I.B.08. Solicitation_Instruction to Offerors_HRO EAP.pdf

Instruction to Offerors

(Addendum to FAR 52.212-1)

Employee Assistance Program – Human Resources Office (HRO)

Solicitation Number: W91SMC27RA001

NAICS Code: 541990 – All other Professional, Scientific, and Technical Services

A. Proposal Submittal and Inquiries

The provision at FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial

Services, applies to this acquisition. A successful offeror shall address all items set forth within the addenda to this provision below:

1. Solicitation Type: This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

proposals are being requested and a separate written solicitation will not be issued.

2. Contract Type & Authority: This solicitation, W91SMC27RA001, is issued as a Request for

Proposals (RFP) for a single Firm-Fixed-Price (FFP) contract under NAICS 541990. The acquisition is conducted utilizing the commercial procedures of FAR Part 12 in conjunction with FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

3. Mandatory Registration: All offerors must possess an active registration in the System for

Award Management (SAM.gov), including an active Commercial and Government Entity

(CAGE) code and Unique Entity Identifier (UEI), at the time of proposal submission in order to be eligible for award.

4. Proposal Submission Deadline: Proposals shall be submitted electronically via email to the

Contracting points of contact listed below prior to the closing date and time of:

• Stephanie Maley: stephanie.c.maley.civ@army.mil

• Lawrence Romang: Lawrence.j.romang.civ@army.mil

• Closing Date & Time: 14 December 2026 at 11:00 AM CDT

• Proposals received after this exact date and time will be considered late in accordance with FAR 52.212-1(f) and will not be evaluated.

5. Inquiries / Questions Due Date: All questions and requests for clarification regarding this

RFP must be submitted via email to:

• Stephanie Maley: stephanie.c.maley.civ@army.mil

• Lawrence Romang: Lawrence.j.romang.civ@army.mil

• Questions Due Date & Time: 8 December 2026 at 11:00 AM CDT

• Questions received after this cutoff may not be answered. The Government reserves the right to compile and answer questions in an official solicitation amendment..

B. General Instructions

1. Award Basis: Award will be made to the responsible offeror submitting the lowest conforming price for the base and all option years. Under FAR 13.106-1(a)(2), price is the sole evaluated factor for award; proposals will not be scored or rated on any other factor. SAM.gov status, SPRS records, and CEAP qualifications will be evaluated strictly on a pass/fail responsibility basis prior to award (FAR Part 9.1 / DFARS 204.76).

2. The Proposal: The submission of documentation specified below constitutes the offeror’s acceptance of all terms, conditions, and requirements of this RFP and concurrence with the attached Performance Work Statement (PWS).

3. Intent to Award Without Discussions: The Government intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. However, the

Government reserves the right to conduct discussions if determined necessary by the Contracting

Officer.

4. Proposal Validity: Offeror proposals shall remain valid for a minimum of 60 calendar days from the proposal due date.

C. Proposal Format

Proposals shall be complete, concise, and structured in two distinct volumes/parts as described below. Offerors shall clearly identify their company name, CAGE code, and Unique Entity

Identifier (UEI) on the title page of each volume.

Volume I: Technical Proposal (Factor 1 – Technical Performance)

Offerors shall provide a streamlined, comprehensive technical submission demonstrating a clear understanding of and capability to perform all requirements outlined in the Performance Work

Statement (PWS). The technical proposal shall directly address:

1. Scope of Operations & Capabilities: Demonstrated capability to deliver all required services detailed in Section 5.0 (Requirements) of the PWS, including:

o Operating and maintaining a 24/7/365 toll-free intake hotline and online support

(PWS 5.1.1).

o Providing timely referral services to qualified local providers within 60 miles of employee duty locations or homes of record throughout the State of Illinois (PWS

5.1.3 & 5.1.4).

o Providing up to five (5) counseling/coaching sessions per issue per employee, delivered by experienced and licensed counselors, with no extra billing (PWS 5.2.1 &

5.2.2).

o Timely quarterly usage and tracking reporting delivered to the COR within 30 calendar days of quarter end (PWS 5.3.1).

2. Special Qualifications & Certifications: Verification that the offeror meets all certification requirements in accordance with the Certified Employee Assistance Professional (CEAP) credential (PWS 1.4.7 & 5.3.3), including proof of counselor state licensure.

3. Quality Control & Contract Management: Designation of an authorized Contract Manager

(CM) (PWS 1.4.9) and overview of the Quality Control Plan (QCP) addressing metrics in

Technical Exhibit 1 (PRS).

Volume II: Price Proposal (Factor 2 – Pricing)

Offerors shall provide complete pricing for the 1-year Base Period and four (4) 12-month Option

Periods as outlined in PWS Section 1.3. Pricing must be submitted using the Contract Line Item

Number (CLIN) structure below:

CLIN Description Qty Unit Unit Price Total Price

0001 Base Year:

Employee Assistance Program

(EAP)

Services in accordance with PWS Section 5.0 (12 Months)

1 Job $_________ $_________

1001 Option Year 1: EAP Services in accordance with PWS Section 5.0 (12 Months)

1 Job $_________ $_________

2001 Option Year 2:

EAP

Services in accordance with PWS Section 5.0 (12 Months)

1 Job $_________ $_________

3001 Option Year 3:

EAP

Services in accordance with PWS Section 5.0 (12 Months)

1 Job $_________ $_________

4001 Option Year 4:

EAP

Services in accordance

1 Job $_________ $_________ with PWS Section 5.0 (12 Months)

Note on Pricing: This part of the proposal shall include all labor, supervision, materials, overhead, and resources required to fulfill the requirements of the PWS. No separate billing for assessments, referrals, or counseling sessions will be authorized outside the firm-fixed-price CLINs.

D. Basis for Award. (Addendum to FAR 52.212-2)

Award will be made to the responsible offeror whose conforming proposal offers the Lowest

Price Technically Acceptable (LPTA) to the Government, considering technical acceptability and price.

Factor 1 – Technical Performance

Technical performance will be evaluated on a Pass/Fail (Acceptable/Unacceptable) basis. To be rated "Acceptable," the proposal must demonstrate compliance with all specifications and tasks outlined in the PWS. Technical acceptability will be determined based on the following evaluation standard:

"Can the offeror meet all requirements outlined in the Performance Work Statement (PWS), specifically Section 5.0 (Requirements) and qualification standards in Section 1.4.7?"

o Acceptable: Proposal clearly meets all operational and qualification requirements of the PWS.

o Unacceptable: Proposal fails to clearly meet the operational requirements, qualifications, or deliverables outlined in the PWS. Proposals rated Unacceptable are ineligible for award.

Factor 2 – Pricing:

The Government will evaluate price proposals from all offerors determined to be Technically

Acceptable under Factor 1. Pricing will not receive an adjectival score or point rating.

1. Total Evaluated Price (TEP): In accordance with FAR 17.203, evaluation of options will not obligate the Government to exercise the option(s). The Total Evaluated Price will be calculated as the sum of CLIN 0001 (Base Year) and CLINs 1001 through 4001 (Option

Years 1 through 4).

2. Completeness: The Government will verify that all required CLINs are priced and that pricing accounts for all requirements identified in the PWS.

3. Reasonableness & Balance: Evaluated prices will be reviewed to determine if they are fair and reasonable and balanced across performance periods. A price that is found to be unreasonably high or unrealistically low may be rejected.

Award will be made to the responsible offeror with the lowest Total Evaluated Price among all proposals rated as Technically Acceptable.