G004--Tennessee Valley Healthcare System VA Medical Centers Employee Assistance Program

Sources Sought Notice Sources Sought Notice Page 5 of 5 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 2 Request for Information 36C24922Q0366 On behalf of the Tennessee Valley Healthcare System VA Medical Center, Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced contract to provide Employee Assistance Program (EAP) services for the purpose of prevention, early recognition, intervention, and resolution of work-related and personal problems. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 923130. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these services, please provide the following information: Organization name, address, point of contact, email address, Web site address, and telephone number. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc. Business type under North American Industry Classification System (NAICS) 923130. Under which NAICS code does your company usually provide the requirements described in the Statement of Work - Please provide rationale for your answer if different from NAICS 923130. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability. Response to this Sources Sought shall not exceed 10 pages and should include all of the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. The government will evaluate market information to ascertain potential market capacity to: Provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements. Implement a successful plan that includes: compliance with program schedules; cost containment; meeting and tracking performance. Provide services under a firm-fixed price contract. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 10:00am CT, June 24, 2022. All responses under this Sources Sought Notice must be emailed to Bradley.Martin5@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Contract Opportunities. However, responses to this notice shall not be considered adequate responses to a solicitation. STATEMENT OF WORK EMPLOYEE ASSISTANCE/WORK-LIFE PROGRAM (EAP) 1. General: The contractor shall provide Employee Assistance Program services and employee assessment, counseling, and referral services (collectively referred to as "EAP") to the Tennessee Valley Healthcare System (TVHS) for the purpose of prevention, early recognition, intervention, and resolution of work-related and personal problems. The TVHS is comprised of two VA Medical Centers and multiple VA Outpatient Clinics, VISN 9 Headquarters, VA Regional Office (VBA) Nashville, and Mid-South Consolidated Patient Account Center (CPAC). Employee assessment, counseling, and referral services as described below will be provided by licensed therapists. Employee Orientation and Supervisory Training services, as described below, will be provided at each of the two Medical Centers located at: Tennessee Valley Healthcare System Murfreesboro Campus 3400 Lebanon Pike Murfreesboro, TN 37129 Tennessee Valley Healthcare System Nashville Campus 1310 24th Ave Nashville, TN 37212-2637 2. The following identified services are required: a. Program Development and Consultation Services Assessment of Organization Needs: Contractor will consult with the TVHS EAP Internal Coordinator/Contracting Officer Representative (COR) to determine the service needs based on factors such as: demographics of the workforce, employee work schedules, geographic distribution of employees, employee insurance coverage's, specific job performance issues, current disciplinary policies and procedures, and types of personal problems already known to be of concern to employees. b. Contractor will assist in the Development of Program Policy and Procedures by developing guidelines and procedures concerning the identification and referral of employees who require assistance with personal issues. Each consultation will be conducted by identifying and clarifying employee s concerns, looking at all the options, and developing a plan of action to create a solution that will work for the employee. c. Contractor will provide Ongoing Consultation and Program Evaluation from within a private office, provided by TVHS, (one on the Nashville Campus and one on the Murfreesboro Campus) one day a week (day to be determined) for a 6 hours day, during the hours of 8:00 AM to 4:30 PM. Days and hours on each campus location to be adjusted as needs are determined. All counselors will be licensed and/or certified and have, at a minimum, a master s degree in mental health field and extensive counseling experience. All counseling and records are to be kept confidential in accordance with Federal/State laws and regulations. For any information to be disclosed, the employee must provide written permission, specifying what information may be disclosed and to whom. d. Contractor will provide Training and Orientation Services by: 1. Attending TVHS New Employee Orientations (26 total, held every 2 weeks, at designated campus) and attend TVHS New Supervisory Training (4 per year) to provide information on the EAP program. 2. Providing the employee with an orientation to EAP information on an internet-based version made available on the contractor s website. 3. Providing financial seminars, at each campus, on such topics as debt and financial problems, annual tax changes, retirement planning, and investment strategies. e. Contractor will provide Work/Life Services to include: 1. Childcare information and referrals for all types of childcares, to include camps and school programs with availability being verified prior to making a referral. 2. Eldercare referrals and information, ensuring openings and appropriateness before making referral, and providing consultation on how to evaluate the quality of facilities or resources used. 3. Adoption information and resources required to facilitate and adoption. 4. Academic resources, including customized profiles for military schools, boarding schools and colleges; college planning guides to include sources of financial assistance, educational consultants, college planning, SAT information, referrals to tutors and relevant web sites. 5. Pet care services that offer a customized listing of breeders and groomers, walkers and sitters, kennels, veterinarians, pet publications, and pet service guidebook. 6. Legal consultation provided by attorneys and simple will preparation at no cost, complete review with comments on any legal document up to six pages, offer a discount off hourly rates for legal services rendered beyond the EAP program offerings, and attorneys will make a phone call or write a letter on behalf of a client, if it will resolve a legal issue. 7. On-line legal and financial libraries which will include articles covering legal and financial matters and samples of legal documents. 8. Financial consultation conducted by experts regarding debt and financial matters, investment options, money management, monthly budget recommendations, identity theft, and retirement planning. 9. Tutoring referrals for children requiring academic assistance, referrals to tutors, profiles for all types of schools, and college planning and guidebook. 10. Smoking cessation information and no cost resources to assist with smoking cessation. 11. Providing supervisors, managers, and HR professionals with timely consultations needed to help their team remain productive/engaged and on-line resources available on contractor s website. f. Contractor will provide Assessment, Counseling and Referral Services to include: 1. 24 hour per day/7 day per week, toll-free EAP access. 2. Multilingual interpreter services. 3. Short-term, face-to-face assessment and coordination of referrals to resources beyond the EAP when needed. 4. Crisis management to assist with emergencies in the workplace. 5. Unlimited critical incident stress debriefings conducted on-site for traumatic incidents. 6. Consultation, assessment, referrals, and on-line resources for mental health issue including alcohol and/or drug use disorders, attention deficit disorders, eating disorders, depression, anxiety, abuse, panic disorder, diagnosed autism, violence, abuse, trauma, and grief. 7. On-line wellness and daily living resources covering a variety of topics including health risk assessment, wellbeing assessment, dieting, stress, fitness, diseases, and links to various health conditions resources. g. Contractor will provide Quality Management by providing continuous oversight, quality improvement, quarterly quality management reports and dedicated account manager. h. Contractor will provide Utilization Reports which will include: 1. Number of employees served. 2. Method of referral (self, informal supervisory, formal supervisory). 3. Incidence of presenting problems (including separate incidence for referrals promoted by substance abuse, sexual harassment, and discrimination concerns). 4. Demographic profile of employees utilizing the EAP. 5. Disposition of cases. 6. Outcome data of returned satisfaction surveys (confidentiality not compromised). i. Contractor will provide Program Promotion Materials, as needed, in the form of EAP brochures, wallet size contact cards for all employees, quarterly newsletters for all employees, quarterly posters, e-mail announcements, a monthly newsletter for supervisors, supervisory resources and/or guidebooks, and on-line services. j. Contractor will provide Management and Organizational Services with unlimited consultation to supervisors/managers regarding employees with job performance, attendance and conduct problems, and if appropriate, monitoring of consultation progress and treatment for up to two years when employee is referred for job/substance abuse; by maintaining contract with the employee, treatment providers, and the employer, unlimited consultation regarding organizational issues, including sexual harassment, drug-free workplace, downsizing, conflict resolution, and workplace violence. k. The contractor shall be required to notify the TVHS EAP coordinator, in writing, should a malpractice claim be involving an employee covered by this contract who has been filed against the contractor. The contractor will forward a copy of the malpractice claim within three workdays after receiving notification that a claim has been filed. The contractor will also notify the TVHS EAP coordinator/director when any provider furnishing service, under this contract, is reported to the National Practitioner Data Bank. This notification will include the name, title, and specialty of the provider. All written notifications shall be sent to the following Address: VA Tennessee Valley Healthcare System Director (00) 1310 24th Avenue Nashville, TN 37212-2637 l. Workforce Projection, from TVHS, estimate the workforce for this project to be 5,238 employees seen an average of three, one-hour sessions per issue. Actual usage has varied for TVHS services offered with internal personnel over the last five years, ranging between 150 and 250 employees seen per fiscal year. Each session is one hour of consultation with a licensed therapist. m. TVHS COR will act as a liaison to the contractor. This individual will also ensure that contract specifications are met. The COR must be available during the administrative tour of duty form 8:00 a.m. - 4:30 p.m. Monday through Friday. This COR must be on staff at one of the contractor's provided sites. The designated site therapist will meet quarterly with the TVH COR to ensure continuity of contracting services. 3. Period of Performance: The contractor is available for the work required, as described in the SOW, including Federal Holidays. New Year s Day Martin Luther King, Jr.Birthday President s Day Memorial Day Junteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day 4. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. 5. Reporting Requirements: The contractor shall provide the COR with monthly written progress reports. These are due to the COR by the second workday following the end of each calendar month, throughout the project's duration. The COR is required to provide monthly progress reports to the Contracting Officer by the fifth workday of the new calendar month. 6. Contractor Experience Requirements: The contractor must inform the VHA COR when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the contract, proposed substitutions of key personnel shall be made to the COR and CO. Contractor personnel will meet all COVID 19 requirements issued by the Veterans Health Administration. 6. Confidentiality and Nondisclosure. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.