36C26222Q0214 0003.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRAC T ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this am endment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, rema ins unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 12 na

36C262

Department of Veterans Affairs NCO22 Network Contracting

335 E Germann Rd Ste 301 Gilbert AZ 85297

Department of Veterans Affairs NCO22 Network Contracting

335 E Germann Rd Ste 301 Gilbert AZ 85297

To all Offerors/Bidders

36C26222Q0214

X

X X

CONTINUATION PAGE

The purpose of this amendment is to make the following changes and to address the following questions to clarify the solicitation. These questions and answers provided in this amendment are not incorporated into the solicitation.

Changes

1. Remove “When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.” From paragraph 2.2.6 in Section B.2 Statement of Work.

1. Who currently provides EAP services to VISN 22?

Answer: There are 3 contractors currently providing services to VISN 22:

36C25820F0079, EAP Consultants, LLC (dba Espyr), provide services to the following facilities: Southern Arizona VA HCS, Northern Arizona VA HCS, Phoenix VA HCS, New Mexico VA.

36C26219C0006, JE Federal provide service to Long Beach VA HCS.

36C26218C0119 JE Federal provide service to San Diego VA HCS.

36C26219C0191, Modern Psychologist Network, provide service to Greater Los Angeles VA HCS

2. Are there specific areas of enhancement you are seeking at this time?

Answer: No

3. What is VISN 22 currently paying for their EAP services? Based on how many employees?

Answer: The government does not release contract pricing information or proprietary information in response to solicitation questions; however. www.fpds.gov, is a publicly available website where government spending on contracts can be obtained.

4. What was the total dollar spent for the EAP in the most recent contract year?

Answer: Reference answer to question 3.

5. How many employees does VISN 22 have? Can an employee count breakdown be provided in relation to each of the locations identif ied in 1.1 of the solicitation?

Answer: 27,097 A breakdown by location is not readily available.

6. Can you provide recent utilization reports or provide utilization statistics?

Specifically, can you provide total number of initial inquiry/assessment calls to the EAP in the most recent contract year?

http://www.fpds.gov/

Answer: Data for some contracts is not available. 63 based on the available data defined as

“information only”.

Can you provide the total number of counseling sessions provided in the most recent contract year?

Answer: This information is not available

Can you provide the total number of counseling sessions provided in the prior contract year?

Answer: This information is not available

Can you provide the total number of EAP counseling cases in the most recent contract year?

Answer: Data for some contracts is not available. From the available data there were at total of

567 cases.

Can you provide the average number of counseling sessions provided per counseling case in the most recent contract year?

Answer: This information is not available

7. In an effort to be a “green” company, we generally provide promotional materials electronically. If printed materials are desired, how many printed brochures and how many printed posters are requested annually?

Answer: Reference paragraph 5.5 Promotional Communication Material. Estimates for printed materials are not available at this time, but would be determined each facility’s needs.

8. Can you provide the number of training hours provided in the most recent contract year? How many of those hours were provided in-person?

Answer: 3 (method and length of time not specified).

How many hours are included annually in the current contract?

Answer: Data for some contracts is not available. For Contract #36C25820F0079, it is 40 hours total (10 for each facility covered under the contract).

9. How many Critical Incident events were responded to in the most recent contract year?

Answer: This information is not available

10. How many Critical Incident events were responded to in the prior contract year?

Answer: This information is not available

11. How many hours of Critical Incident support were provided in the most recent contract year?

Answer: This information is not available

12. How many hours of Critical Incident support were provided in the prior contract year?

Answer: This information is not available

How many hours of on-site Critical Incident support are currently provided in the contracted rate? Answer: Data for some contracts is not available. For Contract 36C25820F0079, it is 80 hours total (20 for each facility covered under the contract).

13. From 1.6.10 of the solicitation, can the Post Award Conference/Periodic Progress meetings be conducted virtually? Answer: Yes

If in-person is required, how many times per year will be required and at what location(s) would they be held? Answer: Not applicable

14. From 5.4 – “Team building/conflict resolution or other similar activity sessions up to twenty

(20) sessions per year per facility identified in paragraph 1.1.

Are these required to be in-person? Answer: No; however, there may be occasions when leadership or a supervisor may prefer them to be in person.

Confirm this would be a total possible 160 sessions – 8 locations from 1.1 x 20 sessions per location. Answer: Correct

From a cost perspective should this be included in the pricing we provide in 0001A, 1001A, 2001A, 3001A and 4001A? If not, where should this be shown? Answer: Yes, it should be included in the pricing provided in 0001A, 1001A, 2001A, 3001A and 4001A.

15. From 5.6 Training & Education how many annual employee and supervisory orientations are required? Answer: At least once per year for each category (employee and supervisor) for each facility to include multiple shifts (normally 3).

Can these be provided virtually? Answer: Yes; however, facility leadership may prefer they be onsite.

16. From Technical Exhibit 4 – Utilization Reports – are each of the identif ied items under

Utilization Reports reported on today? Answer: No. If yes, can an example be shared for how

“EAP Return on Investment”; “Return on Investment Ratio” and “Economic analysis and calculation by service category and service to include number of participants, cost savings, and economic value” are shown?

Also are the Number satisfaction surveys conducted and number of satisfied employees shown as a book of business number or specific to VISN 22? Answer: Of the available data, the satisfaction rate is shown for each facility being reported as Customer Care Survey results and

Customer Satisfaction Results.

17. From B.3 Price/Cost Schedule – is 0001B meant to cover any requested hours above the 20 hours identif ied in section 5.4 of the solicitation – “Team building/conflict resolution or other similar activity sessions up to twenty (20) sessions per year per facility identified in paragraph

1.1. Answer: Yes

18. From B.3 Price/Cost Schedule – is 0001C reflective of Training/Education identified earlier in 5.6 of the solicitation? Answer: Employee/supervisor orientations held more than semiannually would be considered over and above.

Is there an expectation of a certain number of included Training/Education hours per year per facility identif ied in paragraph 1.1? Answer: Yes, 0001C defines this as semiannually.

19. I did not see specifics regarding how many or how references should be provided, please advise. Answer: Specific instructions regarding what quoters should provide in their quotes is included in the solicitation following 52.212-1 and how it will be evaluated is identif ied in 52.212-

2.

20. This appears to be a re-solicitation for the same services as earlier solicitations

36C25822Q0009 and 36C25822Q0004.

a. Why was solicitation 36C26222Q0214 changed to a Small Business set-aside from SDVOSB?

b. Additionally, why was VOSB not considered before resoliciting as Small business set-aside?

c. Modern Psychologist Network, LLC is a SDVOSB competitor that is an active

EAP provider with several current federal contracts. Their DUNS is 079258028.

Based on the rule of two, we respectfully request that the set aside for

36C26222Q0214 be changed to a Service-Disabled Veteran-Owned Small

Business (SDVOSB). Please explain the reasoning and market research for not setting this procurement aside for SDVOSBs.

Answer: Yes, this is a re-solicitation of previous solicitations 36C25822Q0009 and

36C25822Q0004. Based on previous history and market research, VA does not have an expectation of receiving two or more offers from SDVOSBs or VOSBs at a reasonable price therefore, the determination has been made to set this solicitation aside for small business.

21. Technical Exhibit 3, starting on page 29 lists the “estimated number of employees anticipated to seek services” in a given month. Can you provide the total number of employees that are eligible for care (covered) by this service for each of the following facility systems?

a. How many total employees are eligible for care or service within the Southern

Arizona VA HCS? 2991

b. How many total employees are eligible for care or service within the Northern

Arizona VA HCS? 1216

c. How many total employees are eligible for care or service within the Phoenix VA

HCS? 3827

d. How many total employees are eligible for care or service within the New Mexico

VA HCS? 2697

e. How many total employees are eligible for care or service within the Loma Linda

VA HCS? 3302

f. How many total employees are eligible for care or service within the Long Beach

VA HCS? 3504

g. How many total employees are eligible for care or service within the Los Angeles

VA HCS? 5132

h. How many total employees are eligible for care or service within the San Diego

VA HCS? 3808

22. Of the employees covered by this service, are there any remote workers living outside of the physical parameters of VISN 22, and if so, how many and for which systems?

Answer: Yes, however, they would be covered by the EAP services provided by the closest VA facility.

23. Of the employees covered by this service, are there any additional employees, such as call center workers, VISN leadership personnel, or others that are not generally accounted for within the HCS numbers, and if so, how many and for which systems?

Answer: Estimated 2,650 additional VISN employees not accounted for under a specific facility--some are remote workers living outside the catchment area of the VISN. Additional remote workers that are assigned to another facility/department within the VA may be living in a facility's catchment area. Their numbers are tracked by the facility/office they work for.

24. Of the employees covered by this service, are there any additional employees such as call center workers, VISN leadership personnel, or others that are not generally accounted for within the HCS numbers, and if so, how many?

Answer: Reference the answer to question 23.

25. Of the employees covered by this service, How many total employees are eligible for care or service under this EAP?

Answer: The combined total as answered in questions 21 and 23.

26. Can you provide the existing EAP contract number and incumbent contractor for each of the following:

a. Southern Arizona VA HCS? GS-02F-0037P 36C25820F0079 EAP Consultants, LLC

b. Northern Arizona VA HCS? GS-02F-0037P 36C25820F0079 EAP Consultants, LLC

c. Phoenix VA HCS? GS-02F-0037P 36C25820F0079 EAP Consultants, LLC

d. New Mexico VA HCS? GS-02F-0037P 36C25820F0079 EAP Consultants, LLC

e. Loma Linda VA HCS? No contract

f. Long Beach VA HCS? 36C26219C0006 JE Federal

g. Los Angeles VA HCS? 36C26219C0191 Modern Psychologist Network,

h. San Diego VA HCS? 36C26218C0119 JE Federal

27. Technical Exhibit 3, starting on page 29 lists the “estimated number of employees anticipated to seek services”. Can you please define what seeking services means? For example, is counseling considered seeking service? A Telephonic call? Is online/web/mobile app use considered seeking service?

Answer: Online/web/mobile app use is not considered seeking service as there is no human interaction required. "Seeking services" is considered counseling or work/life services to include information only calls. A telephone call to make a counseling appointment is not considered seeking service.

28. How many face to face, virtual, or telephonic counseling sessions were accomplished last year for:

a. Southern Arizona VA HCS? data not available

b. Northern Arizona VA HCS? data not available

c. Phoenix VA HCS? data not available

d. New Mexico VA HCS? data not available

e. Loma Linda VA HCS? data not available

f. Long Beach VA HCS? data not available

g. Los Angeles VA HCS? data not available

h. San Diego VA HCS? data not available

29. How many cases were opened last year and what was the average number of sessions utilized per each case for:

a. Southern Arizona VA HCS? data not available

b. Northern Arizona VA HCS? data not available

c. Phoenix VA HCS? data not available

d. New Mexico VA HCS? data not available

e. Loma Linda VA HCS? data not available

f. Long Beach VA HCS? data not available

g. Los Angeles VA HCS? data not available

h. San Diego VA HCS? data not available

30. Can you please provide the current EAP utilization rate for:

a. Southern Arizona VA HCS? 22.06%

b. Northern Arizona VA HCS? 11.29%

c. Phoenix VA HCS? 20.3%

d. New Mexico VA HCS? 9.19%

e. Loma Linda VA HCS? data not available

f. Long Beach VA HCS? data not available

g. Los Angeles VA HCS? data not available

h. San Diego VA HCS? 5.89%

31. Technical Exhibit 3, starting on page 29 states “This technical exhibit lists the fixed estimate of the number of employees anticipated to seek assistance in a given month for each health care system”. It goes on to list the “estimated number of employees anticipated to seek services”, which I will list:

Southern Arizona VA HCS: 150

Northern Arizona VA HCS: 15

Phoenix VA HCS: 100

New Mexico VA HCS: 300

Loma Linda VA HCS: 150

Long Beach VA HCS? 200

Los Angeles VA HCS? 200

San Diego VA HCS? 150

Can you please describe how the above numbers were determined?

Answer: Available utilization data for 2020.

a. From its 2018 solicitation (36C26218R0766) the Long Beach VA HCS estimated number of employees anticipated to seek services was 300.

EAP utilization has generally trended upwards with the onset of COVID-

19 in our society. What are the factors that led to your current estimate of the number of employees anticipated to seek services given that the estimate reflects a decrease of over 30% for this facility from 2018 to present? This seems to run completely counter to industry norms.

Answer: Available utilization data for 2020.

b. Based on the expected number of employees, and based on the above numbers, Northern Arizona’s ““estimated number of employees anticipated to seek services” of 15 seems out of line with the rest of the

VISN. The remaining VISN has an average of 178 employees seeking service per month. Northern Arizona’s 15 is less than 10% of their VISN counterparts. Can you please validate that number is correct?

Answer: The number is correct and based on available utilization data for 2020. Northern Arizona is the smallest facility within the VISN located in a more rural area. If correct, can you explain why their usage was so low? Answer: N/A

32. General Information, section 1.6.10 on page 11 states “The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as deemed appropriate by the contracting officer or COR, may meet periodically with the contractor to review the contractor's performance”. Will these meetings be required as live, on-site at the VA, or will these meetings be held virtually?

Answer: Meetings can be held virtually.

33. Technical Exhibit 4 – Deliverable Specifications, section 4 on page 38 states “Contractor

Staff List: Name and contact information of all key personnel and counselors, psychologists, etc. available for counseling VA employees under the terms of the contract. Contact information shall include: name, address, phone number(s), specialty, and email address”.

It goes on to ask for all pertinent CV info for these personnel. We have an extensive affiliate list of providers. What is your criteria for determining which counselors, psychologists, etc.

are considered to be “key personnel?” Is it your expectation that we supply you with names and credentials for several hundred providers, or a sampling for each HCS?

Answer: Key personnel is defined in the SOW at paragraphs 1.6. and 2.2.6

34. Who is the current EAP provider and how long have they been providing services VISN

22?

Answer: There are 4 contracts currently providing services to VISN 22:

36C25820F0079 EAP Consultants, LLC (dba Espyr), awarded 3-27-2020, provide services to the following facilities: Southern Arizona VA HCS, Northern Arizona VA HCS, Phoenix VA HCS, and New Mexico VA HCS.

36C26219C0006 JE Federal provide service to Long Beach, awarded 10-01-2018.

36C26218C0119 JE Federal provide service to San Diego, awarded 05-22-2018.

36C26219C0191 Modern Psychologist Network provide service to Greater Los Angeles, awarded 09-26-2019.

35. Please provide the current PEPM (Per Employee Per Month) rate?

2021 ? Answer: Reference answer to question 3.

2020 ? Answer: Reference answer to question 3.

36. What is your annual EAP cost?

2021? Answer: Reference answer to question 3.

2022? Answer: Reference answer to question 3.

37. What is the utilization rate of the current EAP? Can you provide breakdown of the utilization of the EAP by clinical and work-life usage?

2021 ?

Answer: There are 4 contracts currently providing services to VISN 22:

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the following facilities: Southern Arizona VA HCS, Northern Arizona VA HCS, Phoenix VA HCS, and New Mexico VA HCS 15.71%; 61.07% counseling and 14.36% worklife.

36C26219C0006 JE Federal, provide service to Long Beach-data not available.

36C26218C0119 JE Federal provide service to San Diego-5.89%; 78.26% counseling and 2.17% worklife.

Angeles – data not available.

2020 ?

Answer: There are 4 contracts currently providing services to VISN 22:

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the following facilities: Southern Arizona VA HCS, Northern Arizona VA HCS, Phoenix VA HCS, and New Mexico VA HCS - 14.75%, 75.82% counseling and 16.64% worklife.

36C26218C0119 JE Federal provide service to San Diego-data not available.

38. How many onsite critical responses:

2021 ?

Answer: There are 4 contracts currently providing services to VISN 22:

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the following facilities: Southern Arizona VA HCS, Northern

Arizona VA HCS, Phoenix VA HCS, and New Mexico VA HCS – 3 (method not specified).

2020 ?

Answer: There are 4 contracts currently providing services to VISN 22:

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the following facilities: Southern Arizona VA HCS, Northern

Arizona VA HCS, Phoenix VA HCS, and New Mexico VA HCS – 1 (method not specified).

36C26219C0006 JE Federal, provide service to Long Beach-data not available.

36C26219C0191, Modern Psychologist Network provide service to Greater Los Angeles – data not available.

39. How many hours of the follow services were supported last year? ref #1

Training Onsite?

Answer: There are 4 contracts currently providing services to VISN 22:

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the following facilities: Southern Arizona VA HCS, Northern Arizona VA HCS, Phoenix VA HCS, and New Mexico VA HCS – 3 (method and length of time not specified).

36C26219C0191, Modern Psychologist Network provide service to Greater Los

Health fair?

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the

Phoenix VA HCS, and New Mexico VA HCS – 0.

Webinar Training?

36C25820F0079 EAP Consultants, LLC (dba Espyr), provide services to the

Phoenix VA HCS, and New Mexico VA HCS-data not available.

40. How many employees have an active Commercial Driver’s License (CDL) or are in a logistic role?

Answer: This data is not readily available.

41. What is the identif ied “primary locations” for Arizona, California, New Mexico?

Answer: The main facilities are listed in paragraph 1.1 of Section B.2 Statement of Work.

42. Can the Government please provide the number of VA employees at each facility who are eligible to participate in the EAP?

Answer: Reference answer to question 5.

43. Can the Government please provide the past utilization numbers for EAP by service area (such as individual counseling, assessments of individuals, family member use, training request, management and organizational Services) for each facility in the past year?

Answer: Reference answers to question 37-40.

44. Can the Government please confirm whether there is a Union in place with VA

Employees and if there is a collective bargaining agreement (CBA)?

Answer: Yes, there is a Union and a collective bargaining agreement.

45. Would the government please provide the name(s) and contract/task order numbers for the incumbent contractors providing EAP Services to VISN 22?

Answer: Reference answer to question 1.