Solicitation 36C25025Q1170.pdf

PAGE 1 OF 102 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

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

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

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

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

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. 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 CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

Not Applicable

36C25025Q1170 10-09-2024

Brad Burhite (513) 692-7340 10-17-2024

14:00 EDT

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

X 100

X

624190

$16 Million

N/A

See PWS and PRICE/COST SCHEDULE

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide all required labor, material, supplies, equipment and supervision of contractor personnel necessary to provide Employee Assistance Program (EAP) services for Dayton VAMC and CBOCs in accordance with the terms and conditions established herein.

This solicitation shall be conducted in accordance with FAR Part 13 and is anticipated to result in the award of a firm-fixed price (FFP) type contract.

The anticipated performance periods are recapped as follows:

- Base Year: 1 November 2024 to 31 October 2025

- Option Year One: 1 November 2025 to 31 October 2026

- Option Year Two: 1 November 2026 to 31 October 2027

- Option Year Three: 1 November 2027 to 31 October 2028

- Option Year Four: 1 November 2028 to 31 October 2029

This solicitation is 100% set-aside for SDVOSB offerors.

See CONTINUATION Page

Subject to FAR 52.232-18 (Availability of Funds)

X X

X 1

Bradley Burhite Contracting Officer

Solicitation 36C25025Q1170

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT dated 9 October 2024

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

C.3 52.215-22 LIMITATIONS ON PASS-THROUGH CHARGES—IDENTIFICATION OF

SUBCONTRACT EFFORT (OCT 2009)

C.4 52.215-23 LIMITATIONS ON PASS-THROUGH CHARGES (JUN 2020)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 52

C.7 52.219-14 LIMITATIONS ON SUBCONTRACTING (OCT 2022)

C.8 52.224-2 PRIVACY ACT (APR 1984)

C.9 52.224-3 PRIVACY TRAINING (JAN 2017)

C.10 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.11 52.242-15 STOP-WORK ORDER (AUG 1989)

C.12 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.13 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.14 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.15 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.16 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.17 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 64

C.18 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION (WD) 2015-4731-R24 MONTGOMERY COUNTY, OHIO

DATED 7/22/2024 (see attached)

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.212-2 (Addendum A) – Past Performance Questionnaire E.6 52.212-2 (Addendum B) – Statement of FAR 52.219-14 Limitations on Subcontracting Compliance

E.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.9 52.216-1 TYPE OF CONTRACT (APR 1984)

E.10 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

E.11 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.12 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.13 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250

Network Contracting Office (NCO) 10

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Invoices shall be submitted monthly in the arrears upon completion of authorized services.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO $___________ $____________

Base Year | EAP Services for Dayton VAMC:

The contractor shall provide Employee Assistance Program (EAP) services for Dayton VAMC in accordance the PWS and the terms and conditions specified in this solicitation and any resultant contract. The contractor shall ensure compliance with all contract performance specifications to include but not limited to the following:

The total estimated number of employees assigned to Dayton VAMC to include its CBOCs is approximately 3,096 employees.

The contractor shall provide up to three (3) sessions per incident for each employee.

The contractor shall provide up to fourteen (14) organizational listening sessions.

The contractor shall provide 150 informational posters (18"x24") that are laminated to include contact information and a summary of all EAP services provided to all employees. To this end, the contractor shall first provide one (1) sample informational poster (18"x24") that is laminated to government requiring office for review/approval not later than 11/15/2024. Upon government approval of the sample poster, the contractor shall deliver 150 laminated posters (18"x24") to the requiring office not later than 14 calendar days after approval.

In the event of any changes to the content of the 150 informational posters provided by the contractor (i.e. contact information), the contractor has seven (7) calendar days to notify the government requiring office of the changes. After notification, the contractor has fourteen (14) days to deliver 150 replacement informational posters (18'x24") to the government requiring office.

INVOICING: The contractor shall invoice on a monthly basis in the arrears upon completion of authorized services in accordance with the terms and conditions established in the resultant contract.

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

PRINCIPAL NAICS CODE: 624190 - Other Individual and Family Services PRODUCT/SERVICE CODE: R499 - Support - Professional: Other

0.00 EA $___________ $___TBD_____

OPTIONAL CLIN-0002 | Additional Organizational Listening Sessions

(RESERVED):

This OPTIONAL contract line-item number (CLIN) shall be reserved for OPTIONAL exercise by the government for additional organizational listening sessions in excess of the fourteen (14) authorized under CLIN- 0001 ONLY if needed.

All OFFERORS shall provide a price quote for this OPTIONAL CLIN which shall be established with a quantity of 0 total.

This OPTIONAL CLIN, if exercised by the government, shall be fully funded to the additional quantity required and executed with a bilaterally signed contract modification signed by both the government and contractor. Please note that this OPTIONAL CLIN may be exercised at any time during the designated one-year performance period availability specified within this CLIN.

Contract Period: Base POP Begin: 11-01-2024 POP End: 10-31-2025

Option Year One (OY1) | EAP Services for Dayton VAMC:

for Dayton VAMC in accordance the PWS and the terms and conditions specified in this solicitation and any resultant contract. The contractor

The contractor shall provide up to three (3) sessions per incident for each employee.

The contractor shall provide up to fourteen (14) organizational listening sessions.

In the event of any changes to the content of the 150 informational posters provided by the contractor (i.e. contact information), the contractor has seven (7) calendar days to notify the government requiring office of the changes. After notification, the contractor has fourteen (14) days to deliver 150 replacement informational posters (18'x24") to the government requiring office.

INVOICING: The contractor shall invoice on a monthly basis in the arrears upon completion of authorized services in accordance with the terms and conditions established in the resultant contract.

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

OPTIONAL CLIN-1002 | Additional Organizational Listening Sessions

This OPTIONAL contract line-item number (CLIN) shall be reserved for OPTIONAL exercise by the government for additional organizational listening sessions in excess of the fourteen (14) authorized under CLIN-

1001 ONLY if needed.

All OFFERORS shall provide a price quote for this OPTIONAL CLIN which shall be established with a quantity of 0 total.

This OPTIONAL CLIN, if exercised by the government, shall be fully funded to the additional quantity required and executed with a bilaterally signed contract modification signed by both the government and contractor. Please note that this OPTIONAL CLIN may be exercised at any time during the designated one-year performance period availability specified within this CLIN.

Contract Period: Option 1 POP Begin: 11-01-2025 POP End: 10-31-2026

Option Year Two (OY2) | EAP Services for Dayton VAMC:

for Dayton VAMC in accordance the PWS and the terms and conditions specified in this solicitation and any resultant contract. The contractor

The contractor shall provide up to three (3) sessions per incident for each employee.

The contractor shall provide up to fourteen (14) organizational listening sessions.

In the event of any changes to the content of the 150 informational posters provided by the contractor (i.e. contact information), the contractor has seven (7) calendar days to notify the government requiring office of the changes. After notification, the contractor has fourteen (14) days to deliver 150 replacement informational posters (18'x24") to the government requiring office.

INVOICING: The contractor shall invoice on a monthly basis in the arrears upon

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

OPTIONAL CLIN-2002 | Additional Organizational Listening Sessions

This OPTIONAL contract line-item number (CLIN) shall be reserved for OPTIONAL exercise by the government for additional organizational listening sessions in excess of the fourteen (14) authorized under CLIN- 2001 ONLY if needed.

All OFFERORS shall provide a price quote for this OPTIONAL CLIN which shall be established with a quantity of 0 total.

This OPTIONAL CLIN, if exercised by the government, shall be fully funded to the additional quantity required and executed with a bilaterally signed contract modification signed by both the government and contractor. Please note that this OPTIONAL CLIN may be exercised at any time during the designated one-year performance period availability specified within this CLIN.

Contract Period: Option 2 POP Begin: 11-01-2026 POP End: 10-31-2027

Option Year Three (OY3) | EAP Services for Dayton VAMC:

for Dayton VAMC in accordance the PWS and the terms and conditions specified in this solicitation and any resultant contract. The contractor

The contractor shall provide up to three (3) sessions per incident for each employee.

The contractor shall provide up to fourteen (14) organizational listening sessions.

In the event of any changes to the content of the 150 informational posters provided by the contractor (i.e. contact information), the contractor has seven (7) calendar days to notify the government requiring office of the changes. After notification, the contractor has fourteen (14) days to deliver 150 replacement informational posters (18'x24") to the government requiring office.

INVOICING: The contractor shall invoice on a monthly basis in the arrears upon

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

OPTIONAL CLIN-3002 | Additional Organizational Listening Sessions

This OPTIONAL contract line-item number (CLIN) shall be reserved for OPTIONAL exercise by the government for additional organizational listening sessions in excess of the fourteen (14) authorized under CLIN- 3001 ONLY if needed.

All OFFERORS shall provide a price quote for this OPTIONAL CLIN which shall be established with a quantity of 0 total.

This OPTIONAL CLIN, if exercised by the government, shall be fully funded to the additional quantity required and executed with a bilaterally signed contract modification signed by both the government and contractor. Please note that this OPTIONAL CLIN may be exercised at any time during the designated one-year performance period availability specified within this CLIN.

Contract Period: Option 3 POP Begin: 11-01-2027 POP End: 10-31-2028

Option Year Four (OY4) | EAP Services for Dayton VAMC:

for Dayton VAMC in accordance the PWS and the terms and conditions specified in this solicitation and any resultant contract. The contractor

The contractor shall provide up to three (3) sessions per incident for each employee.

The contractor shall provide up to fourteen (14) organizational listening sessions.

In the event of any changes to the content of the 150 informational posters provided by the contractor (i.e. contact information), the contractor has seven (7) calendar days to notify the government requiring office of the changes. After notification, the contractor has fourteen (14) days to deliver 150 replacement informational posters (18'x24") to the government requiring office.

INVOICING: The contractor shall invoice on a monthly basis in the arrears upon

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

OPTIONAL CLIN-4002 | Additional Organizational Listening Sessions

This OPTIONAL contract line-item number (CLIN) shall be reserved for OPTIONAL exercise by the government for additional organizational listening sessions in excess of the fourteen (14) authorized under CLIN- 4001 ONLY if needed.

All OFFERORS shall provide a price quote for this OPTIONAL CLIN which shall be established with a quantity of 0 total.

This OPTIONAL CLIN, if exercised by the government, shall be fully funded to the additional quantity required and executed with a bilaterally signed contract modification signed by both the government and contractor. Please note that this OPTIONAL CLIN may be exercised at any time during the designated one-year performance period availability specified within this CLIN.

Contract Period: Option 4 POP Begin: 11-01-2028 POP End: 10-31-2029

GRAND TOTAL $____________

B.3 PERFORMANCE WORK STATEMENT dated 9 October 2024

PERFORMANCE WORK STATEMENT (PWS)

Employee Assistance Program (EAP) Services for Dayton VAMC and CBOCs

9 October 2024

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide Employee Assistance Program (EAP) services for Dayton Veterans Administration Medical Center (VAMC) Employees and CBOCs located in Ohio on a firm-fixed-price basis. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

BACKGROUND: It is the policy of the department to provide its employees, and family members, access to an Employee Assistance Program (EAP) to offer resources to address work-related problems, traumatic incidents, substance abuse, mental illness, marital or family problems, and financial or other personal problems. EAP is a comprehensive program that can provide employees with the support, tools, and resources they need to manage through challenging times and remain productive on the job.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to provide Employee Assistance Program (EAP) services for Dayton VAMC employees and its CBOCs located in Ohio as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established with primary requiring activity location summarized as follows:

Department of Veterans Affairs Dayton Veterans Affairs Medical Center (VAMC) 4100 West Third Street Dayton, OH 45428

NOTE: The contractor shall provide Employee Assistance Program (EAP) services for VHA staff members located at Dayton VAMC and Dayton VAMC CBOCs which may be executed remotely in accordance with the terms and conditions established in this PWS and the resultant contract.

1.2 PERIOD OF PERFORMANCE. The periods of performance for the base and all option periods for this contract are summarized as follows:

Base Year: 11/01/2024 to 10/31/2025 Option Year One (OY1): 11/01/2025 to 10/31/2026 Option Year Two (OY2): 11/01/2026 to 10/31/2027 Option Year Three (OY3): 11/01/2027 to 10/31/2028 Option Year Four (OY4): 11/01/2028 to 10/31/2029

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirements of the contract. The contractor shall provide a copy of the Quality Control Program (QCP) with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the government Contracting Officer, PM, COR, COTR, and/or government representative(s) designated by the CO in writing. The contractor’s quality control program shall incorporate all items specified in the Performance Requirements Summary (PRS) of this PWS.

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards established in the PRS and the PWS. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s) which shall include but is not limited to the following:

a. Random Monitoring/Surveillance: As stated in the performance standards of the QASP, the Quality Assurance Evaluators (QAEs) as assigned by the CO designated government representative will monitor the contractor’s performance under the contract against the PRS. QAEs will be familiar with the QASP prior to the beginning of monitoring performance and will only have the authority to document performance and provide documentation to the COR for his/her review. Documentation of performance will be retained as part of the Government’s QA/QC file. The CO designated government representative(s) shall enter all results of monitoring on a QASP PRS checklist.

b. Documenting Performance: The government shall maintain a QA/QC file of the contractor’s performance under the contract documenting positive and negative performance. The CO designated government representative(s) shall quarterly (based on the Federal Fiscal Year) generate a report for both the CO and the contractor based on the QASP PRS checklist for the three months of the quarter. Any communications (except routine) between the government and the contractor shall be summarized and any actions taken by the Government that affect the contract during the reporting period shall additionally be included. Other performance-related issues or miscellaneous items will be included in the quarterly report.

If the contractor’s performance for any PRS line item does not meet the PRS performance standard during a monitoring period, the CO designated government representative shall generate a Contract Discrepancy Report (CDR) and present it to the CO for issuance to the contractor as appropriate. The CDR(s) shall specify the nature of the discrepancy if there are required corrected actions and the timeline for taking corrective actions. The contractor shall acknowledge receipt of the CDR in writing and develop a Corrective Action Plan (CAP) if required. The government shall review the contractor’s CAP to determine acceptability.

CDRs and CAPs will become part of the government’s QA/QC file and may form the basis for contractual actions by the CO if deemed necessary to correct the contractor’s performance under the contract.

c. QASP Review and Updates: Prior to the exercising of any contract option periods, the CO, CO designated government representative(s) and contractor shall review the QASP to determine if any changes to the QASP are needed. The government retains final authority on what is contained in the QASP.

1.3.3 Federally Recognized Holidays. The contractor is not anticipated to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth

1.3.3.1 Any other day specifically designated as a holiday by the President of the United States. If a holiday falls on a Saturday, the preceding Friday is recognized as the holiday; if the holiday falls on Sunday, the following Monday is recognized as the holiday.

1.3.4 Hours of Operation. The contractor shall be available to schedule services from Monday through Friday from 0800-EST to 1700-EST (with peak hours 0800 to 1400-EST) except on Federally recognized holidays.

The contractor shall coordinate with the COR and/or authorized government representative designated in writing by the COR and/or Contracting Officer to schedule services before the first working day of the calendar month. All services shall be performed at the rates established in the COST/PRICE SCHEDULE in accordance with the terms and conditions of this contract. The contractor must maintain an adequate workforce to ensure that uninterrupted services are performed for all requirements defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.3.5 Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the CO in accordance with the procedures specified within this PWS for the following locations:

NOTE: The contractor shall provide Employee Assistance Program (EAP) services for VHA staff members located at Dayton VAMC and Dayton VAMC CBOCs which may be executed remotely in accordance with the terms and conditions established in this PWS and the resultant contract.

1.3.6 Type of Contract. The government intends to award a single-award firm-fixed-price (FFP) type contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised in accordance with the terms and conditions established in the contract. The authority that will be utilized to award this effort will be in accordance with FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local, and the Department of Veterans Affairs to perform wheelchair (or ambulette) transportation service in support of this VA medical facility in the state of Ohio.

1.3.7.1 VAMC/VAACC Identification Badges: Not Applicable

1.3.7.2 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information, and property. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.3.7.3 Key Control: Not Applicable.

1.3.7.4 Lock Combinations: Not Applicable.

1.3.8 Special Qualifications. See the requirements below.

1.3.9 Post-Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post-award conference virtually convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer (CO) and government representative(s) designated by the CO may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Contracting Officer’s Representative (COR), Contracting Officer’s Technical Representative (COTR) or other Government Representative(s) Designated by the CO. The (COR, COTR or other Government Representative Designated by the CO) if designated will be identified by separate letter issued by the cognizant government Contracting Officer. These designated representative(s) of the CO monitor all technical aspects of the contract and assists in contract administration and are authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, COTR or government representative(s), a copy of which is sent to the contractor, states the responsibilities and limitations of their responsibilities, most importantly with regard to changes in cost or price, estimates or changes in delivery dates. The COR, COTR and/or government representative(s) of the CO are not authorized to change any of the terms and conditions of the resulting order.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager. The contractor shall provide a contract project manage who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.3.11.1 Personnel Roster. Not later than ten calendar days after notification of award prior to commencement of any services, the contractor shall provide a list of all personnel that will perform services under this contract and information regarding a contact person for this contract to the Contracting Officer (CO). Thereafter, any changes to the personnel roster of the contractor shall be submitted to the CO, COTR and all authorized government representative(s) designated in writing by the CO within 24 hours of any change in staff.

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

CLIN: Contract Line Item Number CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

PERSONAL PROTECTIVE EQUIPMENT (PPE): The contractor shall provide all PPE necessary to perform services under this contract in accordance with Federal, State, VA, VHA, state, local and VAACC policies and procedures, which are subject to change. The contractor shall also ensure that all subcontractor(s) performing services under this contract comply with all PPE requirements as specified herein.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

2.2. ACRONYMS:

CBOC Community-Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 NHCU Nursing Home Care Unit NTE Not to Exceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PM Program Manager PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TJC The Joint Commission VAAR Veterans Affairs Acquisition Regulation

VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veterans Affairs Ambulatory Care Clinic VAMC Veterans Affairs Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT-FURNISHED ITEMS AND SERVICES:

3.1.Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment/Material/Space. The government shall provide, at a minimum, the following items to perform duties under the contract:

3.4.1. NOT APPLICABLE - RESERVED.

3.4.2. NOT APPLICABLE - RESERVED.

3.4.3. NOT APPLICABLE - RESERVED.

3.4.4. NOT APPLICABLE - RESERVED.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow equipment from the VAMC facility. The contractor shall at no time and under any circumstances exchange supplies and/or equipment with VAACC. The prices quoted in the PRICE/COST SCHEDULE shall be inclusive of consumables utilized to perform services which shall include but is not limited to the following:

4.2.1. Personal Protective Equipment (PPE): The contractor shall provide all PPE necessary to perform services under this contract in accordance with Federal, State, VA, VHA, state, and local policies and procedures, which are subject to change. The contractor shall also ensure that all subcontractor(s) performing services under this contract comply with all PPE requirements as specified herein.

5. REQUIREMENTS:

5.1 The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide EAP SERVICES in accordance with terms and conditions established in the contract which includes this Performance Work Statement (PWS) and the performance standards established in the Performance Requirements Summary (PRS) portion of this PWS.

5.1.1 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this

PWS.

5.2 AUTHORITY: Federal law requires that Agencies must offer counseling services to employees. The EAP is the vehicle through which these laws are implemented (Public Law 79-658 (5 U.S.C. § 7901), 91-616 (42 U.S.C. § 290aa-1), and 92-255; Executive Order 12564 Drug Free Work Place Act; and the Americans with Disability Act Amendment Act (ADAAA). The U.S. Office of Personnel Management (OPM), as the lead Agency for Federal EAPs under these laws, offers recommendations regarding the provision of EAP services. More specifically EAP services should:

5.2.1. Be effective, efficient and based on the best available professional practices;

5.2.2. Be provided within a safe, secure and confidential environment;

5.2.3. Maintain clear and open lines of communications with stakeholders;

5.2.4. Allow clients appropriate control over their own care;

5.2.5 Provide continuity of care to help clients achieve their goals; and

5.2.6. The EAP shall embrace OPM’s guidelines and incorporate them into service delivery.

5.3. ESTIMATED AREA OF COVERAGE, EMPLOYEE SESSIONS, ORGANIZATIONAL SESSIONS AND

INFORMATIONAL POSTERS: The EAP contractor must provide services to all employees assigned to Dayton VAMC (Station Code 552) and CBOCs as required. The total estimated number of full time equivalent (FTE) assigned to Dayton VAMC to include its CBOCs is approximately 3,096 employees. The following deliverables shall be provided by the contractor as specified in the all-inclusive pricing established in the PRICE/COST SCHEDULE which is recapitulated as follows:

5.3.1. The contractor shall provide each year up to three (3) sessions per incident for each employee;

5.3.2. The contractor shall provide each year up to fourteen (14) organizational listening sessions;

5.3.3. The contractor shall provide 150 informational posters (18"x24") that are laminated to include contact information and a summary of all EAP services provided to all employees. To this end, the contractor shall first provide one (1) sample informational poster (18"x24") that is laminated to government requiring office for review/approval not later than 11/15/2024. Upon government approval of the sample poster, the contractor shall deliver 150 laminated posters (18"x24") to the requiring office not later than 14 calendar days after approval; and

5.3.4. In the event of any changes to the content of the 150 informational posters provided by the contractor (i.e. contact information), the contractor has seven (7) calendar days to notify the government requiring office of the changes. After notification, the contractor has fourteen (14) days to deliver 150 replacement informational posters (18'x24") to the government requiring office.

5.4 WORK SCOPE. The services performed by the contractor shall include but is not limited to the following:

5.4.1. Assessment.

5.4.2 Treatment Planning.

5.4.3 Short-term Counseling.

5.4.4. Financial Counseling.

5.4.5. Traumatic Incident Management (TIM).

5.4.6. Social Service Assistance.

5.4.7. Information and Referral.

5.4.8. Health Education Training.

5.4.9. Short-term substance abuse counseling.

5.4.10. Education for employees and managers about substance abuse, assessing employees with potential substance abuse problems; identification of resources for treatment and rehabilitation for employees found to need them; and to work with the Dayton VAMC and CBOCs requiring activities to successfully transition employees back to the workplace.

5.5 CONTRACTOR EMPLOYEE REQUIREMENTS:

5.5.1. STAFFING: The contractor shall at all times provide enough employees on duty to ensure the contract’s performance metrics listed in the Quality Assurance Surveillance Plan (QASP) are met. The contractor shall additionally provide at a minimum one contractor project manager to ensure compliance with the terms and conditions established of the contract as established herein.

5.5.2. EAP COUNSELING STAFF MEMBER: The contractor shall ensure that all EAP counseling staff members have 1) At a minimum, professional counselors, shall hold a master's degree and a current state license or certificate to practice at the highest independent level as a mental health practitioner consistent with state laws and 2) Professional counselors must be trained to assist employees with a wide range of personal issues, as well as, to provide coaching, management consultations, and presentations on a variety of health and wellness topics (Section II. b.).

5.5.3. COMMUNICATIONS: EAP counseling, communications, and information and referral services may be in person, by telephone, or fax, but generally may not be by e-mail, internet, or intranet. Exceptions may be made when the employee gives consent to send and receive information to and from the EAP by e-mail, internet, or intranet. Consent must be documented and retained in the employee's EAP file. Before an employee gives consent, he or she must be informed that there is no expectation of privacy regarding such communication or information stored within the Agency’s computer system.

5.5.4. AVAILABILITY: The EAP contractor shall be available 24 hours a day, 7 days a week, through a toll-free EAP point of contact.

5.5.5. OTHER REQUIREMENTS:

a. Expert, credentialed staff must answer phone calls within 5 minutes, establish eligibility for services, and identify the services needed (e.g., referral to an EAP counselor.

b. A separate TTD number (for the hearing impaired) is also provided.

c. Face-to-face counseling services must be available.

d. The EAP offers unequaled accessibility for employees and their family members – no matter where they live or work.

5.5.6. PUBLICATIONS: At contract initiation, Dayton VAMC employees and respective CBOC employees will receive introductory brochures, wallet cards, and posters. The contractor shall provide each site with sufficient brochures and wallet cards to distribute to each employee, plus ten (10) percent. The number of posters provided at contract start-up will be agreed upon by the Agency and the EAP Contractor:

a. Quantities will be based on the number of Agency locations, the number of covered employees, and the needs of the Agency.

b. Thereafter, and upon request, the EAP contractor will supply additional copies of brochures, wallet cards, and posters every 18 months. The EAP contractor will mail brochures, wallet cards and posters third class bulk rate, to the Agency's locations.

c. Any materials requested beyond those provided, or to locations beyond the first two, will be at the expense of the Agency.

d. ii. Supervisor manuals shall be provided for distribution.

5.5.7. ORIENTATION: Initial orientation for employees and supervisors, and annually thereafter as requested by the Agency.

5.5.8. REPORTING REQUIREMENTS - The contractor's project manager will be an EAP professional, who will serve as the main point of contact for all operational issues throughout the term of the agreement, including the following:

a. Communication with the Agency Point of Contact and other identified Agency representatives (e.g., Union Representatives, Human Resources staff, Continuity of Operations Plan coordinators, etc.).

b. Review relevant Agency and EAP Contractor policies and procedures to discuss their effect on program operations, as well as, to identify any inconsistencies with professional best practices, standards, laws, and regulations with the Agency Point of Contact.

c. Access to Agency policies regarding the EAP, Privacy Act System of Records notices, relevant personnel procedures, Drug-Free Workplace Plan, etc., to identify their impact on the program and its clients, as well as, any incongruities with the EAP contractor's procedures. Review and changes shall be coordinated with the Agency Point of Contact.

d. Individuals using the EAP shall be offered a client satisfaction survey. The composite results of the entire consortium are provided in the quarterly report.

e. The contractor shall provide a standard, comprehensive report quarterly to the COR and/or designated government program manager.

5.5.9. EMPLOYEE ACCESS AND EAP ATTENDANCE:

a. ELIGIBILTY FOR SERVICE: i. The EAP is available to the employees designated by the

Agency.

b. PARTICIPATION AND JOB SECURITY: EAP participation is voluntary. An employee may privately access the EAP directly by phone or on a walk-in basis where available. An employee’s job shall not be jeopardized solely for requesting counseling assistance from the EAP. Individuals may be referred to the EAP by supervisors based on work performance or conduct deficiencies. ii.

Employees may initiate contact with the EAP or be referred by-supervisor, labor representative, drug-testing program coordinator, Employee Health Physician, or any number of other sources.

c. SUPERVISORY APPROVALS: (1) INFORMAL REFERRALS - A manager or supervisor may suggest that an employee seek EAP services when the employee’s performance, conduct, or attendance has begun to deteriorate, or when the manager or supervisor learns information that suggests that the EAP might be of assistance to the employee. (2) FORMAL REFERRALS – A manager or supervisor may also formally refer an employee to the EAP. A formal EAP referral is in writing, is usually verbally communicated to the employee, and states the performance, conduct, or attendance reasons why the referral is necessary.

d. ATTENDANCE: Employees are not required to seek permission to meet with an EAP counselor when it is on their own time. Employees may meet with an EAP counselor during their workday by taking approved leave or without a charge to leave, with the permission of their supervisors.

Employees, who receive approval to visit an EAP counselor during their workday without a charge to leave, shall be allowed travel time to and from the EAP counselor’s office. Employees working irregular duty hours may have their tour of duty modified to accommodate their EAP attendance.