis Support Is “short-term therapy” limited strictly to three 60-minute sessions, or does it include follow-up messaging, care coordination, crisis check-ins, or asynchronous support?

Short‑term therapy under this contract refers to up to three approximately 60‑minute individual counseling sessions per employee per 12‑month period of performance. Follow‑up messaging, care coordination, crisis check‑ins, and other brief asynchronous or support contacts may be provided as clinically appropriate but are not separately billable and are not required to be counted as sessions under the three‑session limit.

· Session Limits & Crisis Support Should contractors assume all 20,415 employees may be eligible for three sessions per period of performance, or will VISN 12 provide anticipated or historical utilization rates?

The Government does not have any historical utilization data or guaranteed minimum volumes for this requirement; the SOW identifies approximately 20,415 eligible employees, each eligible for up to three sessions per 12‑month period of performance, which yields a theoretical maximum of 61,245 sessions per year. No specific clinician‑to‑employee ratios, caseload limits, or minimum staffing levels are mandated; instead, offerors must propose a scalable staffing model that supports the full identified population, ensures 24/7/365 access including crisis support, meets the 48 calendar hour matching standard, and maintains quality and performance standards as described in Sections 2.1 and 6.2.

· Session Limits & Crisis Support Should staffing be sized for the theoretical maximum of 61,245 sessions annually, or for realistic expected utilization?

The SOW does not establish a specific therapist‑to‑employee service ratio, clinician‑to‑active‑case ratio, or a required minimum number of dedicated clinicians per medical center. Contractors are expected to determine and justify their own staffing levels and caseload standards, ensuring they can provide 24/7/365 access to licensed clinicians, meet the 48 calendar hour therapist matching requirement, and maintain acceptable wait times and quality of care; clinicians may be centrally pooled across VISN 12 as long as these performance standards are met.

· Session Limits & Crisis Support Are crisis sessions considered part of the therapeutic model or treated separately as a different category of service?

Crisis support is an integral part of the program model and is provided by licensed clinicians through the same contractor infrastructure; it is not a separate program. Crisis contacts that become full therapy sessions count toward the three‑session limit, while brief stabilization or triage contacts may be treated as non‑session crisis support for tracking purposes as described above.

· Staffing Requirements How many clinicians must be available at program launch to satisfy VISN 12’s expectations?

The SOW does not mandate a specific number of clinicians at launch, fixed clinician‑to‑employee ratios, caseload limits, or minimum numbers of dedicated clinicians per medical center. Contractors must propose a scalable staffing model that ensures 24/7/365 access to licensed clinicians, meets the 48‑hour matching requirement, and supports the VISN‑wide population; clinicians may be centrally pooled as long as performance and quality standards are met.

· Staffing Requirements Does the Government require a specific therapist-to-employee service ratio, or may the contractor determine staffing levels as long as performance standards are met?

VISN 12 does not require a minimum number of dedicated clinicians per individual medical center. All clinicians may be centrally pooled across VISN 12 as long as the contractor’s model ensures 24/7/365 access to licensed clinicians and meets the 48‑hour therapist matching requirement for employees at all sites.

· Staffing Requirements What clinician-to-active-case ratio does VISN 12 expect (e.g., maximum number of active cases per clinician per month)?

VISN 12 does not prescribe a specific clinician‑to‑active‑case ratio or a maximum number of active cases per clinician per month in the SOW. Contractors are expected to propose and justify caseload standards that support timely access, the 48‑hour matching requirement, and high‑quality care for the VISN 12 employee population

· Staffing Requirements Does VISN 12 require a minimum number of dedicated clinicians per medical center, or may all clinicians be centrally pooled?

VISN 12 does not require a minimum number of dedicated clinicians per individual medical center. All clinicians may be centrally pooled across VISN 12 as long as the contractor’s model ensures 24/7/365 access to licensed clinicians and meets the 48‑hour therapist matching requirement for employees at all sites.

· Licensing Requirements Does the VA require clinicians to hold licensure in the employee’s state of residence, or is licensure in the clinician’s home state sufficient for telehealth?

Clinicians must hold a full, unrestricted license as an LCSW, Psychologist (PhD/PsyD), LPC, or LMFT in a State, Territory, Commonwealth of the United States, or the District of Columbia, as described in Section 6.1. The SOW does not require licensure in the employee’s state of residence; however, contractors are responsible for ensuring that their licensing strategy and mix of jurisdictions allow them to deliver compliant telehealth services to VISN 12 employees, who are primarily located in Illinois, Wisconsin, Michigan, and Indiana, including those who may reside elsewhere.

· Licensing Requirements Which U.S. states must clinicians be licensed in to serve VISN 12 employees?

Clinicians must hold a full, unrestricted license as an LCSW, Psychologist (PhD/PsyD), LPC, or LMFT in a State, Territory, Commonwealth of the United States, or the District of Columbia, as described in Section 6.1. The SOW does not require licensure in the employee’s state of residence; however, contractors are responsible for ensuring that their licensing strategy and mix of jurisdictions allow them to deliver compliant telehealth services to VISN 12 employees, who are primarily located in Illinois, Wisconsin, Michigan, and Indiana, including those who may reside elsewhere.

· Staffing Requirements Does VISN 12 expect a required number of clinicians per specialty area (e.g., trauma, burnout, crisis)?

The SOW identifies required clinician types (LCSW, LPC, LMFT, Psychologist) and experience expectations for leads and supervising therapists but does not prescribe a fixed number of clinicians per specialty or set minimum staffing levels for specific shifts. Contractors must ensure adequate specialty coverage and 24/7/365 access, including nights and weekends, and should describe how staffing patterns will meet crisis coverage and matching expectations across the VISN 12 population.

· Staffing Requirements For 24/7/365 coverage, does VISN 12 expect minimum clinician staffing levels per shift (day, evening, overnight)?

The SOW identifies required clinician types (LCSW, LPC, LMFT, Psychologist) and experience expectations for leads/supervising therapists but does not prescribe a fixed number of clinicians per specialty or set minimum staffing levels for specific shifts. Contractors must ensure adequate specialty coverage and 24/7/365 access, including nights and weekends, and should describe how staffing patterns will meet crisis coverage and matching expectations across the VISN 12 population.

· Hotline Requirements Is the 24/7 hotline required to be staffed exclusively by licensed clinicians, or may trained support personnel conduct initial triage?

The SOW requires 24/7/365 direct access to licensed therapists for both counseling and crisis support; hotline‑only models staffed by unlicensed personnel do not meet this requirement. An on‑call model using licensed clinicians is acceptable if it ensures timely response and direct clinical access consistent with the SOW’s access and matching standards; any use of non‑licensed support staff must not create a barrier to rapid contact with a licensed clinician.

· Staffing Requirements Do prohibitions on subcontracted clinicians apply to 1099 independent clinicians?

Independent 1099 clinicians directly contracted by the prime contractor (or a properly disclosed teaming partner) are permissible, provided they meet all SOW licensing and experience requirements and are not supplied through prohibited clinical staffing agencies. The prohibition is aimed at subcontracted staffing firms providing clinicians, not at independent contractors who are directly engaged and managed by the prime.

· Scalability & Implementation Does VISN 12 expect a minimum staffing level at launch versus a ramp-up model as utilization grows?

Full program launch—including 24/7 access to licensed clinicians and the ability to meet the 48‑hour matching requirement—is required within 30 days of award, but the SOW does not prescribe a specific minimum headcount at launch. VISN 12 does not provide historical utilization or EAP/teletherapy usage data for this exact requirement; contractors should design a scalability plan that addresses wait times, surge capacity, and concurrent sessions, using industry benchmarks.

· Scalability & Implementation Should the scalability plan assume concurrent access needs for all 20,415 employees?

Full program launch—including 24/7 access to licensed clinicians and the ability to meet the 48‑hour matching requirement—is required within 30 days of award, but the SOW does not prescribe a specific minimum headcount at launch. VISN 12 does not provide historical utilization or EAP/teletherapy usage data for this exact requirement; contractors should design a scalability plan that addresses wait times, surge capacity, and concurrent sessions, using industry benchmarks and clearly stated assumptions.

· Scalability & Implementation Does VISN 12 have historical EAP, wellness, or teletherapy utilization data to guide realistic staffing and pricing?

Full program launch—including 24/7 access to licensed clinicians and the ability to meet the 48‑hour matching requirement—is required within 30 days of award, but the SOW does not prescribe a specific minimum headcount at launch. VISN 12 does not provide historical utilization or EAP/teletherapy usage data for this exact requirement; contractors should design a scalability plan that addresses wait times, surge capacity, and concurrent sessions, using industry benchmarks and clearly stated assumptions.

· Training Sessions For the four required quarterly training sessions, will VISN 12 provide the topics or must the contractor propose them?

The Government anticipates a reasonable planning lead time of approximately 30 days for scheduling and coordinating quarterly workshops with the VISN 12 Chief Well‑Being Officer and COR. Topics should align with healthcare workforce well‑being and behavioral health (e.g., burnout, stress management, resilience) or address specific requests from the COR, and workshop content (e.g., slides, handouts, outlines) is subject to Government review and approval in advance of delivery.

· Training Sessions Are workshops to be delivered VISN-wide or individually for each medical center?

Workshop topics should be relevant to healthcare workforce well‑being and behavioral health and may be proposed by the contractor or requested by the VISN 12 Chief Well‑Being Officer; workshops may be delivered VISN‑wide or targeted to specific facilities, depending on need and coordination with the COR. Therapy clinicians are not required to deliver workshops; appropriately qualified trainers or educators may conduct sessions, provided they meet program expectations and any applicable credentialing requirements.

· Training Sessions Must therapy clinicians also conduct workshops, or may separate training staff be used?

Workshop topics should be relevant to healthcare workforce well‑being and behavioral health and may be proposed by the contractor or requested by the VISN 12 Chief Well‑Being Officer; workshops may be delivered VISN‑wide or targeted to specific facilities, depending on need and coordination with the COR. Therapy clinicians are not required to deliver workshops; appropriately qualified trainers or educators may conduct sessions, provided they meet program expectations and any applicable credentialing requirements.

· Staffing Structure The SOW states each person (administrative, counselor, trainer) must be certified and trained in therapy services. What staffing structure does VISN 12 envision for these categories?

The SOW requires that individuals providing clinical services meet the licensure and experience requirements in Section 6.1, while administrative and training staff must be appropriately trained to support behavioral health services and the specific needs of healthcare workers. Offerors should propose a staffing structure that identifies clinical vs. non‑clinical roles, demonstrates that all clinicians meet licensing and experience standards, and explains how non‑clinical staff are trained to support the therapeutic environment and protect privacy.

· Reporting Requirements Are additional measurement tools or data elements required beyond PHQ-9, GAD-7, Burnout Index, and satisfaction scores?

Beyond PHQ‑9, GAD‑7, MBI, utilization, and satisfaction data, the SOW does not require specific additional measures but expects contractors to provide meaningful, de‑identified aggregate data on outcomes and demographics (for groups of 11 or more) on a quarterly and annual basis. VISN 12 does not provide pre‑formatted report templates; contractors should propose report formats that clearly present trends and outcomes while complying with HIPAA and the SOW’s reporting schedule and content requirements.

· Reporting Requirements Will VISN 12 provide templates for quarterly and annual reports, or must the contractor submit its own?

Beyond PHQ‑9, GAD‑7, MBI, utilization, and satisfaction data, the SOW does not require specific additional measures but expects contractors to provide meaningful, de‑identified aggregate data on outcomes and demographics (for groups of 11 or more) on a quarterly and annual basis. VISN 12 does not provide pre‑formatted report templates; contractors should propose report formats that clearly present trends and outcomes while complying with HIPAA and the SOW’s reporting schedule and content requirements.

· Operational Requirements Are referrals to external community resources expected to include warm handoffs, or is providing resource information sufficient?

Contractors are expected to maintain appropriate referral pathways and state‑specific resource information for VISN 12 service areas and to provide referrals to community or VA resources as clinically indicated; warm handoffs are encouraged where feasible but are not prescribed in a specific protocol. The SOW does not specify a numeric turnaround time for referrals beyond the 48‑hour therapist matching requirement; offerors should describe how quickly referrals will be made and how they will ensure timely connection to ongoing care.

· Operational Requirements Must the contractor maintain state-specific referral directories for all VISN 12 service areas?

Contractors are expected to maintain appropriate referral pathways and state‑specific resource information for VISN 12 service areas and to provide referrals to community or VA resources as clinically indicated; warm handoffs are encouraged where feasible but are not prescribed in a specific protocol. The SOW does not specify a numeric turnaround time for referrals beyond the 48‑hour therapist matching requirement; offerors should describe how quickly referrals will be made and how they will ensure timely connection to ongoing care.

· Operational Requirements Is there a required turnaround time for referrals similar to the 48-hour therapist matching requirement?

Contractors are expected to maintain appropriate referral pathways and state‑specific resource information for VISN 12 service areas and to provide referrals to community or VA resources as clinically indicated; warm handoffs are encouraged where feasible but are not prescribed in a specific protocol. The SOW does not specify a numeric turnaround time for referrals beyond the 48‑hour therapist matching requirement; offerors should describe how quickly referrals will be made and how they will ensure timely connection to ongoing care.

· Employee Insurance Plans (Post–First Three Visits Cost Responsibility)

· The RFQ notes that the first three counseling sessions are employer-sponsored, after which employees assume responsibility for any continued care or out-of-pocket costs.

The RFQ specifies that the first three counseling sessions are employer‑sponsored and that employees are responsible for costs associated with any ongoing care after those sessions, typically through their existing health coverage or out‑of‑pocket. VISN 12 does not publish a detailed list of individual carrier plans or plan‑specific benefit structures for this procurement; offerors should design referral workflows that can accommodate a range of common commercial and federal employee health plans and explain how they will assist employees in navigating their benefits without requiring plan‑by‑plan customization.

· To properly design referral workflows and ensure accurate benefit coordination, can you please confirm:

· Which health insurance carriers and plan types are typically offered to VISN 12 employees (e.g., BCBS, Aetna, FEHB plans, Tricare, etc.)?

The RFQ specifies that the first three counseling sessions are employer‑sponsored and that employees are responsible for costs associated with any ongoing care after those sessions, typically through their existing health coverage or out‑of‑pocket. VISN 12 does not publish a detailed list of individual carrier plans or plan‑specific benefit structures for this procurement; offerors should design referral workflows that can accommodate a range of common commercial and federal employee health plans and explain how they will assist employees in navigating their benefits without requiring plan‑by‑plan customization.

· Whether typical mental health plan features (copays, deductibles) can be shared for planning purposes.

The RFQ specifies that the first three counseling sessions are employer‑sponsored and that employees are responsible for costs associated with any ongoing care after those sessions, typically through their existing health coverage or out‑of‑pocket. VISN 12 does not publish a detailed list of individual carrier plans or plan‑specific benefit structures for this procurement; offerors should design referral workflows that can accommodate a range of common commercial and federal employee health plans and explain how they will assist employees in navigating their benefits without requiring plan‑by‑plan customization.

Clarification on Use of 1099 Clinicians vs. Subcontracted Clinicians

· The SOW states that subcontracted clinicians and staffing agencies may not be used. Many clinicians in national networks operate as independent 1099 clinicians directly contracted by HRR, not through any third-party entity.

The use of subcontracted care providers is permissible, all care providers, whether subcontracted or not, must meet the minimum requirements for licensing and experience stated herein.

· Can the VA confirm that independent clinicians directly engaged by HRR (not via subcontracting agencies) meet the requirement and are permissible under this contract?

The use of subcontracted care providers is permissible, all care providers, whether subcontracted or not, must meet the minimum requirements for licensing and experience stated herein.

· For SCLS compliance: which labor categories should clinicians map to?

· The RFQ includes SCLS clause 52.222-41 and an “equivalent rates” table for Psychiatry, which is not the same labor category as LCSW/LPC/LMFT.

· Ask VA to clarify:

· Should therapist labor (LCSW/LPC/LMFT/PhD) be mapped under a specific SCLS category, or is the “Psychiatry” table provided for informational purposes only?

“Psychiatry” table was provided for informational purposes only. Has been removed with determination that SCLS will not apply.

· Will VA issue a Wage Determination (WD) or allow contractor-selected categories consistent with the SOW?

· This can greatly impact salary floors and escalation.

Determination has been made that SCLS will not apply, therefore no Wage Determination will be issued in association with the contract.

· Documentation Required for “Credentials and Experience for All Staff Assigned”

· To align with RFQ expectations, can you clarify whether quotes should include:

· A description of HRR’s credentialing processes and representative clinician profiles, or

Quotes should describe the contractor’s credentialing processes and provide representative clinician profiles that demonstrate compliance with Section 6.1 and the experience criteria in the addendum to 52.212‑1 (e.g., years of healthcare‑specific work, lead/supervisory experience), rather than a full roster of every potential clinician. If awarded, the contractor will be expected to maintain documentation of licenses, credentials, and experience for all staff assigned and to make this available for Government review upon request.

· A full roster of all clinicians who may support VISN 12, including resumes, licenses, and bios? If there is a large provider network this can be lengthy. Given the requirement for 24/7/365 access and the VISN population size, understanding the intended level of detail will help ensure full compliance.

Quotes should describe the contractor’s credentialing processes and provide representative clinician profiles that demonstrate compliance with Section 6.1 and the experience criteria in the addendum to 52.212‑1 (e.g., years of healthcare‑specific work, lead/supervisory experience), rather than a full roster of every potential clinician. If awarded, the contractor will be expected to maintain documentation of licenses, credentials, and experience for all staff assigned and to make this available for Government review upon request.

· VISN 12 Geographic Coverage

· Please confirm that VISN 12 encompasses Illinois, Wisconsin, Michigan and Indiana, and whether any other states are included in its defined footprint.

VISN 12 primarily encompasses facilities in Illinois, Wisconsin, Michigan, and Indiana; employees of these sites, including those who may telework or reside in other states, are in scope for program access. Contractors should assume that eligible VISN 12 employees, regardless of residence, may access services and should design licensure coverage and telehealth capabilities accordingly.

· Employees Located Outside VISN 12 States

· Do any VISN 12 employees reside or telework from states outside the four listed above? If so, should all such employees be considered in scope for program access?

VISN 12 primarily encompasses facilities in Illinois, Wisconsin, Michigan, and Indiana; employees of these sites, including those who may telework or reside in other states, are in scope for program access. Contractors should assume that eligible VISN 12 employees, regardless of residence, may access services and should design licensure coverage and telehealth capabilities accordingly.

· Definition of “Three Sessions Per Period of Performance” Per period of performance” means three sessions per employee per 12‑month contract year (the base year and each option year), not three total for the entire multi‑year contract. After an employee’s three employer‑sponsored sessions in a given year, any additional services fall outside the scope and funding of this contract.

· Does “per period of performance” mean:

· Three sessions per employee per 12-month contract year, or

· Three sessions per employee for the entirety of the base and option periods combined?

Per period of performance” means three sessions per employee per 12‑month contract year (the base year and each option year), not three total for the entire multi‑year contract. After an employee’s three employer‑sponsored sessions in a given year, any additional services fall outside the scope and funding of this contract.

· Anticipated Utilization Rates

· Are historical utilization rates or planning assumptions available for behavioral health programs within VISN 12?

· If not, can the VA share any internal assumptions used to estimate budget requirements for this RFQ?

· Should the monthly FFP include unlimited crisis calls? Or does VA have historical estimates?

· Should offerors assume a specific number of 24/7 after normal work hours access interactions per month?

· Does VA have an expected percentage of employees who typically access the service annually?

The Government does not have any historical utilization data or guaranteed minimum volumes for this requirement; the SOW identifies approximately 20,415 eligible employees, each eligible for up to three sessions per 12 month period of performance, which yields a theoretical maximum of 61,245 sessions per year. No specific clinician to employee ratios, caseload limits, or minimum staffing levels are mandated; instead, offerors must propose a scalable staffing model that supports the full identified population, ensures 24/7/365 access including crisis support, meets the 48 calendar hour matching standard, and maintains quality and performance standards as described in Sections 2.1 and 6.2. Offerors should describe and justify their utilization assumptions (including after‑hours and crisis demand) and explain how their fixed price reflects readiness to handle expected volume while meeting access standards.

· Implementation Timeline Requirements and Approvals

· To ensure a compliant 30-day program launch, can you clarify:

· Expected timeline for approval of promotional materials or registration workflows.

· Whether any additional privacy or operational reviews are anticipated beyond those outlined in the RFQ.

The program must be fully launched and available within 30 days of award, including…