RFP SOL 60RRBH22R0007 EAP Services.pdf

Document Number: 60RRBH22R0007 PROCESSED Page 1 of 51

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER PAGE 1 OF

5. SOLICITATION NUMBER

60RRBH22R0007

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

05/10/2022

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Hasael Roman

b. TELEPHONE NUMBER (No collect calls) 312-751-4397

8. OFFER DUE DATE / LOCAL

TIME

05/25/2022

13:00 CT

CODE 60RRBH

Acquisition Management U.S. Railroad Retirement Board Acquisition Management Division 844 North Rush Street Chicago, IL 60611-1275

9. ISSUED BY X 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: 624190

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

X

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

015CODE15. DELIVER TO

U.S.RAILROAD RETIREMENT BOARD

HUMAN RESOURCES

844 N RUSH ST., 5TH FLOOR

CHICAGO, IL 60611

CODE 03916. ADMINISTERED BY

U.S.RAILROAD RETIREMENT BOARD

ACQUISITION MANAGEMENT

844 N. RUSH ST., 9TH FL.

CHICAGO, IL 60611

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

039CODE18a. PAYMENT WILL BE MADE BY

U.S. RAILROAD RETIREMENT BOARD

FISCAL OPERATIONS

844 N RUSH ST., 5TH FLOOR

CHICAGO, IL 60611

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

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

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X 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 ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE 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 THE CONTRACTING OFFICER (TYPE OR PRINT) Karen Haskins-Brewer

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: 60RRBH22R0007 PROCESSED Page 2 of 51

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: 60RRBH22R0007 PROCESSED Page 3 of 51

Table of Contents

Section Description Page Number

I Introduction Overview

II Schedule of Supplies and Services Schedule of Supplies and Services

III Statement of Work Statement of Work

IV General Terms and Conditions 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) RRB.A.01 A. General RRB Provision-1.Technical Direction RRB.A.07 A. General RRB Provision-7.The Role of Government Personnel and Responsibility for Contract Administration 52.228-5 Insurance-Work on a Government Installation (Jan 1997) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.217-8 Option to Extend Services (Nov 1999) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) RRB.A.03 A. General RRB Provision-3.Billing RRB.A.8 Remittance Address RRB.B.02 B. Security Provisions-1. Privacy Or Security Safeguards (AUG 1996) FAR 52.239-1 (with RRB Fill-ins) RRB.B.04 Additional Security Clauses 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Products and Commercial Services (Jan 2022) 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (Nov 2021)

V Proposal Submission Instructions Submission of Quotations/Proposals

VI Evaluation and Award Evaluation and Award

VII List of Attachments Attachments

Document Number: 60RRBH22R0007 PROCESSED Page 4 of 51

Section I - Introduction

Overview

A. Agency Information The U.S. Railroad Retirement Board (RRB) is an independent federal agency that administers a retirement and survivor benefit program for railroad employees and their families. The RRB was established by the Railroad Retirement Acts of 1937 and 1974. Its benefit program was the forerunner of the more familiar social security system. The Railroad Retirement System is unique in as much as it is the only federally administered benefit program covering a single private industry. The RRB also administers the Railroad Unemployment Insurance Act which provides unemployment and sickness benefits to railroad employees. The RRB is headquartered in Chicago, Illinois and has approximately 1,025 employees throughout the United States.

B. Objective:

The RRB is seeking the services of a contractor to provide Employee Assistance Program (EAP) services. The EAP shall provide both on-site, in-person counseling services during select hours at the RRB's Chicago, IL headquarters building, as well as internet/ toll-free counseling services available 24 hours a day/7 days a week. The on-site counseling sessions are expected to be limited to 1 hour sessions for no more than 8 sessions per occurrence. The RRB prefers to have its on-site, in-person counseling services at RRB headquarters consist of one (1) day a week for four hour a days per week for a total of four (4) hours; however, the RRB can be flexible as long as the RRB receives a minimum of four (4) hours and a maximum of four (4) hours of EAP onsite services weekly.

The Contractor shall also provide 24/7 EAP services online, telephonic, etc., as well as by face-to-face assistance services, as needed, throughout the United States for the 53 remote offices located domestically (See Attachment A for all locations). The need for face-to-face assistance will be allowed only if the contractor cannot find a local referral in the area(s) needed (See Section III.D.4), or if the urgency is so great that approval is given from either the RRB Contracting Officer’s Representative (COR), or the Contracting Officer

(CO).

See Section III, Statement of work, for further details on the requirements for the EAP services.

C. Place of Performance:

The on-site EAP Services performed for this contract shall be at the U.S. Railroad Retirement Board Headquarters Facility, 844 North Rush St., Chicago, Illinois 60611, during a mutually agreeable schedule during normal working hours between 8:00am Central Time and 4:30pm Central Time, excluding Federal holidays. The EAP Services could be at any of the locations listed in Attachment A, or a mutually agreeable location (if approved by the COR).

D. Other information:

The Contractor shall provide any materials necessary for the assistance given. This may include, but is not limited to, handouts, booklets, DVD’s, audio tapes, CD’s, etc. The RRB will provide a private room at the RRB's headquarters location and will provide private space if possible at the RRB's remote offices, when needed.

Document Number: 60RRBH22R0007 PROCESSED Page 5 of 51

Section II - Schedule of Supplies and Services

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001 Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 EA

Period of Performance: 06/01/2022 - 05/31/2023

Description:

Initial year of Employee Assistance Program (EAP) services, including the domestic EAP program services, on-site EAP counselor services, Remote Office location critical incident services and on-site EAP seminars.

Offerors shall enter a firm fixed price in the SubCLINS listed below.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001AA Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1,025.000000 EA

Period of Performance: 06/01/2022 - 05/31/2023

Description:

Initial year for the Enterprise Wide EAP Services. The Domestic EAP Program shall include all web based services, 24-7 telephone support, and any videos, materials, etc., provided to the RRB employees from the Contractor. The Domestic EAP program Services shall cover each employee on-site in both Chicago, IL headquarters and Field Office Staff at locations as specified in Attachment A.

Offerors shall enter above a firm fixed price per employee per month (PEPM) for the services as described in Section III.A, B, C, D, and G (not to exceed 1,025 covered employees).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001AB Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

208.000000 HR

Period of Performance: 06/01/2022 - 05/31/2023

Description:

Initial year for the On-site EAP Counselor Services. The on-site EAP counselor services shall be provided in accordance with the SOW in Section III, and the services shall be provided at the RRB Headquarters located at 844 N. Rush St., Chicago, IL 60611.

Offerors shall enter above a firm fixed price per hour for the on-site EAP counselor services.

Document Number: 60RRBH22R0007 PROCESSED Page 6 of 51

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001AC Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1.000000 HR

Period of Performance: 06/01/2022 - 05/31/2023

Description:

Initial year for the Optional Field Office location Critical Incident services.

Offerors shall enter above a firm fixed price per hour for the Field Office location critical incident services. The RRB estimates a need for these services for a total of 1 hour per occurrence.

*Note: Price shall include all expenses incurred by the contractor (travel, meals, etc.).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001AD Education/Training- Lectures

Firm Fixed Price

PSC: U001

0.000000 HR

Period of Performance: 06/01/2022 - 05/31/2023

Description:

Initial year for the Optional On-site EAP Seminars. The Contractor shall provide, upon request, on-site EAP seminars located at the RRB headquarters. Seminar scope and topic(s) will be determined by mutual agreement and the seminars shall be held as needed, when needed. The RRB guarantees no minimum amount of these services. The seminar services are described in Section III.F.

Offerors shall enter above a firm fixed price per hour for the on-site EAP Seminars. The price shall include all preparation time and materials.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001AE Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 HR

Period of Performance: 06/01/2022 - 05/31/2023

Description:

Initial year in-person counseling sessions for field office staff to be exercised by the RRB if needed throughout the term of the contract.

The hourly rate for these services shall not exceed 150% of the price offered in CLIN 0001AB. See Section III.D.5 for further information.

Offerors shall not provide pricing at this time. Pricing will be requested by the RRB as needed.

Document Number: 60RRBH22R0007 PROCESSED Page 7 of 51

0002 Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 EA

Period of Performance: 06/01/2023 - 05/31/2024

Description:

1st option year of Employee Assistance Program (EAP) services, including the domestic EAP program services, on-site EAP counselor services, Remote Office location critical incident services and on-site EAP seminars.

Offerors shall enter a firm fixed price in the SubCLINS listed below.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0002AA Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1,025.000000 EA

Period of Performance: 06/01/2023 - 05/31/2024

Description:

1st Option Year for the Enterprise Wide EAP Services. The Domestic EAP Program shall include all web based services, 24-7 telephone support, and any videos, materials, etc., provided to the RRB employees from the Contractor. The Domestic EAP program Services shall cover each employee on-site in both Chicago, IL headquarters and Field Office Staff at locations as specified in Attachment A.

Offerors shall enter above a firm fixed price per employee per month (PEPM) for the services as described in Section III.A, B, C, D, and G (not to exceed 1,025 covered employees).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0002AB Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

208.000000 HR

Period of Performance: 06/01/2023 - 05/31/2024

Description:

1st Option Year for the On-site EAP Counselor Services. The on-site EAP counselor services shall be provided in accordance with the SOW in Section III, and the services shall be provided at the RRB Headquarters located at 844 N. Rush St., Chicago, IL 60611.

Document Number: 60RRBH22R0007 PROCESSED Page 8 of 51

0002AC Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1.000000 HR

Period of Performance: 06/01/2023 - 05/31/2024

Description:

1st Option Year for the Optional Field Office location Critical Incident services.

Offerors shall enter above a firm fixed price per hour for the Field Office location critical incident services. The RRB estimates a need for these services for a total of 1 hour per occurrence.

*Note: Price shall include all expenses incurred by the contractor (travel, meals, etc.).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0002AD Education/Training- Lectures

Firm Fixed Price

PSC: U001

0.000000 HR

Period of Performance: 06/01/2023 - 05/31/2024

Description:

1st Option Year for the Optional On-site EAP Seminars. The Contractor shall provide, upon request, on-site EAP seminars located at the RRB headquarters. Seminar scope and topic(s) will be determined by mutual agreement and the seminars shall be held as needed, when needed. The RRB guarantees no minimum amount of these services. The seminar services are described in Section III.F.

Offerors shall enter above a firm fixed price per hour for the on-site EAP Seminars. The price shall include all preparation time and materials.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0002AE Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 HR

Period of Performance: 06/01/2023 - 05/31/2024

Description:

1st option year in-person counseling sessions for field office staff to be exercised by the RRB if needed throughout the term of the contract. The hourly rate for these services shall not exceed 150% of the price offered in CLIN 0002AB. See Section III.D.5 for further information.

Document Number: 60RRBH22R0007 PROCESSED Page 9 of 51

0003 Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 EA

Period of Performance: 06/01/2024 - 05/31/2025

Description:

2nd option year of Employee Assistance Program (EAP) services, including the domestic EAP program services, on-site EAP counselor services, Remote Office location critical incident services and on-site EAP seminars.

Offerors shall enter a firm fixed price in the SubCLINS listed below.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0003AA Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1,025.000000 EA

Period of Performance: 06/01/2024 - 05/31/2025

Description:

2nd Option Year for the Enterprise Wide EAP Services. The Domestic EAP Program shall include all web based services, 24-7 telephone support, and any videos, materials, etc., provided to the RRB employees from the Contractor. The Domestic EAP program Services shall cover each employee on-site in both Chicago, IL headquarters and Field Office Staff at locations as specified in Attachment A.

Offerors shall enter above a firm fixed price per employee per month (PEPM) for the services as described in Section III.A, B, C, D, and G (not to exceed 1,025 covered employees).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0003AB Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

208.000000 HR

Period of Performance: 06/01/2024 - 05/31/2025

Description:

2nd Option Year for the On-site EAP Counselor Services. The on-site EAP counselor services shall be provided in accordance with the SOW in Section III, and the services shall be provided at the RRB Headquarters located at 844 N. Rush St., Chicago, IL 60611.

Document Number: 60RRBH22R0007 PROCESSED Page 10 of 51

0003AC Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1.000000 HR

Period of Performance: 06/01/2024 - 05/31/2025

Description:

2nd Option Year for the Optional Field Office location Critical Incident services.

Offerors shall enter above a firm fixed price per hour for the Field Office location critical incident services. The RRB estimates a need for these services for a total of 1 hour per occurrence.

*Note: Price shall include all expenses incurred by the contractor (travel, meals, etc.).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0003AD Education/Training- Lectures

Firm Fixed Price

PSC: U001

0.000000 HR

Period of Performance: 06/01/2024 - 05/31/2025

Description:

2nd Option Year for the Optional On-site EAP Seminars. The Contractor shall provide, upon request, on-site EAP seminars located at the RRB headquarters. Seminar scope and topic(s) will be determined by mutual agreement and the seminars shall be held as needed, when needed. The RRB guarantees no minimum amount of these services. The seminar services are described in Section III.F.

Offerors shall enter above a firm fixed price per hour for the on-site EAP Seminars. The price shall include all preparation time and materials.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0003AE Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 HR

Period of Performance: 06/01/2024 - 05/31/2025

Description:

2nd Option Year in-person counseling sessions for the field office staff to be exercised by the RRB if needed throughout the term of the contract. The hourly rate for these services shall not exceed 150% of the price offered in CLIN 0003AB. See Section III.D.5 for further

Document Number: 60RRBH22R0007 PROCESSED Page 11 of 51

0004 Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 EA

Period of Performance: 06/01/2025 - 05/31/2026

Description:

3rd option year of Employee Assistance Program (EAP) services, including the domestic EAP program services, on-site EAP counselor services, Remote Office location critical incident services and on-site EAP seminars.

Offerors shall enter a firm fixed price in the SubCLINS listed below.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0004AA Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1,025.000000 EA

Period of Performance: 06/01/2025 - 05/31/2026

Description:

3rd Option Year for the Enterprise Wide EAP Services. The Domestic EAP Program shall include all web based services, 24-7 telephone support, and any videos, materials, etc., provided to the RRB employees from the Contractor. The Domestic EAP program Services shall cover each employee on-site in both Chicago, IL headquarters and Field Staff at locations as specified in Attachment A.

Offerors shall enter above a firm fixed price per employee per month (PEPM) for the services as described in Section III.A, B, C, D, and G (not to exceed 1,025 covered employees).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0004AB Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

208.000000 HR

Period of Performance: 06/01/2025 - 05/31/2026

Description:

3rd Option Year for the On-site EAP Counselor Services. The on-site EAP counselor services shall be provided in accordance with the SOW in Section III, and the services shall be provided at the RRB Headquarters located at 844 N. Rush St., Chicago, IL 60611.

Document Number: 60RRBH22R0007 PROCESSED Page 12 of 51

0004AC Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1.000000 HR

Period of Performance: 06/01/2025 - 05/31/2026

Description:

3rd Option Year for the Optional Field Office location Critical Incident services.

Offerors shall enter above a firm fixed price per hour for the Field Office location critical incident services. The RRB estimates a need for these services for a total of 1 hour per occurrence.

*Note: Price shall include all expenses incurred by the contractor (travel, meals, etc.).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0004AD Education/Training- Lectures

Firm Fixed Price

PSC: U001

0.000000 HR

Period of Performance: 06/01/2025 - 05/31/2026

Description:

3rd Option Year for the Optional On-site EAP Seminars. The Contractor shall provide, upon request, on-site EAP seminars located at the RRB headquarters. Seminar scope and topic(s) will be determined by mutual agreement and the seminars shall be held as needed, when needed. The RRB guarantees no minimum amount of these services. The seminar services are described in Section III.F.

Offerors shall enter above a firm fixed price per hour for the on-site EAP Seminars. The price shall include all preparation time and materials.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0004AE Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 HR

Period of Performance: 06/01/2025 - 05/31/2026

Description:

3rd option year in-person counseling sessions for field office staff to be exercised by the RRB if needed throughout the term of the contract. The hourly rate for these services shall not exceed 150% of the price offered in CLIN 0004AB. See Section III.D.5 for further

Document Number: 60RRBH22R0007 PROCESSED Page 13 of 51

0005 Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 EA

Period of Performance: 06/01/2026 - 05/31/2027

Description:

4th option year of Employee Assistance Program (EAP) services, including the domestic EAP program services, on-site EAP counselor services, Field Office location critical incident services and on-site EAP seminars.

Offerors shall enter a firm fixed price in the SubCLINS listed below.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0005AA Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1,025.000000 EA

Period of Performance: 06/01/2026 - 05/31/2027

Description:

4th Option Year for the Enterprise Wide EAP Services. The Domestic EAP Program shall include all web based services, 24-7 telephone support, and any videos, materials, etc., provided to the RRB employees from the Contractor. The Domestic EAP program Services shall cover each employee on-site in both Chicago, IL headquarters and Field Office Staff at locations as specified in Attachment A.

Offerors shall enter above a firm fixed price per employee per month (PEPM) for the services as described in Section III.A, B, C, D, and G (not to exceed 1025 covered employees).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0005AB Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

208.000000 HR

Period of Performance: 06/01/2026 - 05/31/2027

Description:

4th Option Year for the On-site EAP Counselor Services. The on-site EAP counselor services shall be provided in accordance with the SOW in Section III, and the services shall be provided at the RRB Headquarters located at 844 N. Rush St., Chicago, IL 60611.

Document Number: 60RRBH22R0007 PROCESSED Page 14 of 51

0005AC Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

1.000000 HR

Period of Performance: 06/01/2026 - 05/31/2027

Description:

4th Option Year for the Field Office location Critical Incident services.

Offerors shall enter above a firm fixed price per hour for the Field Office location critical incident services. The RRB estimates a need for these services for a total of 1 hour per occurrence.

*Note: Price shall include all expenses incurred by the contractor (travel, meals, etc.).

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0005AD Education/Training- Lectures

Firm Fixed Price

PSC: U001

0.000000 HR

Period of Performance: 06/01/2026 - 05/31/2027

Description:

4th Option Year for the Optional On-site EAP Seminars. The Contractor shall provide, upon request, on-site EAP seminars located at the RRB headquarters. Seminar scope and topic(s) will be determined by mutual agreement and the seminars shall be held as needed, when needed. The RRB guarantees no minimum amount of these services. The seminar services are described in Section III.F.

Offerors shall enter above a firm fixed price per hour for the on-site EAP Seminars. The price shall include all preparation time and materials.

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0005AE Medical/Psychiatric Consultation

Services

Firm Fixed Price

PSC: Q526

0.000000 HR

Period of Performance: 06/01/2026 - 05/31/2027

Description:

4th option year in-person counseling sessions for field office staff to be exercised by the RRB if needed throughout the term of the contract. The hourly rate for these services shall not exceed 150% of the price offered in CLIN 0005AB. See Section III.D.5 for further information.

Offerors shall not provide pricing at this time. Pricing will be requested by the RRB as needed.

Schedule of Supplies and Services

A. Offerors shall enter, in the table above, “fully-loaded” firm fixed prices or price rates to provide the services as described in Section III, Statement of Work. The RRB defines “fully loaded rates” as the price inclusive of direct wage, fringe benefits, all overheads, general and administrative (G&A) costs, profit and fees, training materials and associated shipping costs, and all travel and per diem costs for the contractor’s employee to perform the required services at the RRB headquarters facility, located in Chicago, Illinois, and at any of the remote office locations listed in Attachment A.

Document Number: 60RRBH22R0007 PROCESSED Page 15 of 51

For the Optional Seminar presentations listed in CLINS 0001AD-0005AD, the offeror shall provide firm-fixed hourly price rates. The hourly price rate for the Seminar presentation time shall include all preparation time and any presentation materials furnished by the Contractor staff.

B. CONTRACTOR INFORMATION FOR ORDER ADMINISTRATION

1) Order address ______________________

2) Business Size ______________________

3) Federal Tax ID # ____________________ [Submit on IRS Form W9 with offer]

4) DUNS No. ______________________

5) Remit Address ______________________

6) Offer is (check one)

Open Market ___ GSA MAS Contract ____

Insert Contract No. __________________ (if applicable) Please attach (or E-Mail) a copy of contract.

Effective dates ___________ - ______________.

7) Authorized representatives:

Business Technical

Name: _______________ ________________ Phone #: _______________ ________________ Fax #: _______________ ________________ E-Mail: _______________ _________________

8) System for Award Management (SAM) completed*:

Yes [ ] No [ ]

* Offeror must be properly registered, including business size annotation, in SAM to be eligible for award of a Federal contract or order. (See www.sam.gov).

PERIOD OF PERFORMANCE

ITEM START END

0001 06/01/2022 05/31/2023

0001 AA 06/01/2022 05/31/2023

0001 AB 06/01/2022 05/31/2023

0001 AC 06/01/2022 05/31/2023

0001 AD 06/01/2022 05/31/2023

0001 AE 06/01/2022 05/31/2023

0002 06/01/2023 05/31/2024

0002 AA 06/01/2023 05/31/2024

Document Number: 60RRBH22R0007 PROCESSED Page 16 of 51

0002 AB 06/01/2023 05/31/2024

0002 AC 06/01/2023 05/31/2024

0002 AD 06/01/2023 05/31/2024

0002 AE 06/01/2023 05/31/2024

0003 06/01/2024 05/31/2025

0003 AA 06/01/2024 05/31/2025

0003 AB 06/01/2024 05/31/2025

0003 AC 06/01/2024 05/31/2025

0003 AD 06/01/2024 05/31/2025

0003 AE 06/01/2024 05/31/2025

0004 06/01/2025 05/31/2026

0004 AA 06/01/2025 05/31/2026

0004 AB 06/01/2025 05/31/2026

0004 AC 06/01/2025 05/31/2026

0004 AD 06/01/2025 05/31/2026

0004 AE 06/01/2025 05/31/2026

0005 06/01/2026 05/31/2027

0005 AA 06/01/2026 05/31/2027

0005 AB 06/01/2026 05/31/2027

0005 AC 06/01/2026 05/31/2027

0005 AD 06/01/2026 05/31/2027

0005 AE 06/01/2026 05/31/2027

Document Number: 60RRBH22R0007 PROCESSED Page 17 of 51

Section III - Statement of Work

Statement of Work

A. EAP General Requirements - The Contractor shall establish and manage an Employee Assistance Program within the guidelines established by Federal law (5 USC 7904), regulation (5 CFR 792), www.access.gpo.gov/nara/cfr/waisidx_01/5cfrv2_01.html. The employee assistance program should help employees and, where feasible, their families with problems that may affect their well-being and ability to do their job. The program shall include the ongoing training during the life of the contract of approximately 160 supervisors, managers and leads; provision of guide materials for said supervisors, managers and leads; the ongoing supply of educational materials for all employees; assessment and development of referral sources; counseling; and other assistance to approximately 807 employees located in the RRB's headquarters building in Chicago, Illinois, and their immediate families. The program shall monitor employee progress and reports of program activity as defined in these requirements. In addition, the contractor must provide employee assistance program support as defined in these requirements to approximately 218 agency field employees and their immediate families located across the United States (see Attachment A).

B. Contractor Duties and Responsibilities under basic EAP services - The Contractor’s staff shall provide the services listed below to RRB employees or family members referred by RRB. Problems may include, but are not limited to, finance, medical, marital or family distress, mental or emotional illness, job stress, alcoholism, drug abuse/dependency and/or legal matters. The Contractor’s staff shall:

1. Conduct intake interviews, assess problems and make referrals to community treatment sources when necessary. Interview the employee/participant and obtain information necessary to determine the nature and extent of the problem, whether job related or personal. If necessary, the counselor shall also refer the participant for further medical evaluation, diagnostic work-up, and/or such health or psychiatric/psychological treatment as will permit appropriate case management;

2. Follow up referrals to evaluate effect of treatment or counseling on job performance or conduct within 30 days;

3. Assist employees with a wide range of problems which adversely affect the employee’s job performance and/or conduct;

4. Provide a 24 hour/7 day a week “800 number” answering service for emergency or crisis cases for RRB Headquarters and remote offices. Calls should be returned within one hour of initial contact. Provide a 24 hour/7 day a week online mix of EAP services, including, but not limited to, web chat, call back, texting, emailing or any other type of communication. As with the calls, return communication with the RRB employee should occur within one hour of receipt of the initial contact.

5. Maintain and document liaison with treatment and rehabilitation centers including evaluation of facilities.

6. The Contractor’s staff will work with the agency's drug testing program staff. The Contractor will not be involved in the collection of urine samples or the initial reporting of drug test results. However, the Contractor shall#

a. Serve as the initial point of contact for employees who ask or are referred for counseling;

b. Demonstrate working experience with all applicable laws (E.O. 12564) www.archives.gov/federal-register/codification/ executive-order/12564.html , and regulations (42 CFR Part 2) (www.access.gpo.gov/nara/cfr/waisidx_02/42cfr2_02.html) .

This includes demonstrated working experience with drug treatment and rehabilitation insurance coverage as available to employees through the Federal Employee Health Benefits Program;

c. Document and sign the treatment plan prescribed for all employees referred for treatment, after obtaining the employee's signature on this document; and

d. In making referrals, consider the following:

i. Nature and severity of the problem;

ii. Location of the treatment;

iii. Cost of the treatment;

iv. Intensity of the treatment environment;

v. Availability of inpatient/outpatient care;

vi. Other special needs, such as transportation and child care; and

vii. The preferences of the employee.

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7. The Contractor shall advise RRB managers, supervisors, and union officials as to the proper handling of individual cases with emphasis on ongoing management consultation to assist supervisors with "supportive consultation". The Contractor shall also provide feedback on employee's progress to the referring official in accordance with confidentiality guidelines.

8. The Contractor shall maintain secure confidential files in accordance with Federal regulations in 42 CFR Part 2 along with all applicable privacy/security laws, regulations and system of records. All Contractors’ employees shall adhere to the privacy and security clauses in Section IV and shall maintain the confidentiality and privacy of the RRB's employees and their EAP records at the RRB Headquarters and all Remote Offices.

9. Document case file if an employee drops out of a treatment program.

C. Reports - The Contractor shall provide and submit yearly reports to the EAP Administrator for all EAP counselor services, however performed (online, face-to-face, etc.). Such reports shall include the following:

1. Hours worked/provided during the year, at both RRB Headquarters site and emergency critical incident counseling.

2. Number of employees counseled during the year (including new referrals and re-opened cases) with problem areas (such as alcohol, drugs or emotional/other problems) identified;

3. Referral source category (ie: was the RRB employee referred by a supervisor, union, self, or as a result of drug testing);

4. Disposition of cases;

5. Number of employees and/or employee family members that use the EAP services;

6. Other information required by the EAP Administrator (i.e., additional statistical information, information required by OPM or other regulating agencies or Congress);

7. Program evaluation developed by the Contractor,(i.e., activity reports, end of year reports) through statistical reports plus the opportunity for and inclusion of anonymous evaluation of the service by employees utilizing it; and

8. Log of response time between initial contact by RRB employees and Contractor’s response to the employees, including returning calls and scheduling appointments.

D. Staffing Requirements - The Contractor shall staff the position of Employee Assistance Counselor for the RRB for both onsite and on call counselors.

1. EAP Counselor(s) Staff Qualifications and Experience Requirements:

i. Have a minimum of a master’s degree in psychology, social work, or other related fields.

ii. Be trained in counseling employees in the occupational setting, and in identifying drug/alcohol use/dependency.

iii. Have at least 2 years post-masters counseling experience.

iv. Have all appropriate professional certifications and licenses to practice (for example, current state licensing, in the state in which counseling services are exercised, to practice social work or psychology; membership in professional organizations such as the Academy of Certified Social Workers).

2. The contractor is responsible for the ongoing, continued training and supervision of the counselor(s). The counselor(s) must be kept abreast of the latest developments in occupational health including, but not limited to, counseling methods, referral institutions and agencies, interview techniques and treatment approaches. Additionally, the contractor is responsible for appraising the counselor's performance, using an established corporate performance appraisal plan.

3. The RRB Headquarters site counselor's office will be located at the RRB's Headquarters, 844 North Rush Street in Chicago, Illinois.

Except as approved by the EAP Administrator, the Contractor shall provide on-site counseling services at a mutually agreeable schedule in the RRB EAP facility Monday through Friday excluding Federal holidays during the regular working hours of the RRB headquarters, for one day, totaling a maximum of 4 hours (at mutually agreeable times) per week (208 hours annually). The RRB may, if needed, request more than 4 hours due to high usage, or other short-term needs. The RRB reserves the right to increase or decrease the amount of hours per week, but will not decrease below a minimum guarantee of 4 hours per week. If the RRB decreases the hours, the RRB will give a minimum of two (2) weeks’ notice to the contractor. If the RRB needs an increase in hours, the contractor shall provide the extra hour(s) as soon as practical, but not to exceed two (2) weeks. The Contractor shall provide on-site counselor services on Wednesdays, unless due to building closure or Federal Holiday.

Document Number: 60RRBH22R0007 PROCESSED Page 19 of 51

4. Counseling services shall be provided at the RRB Headquarters site with the exception of those occasions where the Counselor is requested by an employee or family member to meet off site to preserve confidentiality. The Counselor's schedule can be flexible but changes to an existing schedule must be approved in advance by the RRB's EAP Administrator/COR. A schedule will be developed and approved at the post award conference. Approved schedule changes shall not affect the total number of hours to be worked under this contract. During periods of vacation or extended sickness, the RRB Headquarters site counselor shall be replaced by an equally qualified substitute counselor approved in advance by the EAP Administrator. The EAP Administrator has the right to request replacement of a counselor if his/her performance does not meet the contract requirements as evaluated by the EAP Administrator/

COR.

5. The Contractor shall also provide employee assistance services and support to approximately 218 agency field employees located outside the Chicago area in approximately 53 field offices (See Attachment A). Support shall include the referral of field employees seeking counseling services and assistance to affiliated firms in the employee’s local area. These affiliates may be contractor owned or independent counselors. Cost for providing services to agency field employees will be reimbursed by the agency on an “as used” basis. In no event shall this cost exceed 150% of the hourly rate as offered by the contractor in CLIN 0001AB through CLIN 0005AB for RRB Headquarters Counselor services, unless approved by the EAP Administrator.

Please note that this is NOT the Critical Incident Counseling services.

6. Sessions allowed per employee - Each employee shall be allowed a maximum of 8 sessions per issue per calendar year (unless approved by the COR); thereafter the RRB employee(s) shall seek any follow-up assistance services with their own personal medical practitioner.

E. Critical Incident Services

Critical Incident is defined as a matter so urgent that a counselor need to be dispatched immediately, with no delay. As an option, Critical Incident Counseling Services shall be provided at or near RRB Remote Office locations per this Statement of Work. This is NOT the services requested above in Section III.D.5. The RRB provides no guarantee of use of these services as these services are only to be used if the Contractor's local service (See III.D.5) cannot meet the EAP need, is of an urgent or critical nature, and is confirmed by the RRB COR. Critical Incident Services can be ordered only by the COR or the Contracting Officer (CO). Attachment A provides a list of the Field Office locations. If the RRB has a need for Critical Incident Services, the RRB will issue a delivery order to exercise the option for any such services.

A local referral shall always be the primary method of face-to-face counseling for the remote offices, as the RRB feels that Critical Incidents would be a rare occurrence.

F. Seminar Services

1. As an option, the Contractor shall provide, upon request, on-site EAP seminars located at the RRB headquarters. Seminar scope and topic(s) will be EAP related and determined by mutual agreement between the Contractor and the RRB. Seminars will have no fixed schedule. The RRB guarantees no minimum amount of these services.

2. Seminar services time is separate from, and shall not count towards the four (4) hour minimum guarantee for RRB Headquarters on-site counselor services time, unless mutually agreed upon by the Contractor and the COR.

G. Board Furnished Facilities and Services

The Board shall furnish to the Contractor's EAP counselor sufficient office space at 844 North Rush Street, Chicago, IL - including furniture and telephone service for performance of work required under this contract. The Board shall furnish necessary staff support, training facilities, and distribution services relating to the dissemination of written employee assistance materials and pamphlets developed or employed by the Contractor for performance of the contracted services.

H. Quality Assurance Surveillance Program

1. Cost effective and timely provision of employee assistance services is the primary goal of the contract resulting from this solicitation. The quality assurance program defined herein seeks to ensure that the RRB receives the service paid for and specified in the contract. In order to have an effective contract administration program, all Government employees and Contractor staff involved in contract administration must work as a team. Close coordination and active cooperation on a daily basis between the contractor and those representing the Contracting Officer are necessary.

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This surveillance plan was developed in compliance with RRB’s policy on performance-based acquisition. To satisfy the agency’s quality/accuracy requirements, the RRB will employ the mechanisms listed below.

The RRB shall share the surveys with the Contractor to include in its reporting to the RRB. (See section III. C.)

2. Quality Assurance Program Evaluation Mechanisms:

The RRB employee surveys in Attachment B shall be used to evaluate the quality of Contractor’s performance of the requirements in the Statement of Work (Section III.)

Associated Lines:

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Section IV - General Terms and Conditions

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

www.acquisition.gov [Insert one or more Internet addresses]

(End of provision) The following clauses have been incorporated by reference:

Clause Title

52.204-7 System for Award Management (Oct 2018) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.212-1 Instructions to Offerors - Commercial Items (Nov 2021) 52.212-2 Evaluation - Commercial Items (Nov 2021) 52.212-4 Contract Terms and Conditions - Commercial Items (Nov 2021) 52.232-18 Availability of Funds (Apr 1984) 52.237-7 Indemnification and Medical Liability Insurance (Jan 1997) 52.245-1 Government Property (Sep 2021)

RRB.A.01 A. General RRB Provision-1.Technical Direction

Performance of the work under this contract shall be subject to the technical direction of the Contracting Officer Representative (COR). The term “technical direction” includes the following:

(a) Directions to the contractor which redirect the contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual statement of work.

(b) Provisions of information to the contractor which assist in the interpretation of drawings, specifications or technical portions of the work description.

(c) Review and, where required by the contract, approve technical reports, drawings, specifications and technical information to be delivered by the Contractor to the Government under this contract.

(d) Technical directions must be within the general scope of work stated in the contract. The COR does not have the authority to and may not issue any directions which (1) constitutes an assignment of additional work outside the general scope of the contract;

(2) constitutes a change as defined in the contract article entitled “Changes”; (3) in any manner causes an increase or decrease in the estimated cost or the time required for contract performance; or (4) changes any of the expressed terms, conditions, or specifications of the contract.

The Contractor shall proceed promptly with the performance of technical directions duly issued by the COR in the manner prescribed by this Section and within his authority under the provisions of this Section. If, in the opinion of the Contractor, any instruction or direction issued by the COR is within one of the categories as defined in (d)(1) through (4) above, the Contractor shall not proceed but shall notify the Contracting Officer within five (5) working days after receipt of any such instruction or direction and shall request the Contracting Officer to modify the contract accordingly. Upon receiving such notification from the Contractor, the Contracting Officer shall issue an appropriate contract modification or advise the Contractor in writing that, in his opinion, the technical direction is within the scope of this Section and does not constitute a change under the Changes article of the contract. The Contractor shall thereupon proceed immediately with the direction given.

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RRB.A.07 A. General RRB Provision-7.The Role of Government Personnel and Responsibility for Contract Administration

(a) Contracting Officer - The Contracting Officer has the overall responsibility for the administration of this contract. The Contracting Officer alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract payments for convenience or default; issue final decisions regarding contract questions or matters under dispute. The Contracting Officer may, however, delegate certain other responsibilities to his authorized representatives. The contracting officer shall make all such delegations in writing.

(b) Contract Officer’s Representative (COR) - The Contracting Officer may designate a COR to assist the Contracting Officer in the discharge of day-to-day responsibilities pertaining to this contract and the monitoring of Contractor performance. The specific responsibilities and limitations of COR authority are set forth in the “Technical Direction.” clause in RRB.A.01 above.

(c) Contract Administrator -The Contracting Officer may designate an individual to monitor contract performance, review contract funding, billing and payments, prepare supplemental agreements and change orders, and conduct negotiations and discussions on behalf of the Contracting Officer.

52.228-5 Insurance-Work on a Government Installation (Jan 1997)

(a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

(b) Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective-

(1) For such period as the laws…