R499--Employee Assistance Program St Petersburg

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective quoters list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS Code 624190, (Individual and Family Services) with a size standard of 16 million. The Veterans Benefits Administration (VBA) St. Petersburg Regional Office (RO), in St Petersburg, FL, is seeking to identify any vendor capable of providing Employee Assistance Services per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 11:00am EST, on July 17th, 2024. All responses under this Sources Sought Notice must be emailed to contact@example.gov with RFQ # 36C10D24Q0225 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) 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. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the (service) as listed in Attachment 2 STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the (SOW). Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 STATEMENT OF WORK EMPLOYEE ASSISTANCE PROGRAM BACKGROUND The Department of Veterans Affairs St Petersburg VA Regional Office has a requirement to provide Employee Assistance Program (EAP) services to employees and their immediate families. Immediate family includes spouse, children, including adopted children and employee s parents. Requirement is for a Base Year and 4 One-Year Option Periods. 1. EMPLOYEE ASSISTANCE PROGRAM (EAP) POLICY. The program is available to all employees and their immediate families, since problems at home may affect work. Immediate family includes spouse, children, including adopted children and employee s parents. All records and discussions of personal problems will be confidential and will not jeopardize an employee s job security, promotional opportunities or reputation. These records will be kept by the designated counseling resource; furthermore, an individual s specific records will not be reported to the regional office. Verification of usage will be accomplished through VA auditors or auditors suggested by contractor or independent auditors selected by the VA, ensuring confidentiality is maintained for the user. Supervisors may use the program to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance and/or to refer employees to the program. It is the policy of the regional office to intervene only when problems affect job performance or reflect discredit to the regional office. Employees in treatment or rehabilitation will be eligible for sick leave on the same basis as is granted for other health problems; if sick leave is not available, annual leave or leave without pay will be considered. 2. PROGRAM REQUIREMENTS The EAP Contractor is expected to provide, at a minimum, the following: Employee Assistance Program (EAP) Services: Contractor is required to provide Telephonic EAP Services on a 24 hour, 7 Days a week basis (i.e. 24/7) and in-person counseling up to 6 sessions per issue. Service price will be based upon Employee Population which is 1756. Diagnostic Services: Problem assessment visits (unlimited) and initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance; Short-Term Counseling Services: Performed in-house directed toward clients whose problems can be addressed in one visit; Referral Services: Motivational counseling and referral to competent care and follow-up directed toward appropriate community resources for employees and dependents whose problems warrant specialize and/or longer-term counseling. The Services performed under said referrals are not paid for under this Contract. Contractor to work with Counselee in setting up a referral that is to be paid for by the Counselee and/or by their Federal Employees Health Benefits (FEHB). Work-Related Issues: Issues covering job dissatisfaction and/or work-related problems will be referred to the VA s EAP Coordinator(s). Program Availability: Diagnostic and referral services shall be available from a minimum of four (4) locations in and around the state of Florida. A toll-free telephone number will be available for both our local office as well for out-based employees located in Eglin Air Force Base, Hurlburt Field, NAS Jacksonville, Mayport Naval Station, Panama City, NAS Pensacola, MacDill Air Force Base, Tyndall Air Force Base, Patrick Air Force Base, Miami VA Medical Center (VAMC), West Palm Beach VAMC, NAS Jacksonville, Orlando VSC, Lake Nona, Lake Baldwin, Fort Myers VR&E, Sarasota VR&E, Sunrise VAOPC, Tallahassee Vet Center, Jacksonville VR&E, Orlando VR&E, Gainesville Vet Center, and The Villages VAOPC. Contractor will have referral capability in the out-based areas. Emergency (crisis capability with psychiatric/psychological backup) and after-hours EAP calls must be responded to by a professional staff member on a 24-hour daily basis. Contractor to forward medical emergency calls to 911 when applicable. Appointments will be made so that the client will be seen within three (3) working days or sooner as appropriate. Additional Services: Contractor will provide the VA brochures, wallet cards, posters and other materials to promote and maintain employee awareness, to familiarize employees and supervisors with services available through the EAP, and to enhance employee and supervisory understanding of how personal problems can affect job performance. Cost is included in the EAP price per employee rate. Contractor will provide Annual Supervisory training to the VA to promote the EAP program and detail the various avenues in which Supervisors can utilize the EAP Program. Training will be approximately 2 hours at the St Petersburg VA Regional Office (9500 Bay Pines Blvd, St Petersburg, FL 33744). Contractor will provide the VA, quarterly update statistical reports and cumulative utilization data summarizing diagnostic and referral activity. No identifying data on individual employees or their dependents will be provided the VA unless the employee would provide in writing in advance, an approved release for such information. Contractor will provide the VA, quarterly update statistical reports and cumulative utilization data for each of the three sites summarizing diagnostic and referral activity. No identifying data on individual employees or their dependents will be provided the VA unless the employee would provide in writing in advance, an approved release for such information. Upon request, Contractor may provide VA with program evaluation data obtained by Contractor through the seeking and evaluation of client and/or supervisory feedback of services rendered. Such evaluation must pertain to diagnostic and referral services provided as well as services provided by referral sources. This follow-up activity with clients and/or supervisors may be conducted on a quarterly basis for one year following initial intake. 3. ADMINISTRATIVE CAPABILITY: Contractor must have ability to administer/manage program staff, respond to and maintain compliance with applicable regulations, rules and policies; provide efficient and effective liaison with VA s EAP Coordinator, and assess established health insurer s programs or services of other social service agencies for referral potential. 4. PROGRAM CAPABILITY: Contractor to provide the necessary intake staff and other resources to conduct a successful EAP. EAP Counselors should have appropriate EAP credentials. Either the Certified Employee Assistance Professional (CEAP) credential or a similar Master Level credential/training. 5. CONFIDENTIALITY OF RECORDS AND REFERRALS: Contractor will ensure that no VA employee will be assigned for diagnosis, referral or counseling to a VA affiliated person unless specifically requested by the employee. Contractor agrees to comply with requirements relating to the confidential nature of patient s records in accordance with 42 USC Section 290dd-2. The VA agrees to provide Contractor with a copy of these requirements upon request. Contractor shall maintain counseling records which comply with the Privacy Act, and which are accurate and complete. Contractor shall ensure the physical security and prevention of disclosure of the records, reports or other private information regarding veterans. This information even with the veteran s informal written consent cannot be used without the VA s approval. These records must be maintained on the business premises in a secured locked file. 6. LEGAL RESPONSIBILITY. All services are to be provided by the contractor to employees without regard to race, color, creed or national origin. The Contractor is considered an agent of the Department of Veterans Affairs when providing services to employees and as such is bound by the same rules governing confidentiality of the Department of Veterans Affairs. Fees paid by the Department of Veterans Affairs shall not be greater than fees paid to the contractor by any other referral source for the same service. Fees cannot be paid for the services not authorized. The contractor agrees to save and hold harmless the Department of Veterans Affairs and its employees from any and all claims and liabilities of any type whatsoever and for damage to, loss or destruction of/on any property of a person, firm, corporation and/or other party; and for the injury to or death of any person or persons which now or hereafter arise out of or result from or be in any way connected, directly or indirectly, with said provision of services or the performance of this agreement. 7.0 VA information and information system security / privacy The Contractor is required to enter and exit the St Petersburg VARO through the front entrance. - Entering or exiting the building through any other door will require VARO approval and an escort will be required. - Upon entering the building, the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. 8. VA RESPONSIBLITIES: To assure adequate acceptability and utilization of these diagnostic and referral services, the VA agrees to participate in program exposure and employee education of the services available. Distribution of promotional materials to employees shall be at the expense of the VA. 9. PUBLISHING RESULTS: None of the information or data gathered relating to the services specified in this contract, or studies or materials based thereon or relating thereto, shall be publicized without the prior approval of an authorized official of the Regional Office.