RRB17Q0001.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

RRB17Q0001

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

DATE

11/28/2016

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME Amber Erickson (amber.erickson@rrb.gov)

b. TELEPHONE NUMBER (No collect calls) 312-751-4538

8. OFFER DUE DATE / LOCAL

TIME

12/21/2016 13:00:00

CODE ACQMGMT

U.S. Railroad Retirement Board Acquisition Management 844 N. Rush St.

Chicago, IL 60611

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: 100.00 % FOR

X 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

13b. RATING

X RFQ IFB 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

CODE18a. 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

See Line Item Detail

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, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 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) Paul T. Ahern

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: RRB17Q0001 HELD Page 1 of 37

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: RRB17Q0001 HELD Page 2 of 37

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 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 52.212-3 Offeror Representations and Certifications--Commercial Items (Jul 2016) 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) 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders--Commercial Items (June 2016) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) RRB.A.03 A. General RRB Provision-3.Billing 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) 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)

V Proposal Submission Instructions Submission of Quotations/Proposals

VI Evaluation and Award Evaluation and Award

VII List of Attachments Attachments

Document Number: RRB17Q0001 HELD Page 3 of 37

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 pro-gram for railroad employees and their families. The RRB was established by the Railroad Retirement Acts of 1937 and 1974. Its be-nefit program was the forerunner of the more familiar social security system. The Railroad Retirement System is unique inasmuch as it is the only federally administered benefit program covering a single private industry. The RRB also administers the Railroad Unem-ployment Insurance Act which provides unemployment and sickness benefits to railroad employees. The RRB is headquartered in Chicago, Illinois and has approximately 930 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 two (2) four hour days per week for a total of eight (8) hours; however, the RRB can be flexible as long as the RRB receives a minimum of four (4) hours and a maximum of eight (8) 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 field 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, book-lets, 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 field offices, when needed.

Section II - Schedule of Supplies and Services

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

0001 Medical/Psychiatric Consultation Services 0.000000 EA

Period of Performance: 04/01/2017 - 03/31/2018

Description:

Initial 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.

0001AA Medical/Psychiatric Consultation Services 950.000000 EA

Period of Performance: 04/01/2017 - 03/31/2018

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 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 950 covered employees).

Document Number: RRB17Q0001 HELD Page 4 of 37

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

0001AB Medical/Psychiatric Consultation Services 416.000000 HR

Period of Performance: 04/01/2017 - 03/31/2018

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.

0001AC Medical/Psychiatric Consultation Services 1.000000 HR

Period of Performance: 04/01/2017 - 03/31/2018

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.).

0001AD Education/Training- Lectures 0.000000 HR

Period of Performance: 04/01/2017 - 03/31/2018

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.

0002 Medical/Psychiatric Consultation Services 0.000000 EA

Period of Performance: 04/01/2018 - 03/31/2019

Description:

1st 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.

0002AA Medical/Psychiatric Consultation Services 950.000000 EA

Period of Performance: 04/01/2018 - 03/31/2019

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 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 950 covered employees).

0002AB Medical/Psychiatric Consultation Services 416.000000 HR

Period of Performance: 04/01/2018 - 03/31/2019

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.

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

Document Number: RRB17Q0001 HELD Page 5 of 37

0002AC Medical/Psychiatric Consultation Services 1.000000 HR

Period of Performance: 04/01/2018 - 03/31/2019

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.).

0002AD Education/Training- Lectures 0.000000 HR

Period of Performance: 04/01/2018 - 03/31/2019

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.

0003 Medical/Psychiatric Consultation Services 0.000000 EA

Period of Performance: 04/01/2019 - 03/31/2020

Description:

2nd 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.

0003AA Medical/Psychiatric Consultation Services 950.000000 EA

Period of Performance: 04/01/2019 - 03/31/2020

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 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 950 covered employees).

0003AB Medical/Psychiatric Consultation Services 416.000000 HR

Period of Performance: 04/01/2019 - 03/31/2020

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.

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

0003AC Medical/Psychiatric Consultation Services 1.000000 HR

Period of Performance: 04/01/2019 - 03/31/2020

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.).

Document Number: RRB17Q0001 HELD Page 6 of 37

0003AD Education/Training- Lectures 0.000000 HR

Period of Performance: 04/01/2019 - 03/31/2020

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.

0004 Medical/Psychiatric Consultation Services 0.000000 EA

Period of Performance: 04/01/2020 - 03/31/2021

Description:

3rd 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.

0004AA Medical/Psychiatric Consultation Services 950.000000 EA

Period of Performance: 04/01/2020 - 03/31/2021

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 950 covered employees).

0004AB Medical/Psychiatric Consultation Services 416.000000 HR

Period of Performance: 04/01/2020 - 03/31/2021

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.

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

0004AC Medical/Psychiatric Consultation Services 1.000000 HR

Period of Performance: 04/01/2020 - 03/31/2021

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.).

0004AD Education/Training- Lectures 0.000000 HR

Period of Performance: 04/01/2020 - 03/31/2021

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.

Document Number: RRB17Q0001 HELD Page 7 of 37

0005 Medical/Psychiatric Consultation Services 0.000000 EA

Period of Performance: 04/01/2021 - 03/31/2022

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.

0005AA Medical/Psychiatric Consultation Services 950.000000 EA

Period of Performance: 04/01/2021 - 03/31/2022

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 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 950 covered employees).

0005AB Medical/Psychiatric Consultation Services 416.000000 HR

Period of Performance: 04/01/2021 - 03/31/2022

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.

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

0005AC Medical/Psychiatric Consultation Services 1.000000 HR

Period of Performance: 04/01/2021 - 03/31/2022

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.).

0005AD Education/Training- Lectures 0.000000 HR

Period of Performance: 04/01/2021 - 03/31/2022

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.

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 Sec-tion 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 field locations listed in Attachment A.

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

Document Number: RRB17Q0001 HELD Page 8 of 37

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 con-tract or order. (See www.sam.gov).

PERIOD OF PERFORMANCE

ITEM START END

0001 04/01/2017 03/31/2018

0001 AA 04/01/2017 03/31/2018

0001 AB 04/01/2017 03/31/2018

0001 AC 04/01/2017 03/31/2018

0001 AD 04/01/2017 03/31/2018

0002 04/01/2018 03/31/2019

0002 AA 04/01/2018 03/31/2019

0002 AB 04/01/2018 03/31/2019

0002 AC 04/01/2018 03/31/2019

0002 AD 04/01/2018 03/31/2019

0003 04/01/2019 03/31/2020

Document Number: RRB17Q0001 HELD Page 9 of 37

0003 AA 04/01/2019 03/31/2020

0003 AB 04/01/2019 03/31/2020

0003 AC 04/01/2019 03/31/2020

0003 AD 04/01/2019 03/31/2020

0004 04/01/2020 03/31/2021

0004 AA 04/01/2020 03/31/2021

0004 AB 04/01/2020 03/31/2021

0004 AC 04/01/2020 03/31/2021

0004 AD 04/01/2020 03/31/2021

0005 04/01/2021 03/31/2022

0005 AA 04/01/2021 03/31/2022

0005 AB 04/01/2021 03/31/2022

0005 AC 04/01/2021 03/31/2022

0005 AD 04/01/2021 03/31/2022

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 and the U.S. Railroad Retirement Board's (RRB) Employee Assistance Program (EAP) Policy (see Attachment B). 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 158 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 670 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 pro-gram support as defined in these requirements to approximately 260 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 be-low 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. In-terview 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 evalu-ation, 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 con-duct;

4. Provide a 24 hour/7 day a week “800 number” answering service for emergency or crisis cases for RRB Headquar-ters and field 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 commu-nication. 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

Document Number: RRB17Q0001 HELD Page 10 of 37 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 work-ing 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 ob-taining 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.

7. As part of the regular duties, the Contractor’s employee shall design and present orientation sessions (not seminars) for all RRB employees, including supervisors, managers and union officials. The training program for supervisors shall include a supervisor’s training manual for later reference (new supervisor’s will be trained as requested by the RRB throughout the contract period). Supervisory manuals and written materials shall be provided for distribution to agency field employees.

8. 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 confidential-ity guidelines.

9. 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 ad-here 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 Field Service Offices.

10. 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 test-ing);

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, includ-ing 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.

Document Number: RRB17Q0001 HELD Page 11 of 37

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 li-censing, 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 coun-selor(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 contract-or 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 ser-vices 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 or two days, totaling a maximum of 8 hours (at mu-tually agreeable times) per week (416 hours annually). The RRB may, if needed, request more than 8 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.

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 Adminis-trator/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 sick-ness, 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.

5. The Contractor shall also provide employee assistance services and support to approximately 260 agency field em-ployees 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 ser-vices, 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 Field Office locations per this State-ment 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 field 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.

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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, email address 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 employ-ees and Contractor staff involved in contract administration must work as a team. Close coordination and active co-operation on a daily basis between the contractor and those representing the Contracting Officer are necessary.

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 C shall be used to evaluate the quality of Contractor’s performance of the requirements in the Statement of Work (Section III.)

Section IV - General Terms and Conditions

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” is defined to comprise 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 assists 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 de-livered 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) con-stitutes a change as defined in the contract article entitled “Changes”; (3) in any manner causes an increase or decrease in the estim-ated 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 dir-ection issued by the COR is within one of the categories as defined in (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 Con-tracting 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.

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

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(a) Contracting Officer - The Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO 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 CO may, however, delegate certain other responsibilities to his authorized representatives. The contracting officer shall make all such del-egations 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 re-sponsibilities and limitations of COR authority are set forth in the “Technical Direction.” Provision in section IV.

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

The CO for this solicitation is Paul T. Ahern, who can be reached at (312) 751-7130 or Paul.Ahern@rrb.gov. The Contracting Of-ficer's Representative (COR) for this solicitation is Nancy Bitzer, who can be reached at (312) 751-4557 or Nancy.Bitzer@rrb.gov.

The CA for this solicitation is Karen Haskins-Brewer, who can be reached at (312) 751-4615 or Karen.Haskins-Brewer@rrb.gov.

52.212-3 Offeror Representations and Certifications--Commercial Items (Jul 2016)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certifica-tion electronically via the System for Award Management (SAM) Website located at https://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (r) of this provision.

(a) Definitions. As used in this provision--

"Economically disadvantaged women-owned small business (EDWOSB) concern" means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127. It automatically qualifies as a women-owned small business eligible under the WOSB Program.

"Forced or indentured child labor" means all work or service--

(1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or

(2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties.

"Highest-level owner" means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

"Immediate owner" means an entity, other than the offeror, that has direct control of the offeror. Indicators of control include, but are not limited to, one or more of the following: ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

"Inverted domestic corporation", means a foreign incorporated entity that meets the definition of an inverted domestic corporation un-der 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).

"Manufactured end product" means any end product in product and service codes (PSCs) 1000-9999, except--

(1) PSC 5510, Lumber and Related Basic Wood Materials;

(2) Product or Service Group (PSG) 87, Agricultural Supplies;

(3) PSG 88, Live Animals;

(4) PSG 89, Subsistence;

(5) PSC 9410, Crude Grades of Plant Materials;

(6) PSC 9430, Miscellaneous Crude Animal Products, Inedible;

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(7) PSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) PSC 9610, Ores;

(9) PSC 9620, Minerals, Natural and Synthetic; and

(10) PSC 9630, Additive Metal Materials.

"Place of manufacture" means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the place of reassembly is not the place of manufacture.

"Predecessor" means an entity that is replaced by a successor and includes any predecessors of the predecessor.

"Restricted business operations" means business operations in Sudan that include power production activities, mineral extraction activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and Divestment Act of 2007 (Pub. L. 110-174). Restricted business operations do not include business operations that the person (as that term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate--

(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;

(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or are expressly exempted under Federal law from the requirement to be conducted under such authorization;

(3) Consist of providing goods or services to marginalized populations of Sudan;

(4) Consist of providing goods or services to an internationally recognized peacekeeping force or humanitarian organization;

(5) Consist of providing goods or services that are used only to promote health or education; or

(6) Have been voluntarily suspended.

"Sensitive technology"--

(1) Means hardware, software, telecommunications equipment, or any other technology that is to be used specifically--

(i) To restrict the free flow of unbiased information in Iran; or

(ii) To disrupt, monitor, or otherwise restrict speech of the people of Iran; and

(2) Does not include information or informational materials the export of which the President does not have the authority to regulate or prohibit pursuant to section 203(b)(3) of the International Emergency Economic Powers Act (50 U.S.C. 1702(b)(3)).

"Service-disabled veteran-owned small business concern"--

(1) Means a small business concern--

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned busi-ness, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.

(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

"Small business concern" means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR Part 121 and size standards in this solicitation.

"Small disadvantaged business concern", consistent with 13 CFR 124.1002, means a small business concern under the size standard applicable to the…