R--Employee Assistance Program (VA-19-00065248)

This Amendment 0001 is hereby issued to clarify Section II Additional Information of the Statement of Work. The amount of sessions offered should read up to 6 sessions not up to 8 as previously stated on the original posting. COMBINED SYNOPSIS/SOLICITATION The West Palm Beach VA Medical Center located at 7305 North Military Trail Palm Beach Gardens, FL. 33410-6400 has a requirement to provide comprehensive Employee Assistance Program (EAP) delivering short-term, problem-focused counseling and a variety of services. The attached Statement of Work (SOW) shall be adhered to. This is a combined synopsis/solicitation, Request for Quotation (RFQ), for commercial items prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The applicable North American Industry Classification System (NAICS) Code and size standard are 541612 and $20.5 Million, respectively. In accordance with FAR 13.106-2(b)(3), the Government will conduct comparative evaluations of all quotes and award to the vendor which represents the best value on the basis of Technical Capability, Past Performance, and Price. Once the government determines that there is a vendor that is the best suited to meet the requirements of this RFQ (i.e. the apparent successful contractor); the government reserves the right to communicate with only that vendor to address any remaining issues. - FAR 52.212-2, Evaluation - Commercial Items is applicable to this procurement. This requirement will be awarded to a responsible contractor whose proposal represents the best value to the Government, considering price and technical factors, with technical and past performance factors more important than price. The evaluation of offers received in response to the solicitation will use a tiered or cascading order of precedence. Tiered evaluation of offers, also known as cascading evaluation of offers, is a procedure used in negotiated acquisitions when market research is inconclusive for justifying limiting competition to small business concerns or sub-categories of small business concerns. The contracting officer (1) Solicits offers from only small businesses that will be evaluated in the following tier order: (a) service-disabled veteran-owned small business (SDVOSB); (b) veteran-owned small business (VOSB); (c) all other small business concerns; (2) If an award or a sufficient number of awards cannot be made at the first tier, evaluation of offers will proceed at the next lower tier until an award or a sufficient number of awards can be made. Evaluation factors will be considered in descending order of importance: Technical Capability: Provide technical performance plan and proof of applicable certifications, license, and insurance. Past Performance: Prospective contractors may provide a list of five business references for which the contractor performed the same or similar scope as required in the statement of work. The reference information shall include: name of business; name and title of point of contact; brief description of services performed; and date services performed. Contractor s Proposed Rate: Firm Fixed price for a one year base period and four one year option periods. Offers shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, with its offer. The provision may be accessed at http://farsite.hill.af.mil/. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following provisions related to FAR clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items (Oct 2010) apply to this acquisition: (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. 7104(g)). ___Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. 7104(g)). (2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2010) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644). 52.219-8, Utilization of Small Business Concerns (Nov 2016) (15 U.S.C. 637(d)(2) and (3)). 52.219-14, Limitations on Subcontracting (Jan 2017) (15 U.S.C. 637(a)(14)). 52.219-28, Post Award Small Business Program Re-representation (Jul 2013) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor Cooperation with Authorities and Remedies (Oct 2016) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246). 52.222-35, Equal Opportunity for Veterans (Oct 2015)(38 U.S.C. 4212). 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793). 52.222-37, Employment Reports on Veterans, (Feb 2016) (38 U.S.C. 4212). 52.222-54, Employment Eligibility Verification (Oct 2015). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513). 52.225-1, Buy American Supplies (May 2014) (41 U.S.C. 10a-10d). 52.225-5, Trade Agreements (Oct 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O. s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer System for Award Management (Jul 2013) (31 U.S.C. 3332). 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.222-41, Service Contract Act Labor Standards (May 2014) (41 U.S.C. 351, et seq.). 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). (d) - Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor s directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (Nov 2016) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) [Reserved] (iv) 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212). (vi) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793). (vii) [Reserved] (viii) 52.222-41, Service Contract Act of 1965 (May 2014) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. 7104(g)). Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (May 2014) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (Oct 2015). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (May 2014) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) Other applicable provisions and clauses incorporated by reference: FAR 52.204-7 System for Award Management FAR 52.212-1 Instructions to Offerors Commercial items FAR 52.212-4 Terms and Conditions Commercial items FAR 52.217-5 Evaluation of Options FAR 52.217-8 Option to Extend Services FAR 52.217-9 Option to Extend the Term of the Contract FAR 52.222-41 Service Contract Labor Standards FAR 52.225-2 Buy American Certificate FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management FAR 52.233-1 Disputes FAR 52.233-4 Applicable Law for Breach of Contract Claim VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resource VAAR 852.203-70 Commercial advertising VAAR 852.237-70 Contractor responsibilities VAAR 852.270-1 Representatives of contracting officers VAAR 852.273-70 Late offers VAAR 852.273-74 Award without exchanges 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/Far/loadmainre.html http://www1.va.gov/oamm/oa/ars/policyreg/vaar/ http://farsite.hill.af.mil/ The Service Contract Act and Department of Labor Wage Determination WD 15-4573 (Rev.-10) applies to this procurement. The Wage Determination can be accessed at: https://beta.sam.gov/wage-determination/2015-4573/10?index=wd&date_filter_index=0&date_rad_selection=date&wdType=sca&state=FL&county=16478&is_wd_even=false&is_standard=true&cba=noCBA&prevP=prevPerfYesLocality&page=1 This announcement constitutes the only solicitation and interested parties are solely responsible for monitoring this solicitation and any amendments thereto. All contractors that intend to participate in the solicitation shall have an active registration with System for Award Management (SAM). If quoters do not have an active SAM account; account registration will be required at the following website. https://www.sam.gov/portal/public/SAM/. All quoters that are SDVOSB or VOSB must be verified through the Vendor Information Pages (VIP). An application and information is available at the following website https://www.vip.vetbiz.gov/. In accordance with VAAR 852.273-74, the Government intends to evaluate proposals and award a contract without exchanges with offerors. Therefore, each initial offer should contain the offeror s best terms from a cost or price and technical standpoint. However, the Government reserves the right to conduct exchanges if later determined by the contracting officer to be necessary. Offerors are instructed to submit clear and concise offers which adhere to the following format: Introductory/Response Letter to include brief business history and capability statement (letter not to exceed 3 pages) Technical Ability section shall include a technical performance plan and proof of insurance and bonding. (section not to exceed 5 pages > not including copies of certificates) Past Performance section may include up to five business references with the following: name of business; name and title of point of contact; brief description of services performed; and date services performed (section not to exceed 5 pages) Completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items (provision may be accessed at http://farsite.hill.af.mil/), if not completed in SAM. Completed Schedule of Rates to include Firm Fixed price for a one year base period and four one year option periods. All sources who believe that they have the experience and capabilities to perform the required services referenced above and detailed in the Performance Work Statement may submit their detailed quote no later than 12:00pm EST on September 16, 2019 to the following: Scott Frankel at contact@example.gov. Oral communications are not acceptable in response to this notice. See attached document: Statement of Work. Statement of Work for Employee Assistance Program WEST PALM BEACH VAMC INCLUDING ALL OUTLYING CLINICS Scope An Employee Assistance Program (EAP) is designed to assist work organizations address productivity issues by providing both prevention and intervention for employee problems, thus improving employee health and functioning, as well as workplace performance. Specific objections are: Through consultation to managers, supervisors and human resources management representatives, to improve employee job performance affected by personal problems and challenges or behavioral health issues. To provide high quality assessments, short-term problem solving, referral, and follow-up services for Federal employees and family members (where appropriate) covered by this program. To empower employees to resolve personal problems that impact or may impact employee conduct and work performance in the quickest, least restrictive, most convenient and cost effective manner possible. The range of problems addressed by the EAP includes any problem that may adversely impact job behavior, performance, productivity, attendance and/or conduct. These include but are not limited to emotional issues including relationships, problems at work, assistance in handling issues with children, anxiety or depression, job pressures, marital conflicts, grief and loss, and empty nesting, alcohol and substance abuse, including illegal drug related issues, managed behavioral health, disability assisting helping to shorten duration of an employee s absence, lifestyle coaching, weight management, financial helping employees manage stressful financial challenges, legal affairs including guidance in divorce, adoption, and real estate to reduce absenteeism and increase productivity. Furthermore, EAP services include educational programs to employees, available via computer connection, and EAP provider speakers/facilitators to present on a variety of employee/family/work-life balance topics to large audiences. To accomplish these objectives, West Palm Beach VAMC has established EAP services that provide counseling and assistances stated above to employees of this organization in all areas where our employees work, ranging north from Melbourne, FL south to Miami, Florida, and east to Okeechobee, Florida. All services stated above must be available and provided, as necessary, in areas where employees are located. This agreement provides for a comprehensive EAP delivering short-term, problem-focused counseling and a variety of services as described below. Qualified professional counselors will provide EAP services. Access 24 hour-a-day/7 day-a-week toll-free telephonic access to EAP staff including master s level, licensed employee assistance program clinicians, with registration and assistance availability via the internet. Face-to-face counseling services are available for up to 2500 West Palm Beach VAMC employees through hundreds of affiliate licensed providers at multiple sites which are convenient to employees. Counseling Licensed/certified counselors, who hold a minimum of a master s degree, and have a current state license or state certification to practice as a mental health practitioner, will provide clinical services to those who access the EAP. After hour services are also accessible as needed. Employees may be referred to the program through self-referral, supervisor and labor representative initiated referrals, drug-testing programs, occupational health units, or other sources. Employees of participating Federal organizations who may be affected by emotional concerns, alcohol, drug, or other personal problems will be offered up to six confidential EAP visits which include assessment, short-term problem solving, referral if needed, and follow up services. Family members, whose problems are related to the employee s problems, may also receive service regardless of whether or not the employee is a client of the EAP. Employees requiring specializing or long-term, on-going counseling will be helped by the EAP counselor by referral to established community resources and facilities for treatment and rehabilitative care. EAP Orientation and Supervisory Training Supervisors, managers, labor representatives, and others as deemed appropriate by management will be provided consistent, ongoing information about the range of services available through the EAP. Their roles and responsibilities in the successful implementation and use of the EAP will be explained, including techniques and procedures for referring employees to the counseling service. Employees will receive an orientation about the range of services provided by the EAP and how to access the program. Live or on-line presentations or other methods of presentation may be used for EAP program orientation purposes. Health Promotion and Education of Employees The EAP will conduct an ongoing program of health promotion and education with emphasis on job performance issues and problems. Established marketing strategies will be utilized to familiarize employees with the services available through the EAP. The number of work-life, health, and wellness sessions will be determined in consultation with the West Palm Beach VAMC s Human Resources Service and will be based upon the number of covered employees and the needs of the agency. Critical Incident Stress Management (CISM) The EAP will provide consultation to agency management in the development of agency plans for handling and responding to traumatic events. The EAP provides counseling services to employees who have experienced a traumatic event so as to decrease emotional stress and increase overall functioning. Counselors will be available to provide face-to-face individual and/or group support to those who have experienced threats or actual acts of violence, suicide, or acts of natural or man-made disasters, severe injury, death or any situation that might have psychological, legal, and/or media impact on an agency. EAP Services on the Internet The EAP Website provides access to EAP resources. The site provides information, tools, individual and family counseling information, along with other resources to support employees and their families with work, home and daily life needs. Legal/Financial Services EAP s Legal service and Financial Service programs are available to employees and family members. Licensed attorneys, who practice in applicable state, will provide consultation and referral services for a wide range of legal issues. Qualified financial consultants provide telephonic consultation on general tax information, financial planning, investment strategies and family budgeting. Legal and financial referrals are not endorsements or recommendations of any specific attorney, law firm or financial advisor. The responsibility of selecting and employing an attorney or financial advisor lies solely with the employees. Newsletter The EAP provides a health and wellness newsletters for all covered employees. The newsletter is available for individuals in electronic format and issued to the West Palm Beach VAMC Human Resources representative for publishing internally. Articles focus on both physical and mental wellness to increase productive, healthy, employees. EAP ACCOUNT MANAGEMENT: Introductory Employee Communications The EAP provider will produce and supply to each Agency employee introductory brochures, wallet cards to provide one to each employee plus an additional ten (10) percent. The number of posters distributed will be determined in consultation with the Human Resources representative and be based upon the number of covered employees and the needs of the agency. The EAP provider will supply additional copies of brochures, wallet cards, and posters as needed, thereafter. The EAP provider will mail brochures, wallet cards and posters to the Agency s location and up to one (1) additional location. Any materials requested beyond those provided or to locations beyond the first two will be at the Agency s expense. Any customization of the materials will be at the Agency s expense. On-Going Promotional Materials The EAP provider will periodically provide the Agency, in electronic format or reproducible template format, advertising and promotional materials regarding EAP services. Management Reports The EAP provider will provide the Agency with statistical reports on a quarterly basis. These reports will provide utilization of EAP services, to include statistical breakdown between gender, race, age, and whether the user of EAP services is an employee and/or family member. No names will be shared. Technical Website Support During the term of the contract EAP provider shall maintain their website with up-to-date information, clear and easy-to-use registration instructions, and responses to questions or concerns presented by employees within three hours. EAP Liaison Role The Human Resources Representative will serve as the EAP Liaison for the Agency and will coordinate the scheduling and internal promotion of all supervisor training, employee orientations, and other health promotion activities. The EAP Liaison may be asked to represent the organization at meetings to discuss the operation of the program. EAP Professional Staff The EAP provider is comprised of experienced EAP and behavioral health experienced professionals who provide added value through professional guidance and oversight of services including carrying out a multi-faceted quality assurance program over a broad geographic area ensuring top quality service delivery in an expeditious manner. ISO Guidelines The C&A requirements do not apply. A Security Accreditation Package is not required. Additional Information For EAP services for West Palm Beach VAMC employees at our main campus and at all CBOCs (Community Based Outpatient Clinics): Boca Raton, Delray Beach, Fort Pierce, Okeechobee, Stuart, Vero Beach, St. Lucie PTSD Clinic, as well as the Jupiter Vet Center. Estimated 2500 employees up to 6 sessions per calendar year. Period of performance will be one full base year period, and four consecutive option years at the discretion of the government. Confidentiality Confidentiality is a critical element of the EAP. Employees seeking help must feel confident that using the program will not jeopardize their jobs. The program is guided by the laws and regulations that protect client information. Counselors maintain records in accordance with these laws and regulations. Before the release of any confidential information, the client s signature is required. This signature allows for the flow of information between the client, the program, and the requisite organization. Disclosure may occur when there is a danger to self, others, or property as outlined in the Statement of Understanding signed by the employee and as authorized by law. All counseling records are owned by independent clinical providers with associations with EAP provider and are maintained in the strictest confidence. All information contained within the counseling records is considered privileged, an under the protection of the Privacy Act of 1974, Pub.L. No. 93-579m 88 Stat. 1897 (1974) (codified as amended at 5 U.S.C., 552a (1999))l 42 C.F.R. Part 2 (2001), Confidentiality of Alcohol and Drug Abuse Patient Records ( the Confidentiality Regulations ); and 45 C.F.R. Parts 160, 162, 164 (implementing provisions of the Health Insurance Portability and Accountability Act of 1996, Pub.L.No. 104-191, 110 Stat. 1936 (1996)), as applicable. Counseling records are used as documentation of the services rendered and/or as a source document for obtaining statistical data for EAP management use. No record will be released except as permitted by the Confidentiality Regulations, the Privacy Act, and as otherwise authorized by law. Period of Performance This statement of work will take effect and will remain in effect for the base year period and four option year periods unless amended in writing by the Government.