R499--Employee Assistance Program (EAP) COUNSELING SERVICES

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e). SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 624190. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. The following VAAR policies and clauses will be applicable to this requirement if an SDVOSB/VOSB entity is interested and qualified in this requirement: VAAR 852.219-10 (c) incorporates the SBA s limitation on subcontracting requirements found in 13 C.F.R. § 125.6, which, for this supply and services contract, prevents the prime contractor from paying more than 50 percent of the amount paid by the government to non-SDVOSB subcontractors. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: Employee Counseling Service Program Contractor shall furnish employee assistance services to employees of the following VA Facilities: St, Louis VA Healthcare System John Cochran (JC) Division 915 North Grand St. Louis, MO 63106 +1 (555) 000-0000 Jefferson Barracks (JB) Division 1 Jefferson Barracks Drive St. Louis, MO 63125 +1 (555) 000-0000, ext. 66654 and community-based outpatient clinics (CBOCs) Manchester Ave. Annex (Team 1) 4974 Manchester Ave St. Louis, MO 63110 +1 (555) 000-0000, ext.. 56566 Washington Ave. Annex (Team 2) 2727 Washington Avenue St. Louis, MO 63103 +1 (555) 000-0000, ext. 57659 St. Louis CBOC 6854 Parker Road St. Louis, MO 63033 +1 (555) 000-0000, ext. 56988 St. Charles MO CBOC 844 Waterbury Falls Drive O Fallon, MO 63368 +1 (555) 000-0000, ext. 56988 Shilo IL CBOC 6500 W Main Street Belleville, IL 62223 +1 (555) 000-0000, ext. 56988 Washington MO CBOC 1627 A. Roy Drive Washington, MO 63090 +1 (555) 000-0000, ext. 56988 Contract shall be effective for a period of one year with option to renew four (4) additional years. Requirements 1. The Employee Counseling Service Program (ECSP) is being offered upon the premise that Department of Veterans Affairs (VA) employees are our most important resource. It is a means of promoting and maintaining the well-being of VA employees. It is a method for the VA to join employees in remedying personal, family, or other problems that may jeopardize the quality of their work, personal, or home life. 2. Professional counseling services shall be provided to the approximately 3100 eligible persons of the St. Louis VA Healthcare System (hereinafter referred to as STLVAHCS). The contractor agrees to provide diagnostic and referral services to all eligible persons. Diagnostic and referral services, in most cases, shall be accomplished in one or two sessions, but shall not exceed three sessions for diagnostic and referral services per eligible person per incident. The contractor shall agree to provide diagnostic and referral services for an unlimited number of incidents per eligible person per year. Definitions are: a. Eligible Person: Defined as employees of the STLVAHCS. Dependents and family members are considered as eligible person if they meet the dependency and familial relationships as recognized by the Internal Revenue Service (IRS). b. Diagnostic Services: Defined as problem identification and assessment. Problems are defined as treatable medical and psychological problems such as family, marital, chemical dependency, alcohol abuse, financial, mental, and other emotional problems, which may affect the health and work performance of an employee. Assessment is defined as determination of treatment needs, motivational counseling, and offering the employee a selection of treatment resources available in the community. c. Referral Services: Defined as referring the employee to competent and reliable community resources for follow-up care using standard referral procedures. d. Location of services - Counseling services shall be provided off-site at the contracted clinician s premises or via telephone, at the employee s preference. 3. The designated COR is listed below. This designation may be changed at the Contracting Officer s election. Employee preference will dictate where the counseling will be conducted. The service locations should provide employee anonymity and is subject to the approval of the COR. 4. The contractor s staff shall have a Master s Prepared Social Worker and/or Ph.D. Prepared Psychologist credentials and previous experience in a wide range of personal problems such as alcohol and drug counseling, marital and family related issues, and experience/expertise in resolving workplace problems and delivery of employee assistance and related managed care services. 5. The counseling service shall be designed to be available to all employees and to members of their families. Accessibility, availability, and visibility, coupled with trust and confidence that the VA supports this program and will respect the confidentiality of the service, are crucial elements to the success of this program. The Contractor shall schedule appointments and provide diagnostic and referral services Monday through Friday from 9:00 am to 9:00 pm and Saturday 9:00 am to 5:00 pm. Routine appointments shall be provided within three (3) working days of referral. The Contractor shall provide crisis accessibility, including weekends and holidays with a 24-hour telephone answering service using a toll free phone number. Emergencies shall be seen by a counselor within 24 hours. 6. When an employee or a member of his/her family seeks assistance from the VA Employee Health Physician/Nurse Practitioner or directly with the Contractor, the Contractor s mental health professional shall: a. Help clarify the problem and provide a better understanding of its dimensions. b. Provide short term counseling, when practical and appropriate, or help motivate the employee to seek other help; c. Recommend and/or facilitate referral to a resource in the community referral. These recommendations shall be developed within the financial means of the employees. 7. When VA Management or Supervisory personnel are concerned about the employee s job performance, and the usual and customary efforts to resolve the work problem have proven unproductive, the Contractor s mental health professional may be called upon by the employee s supervisor to consult about: a. Developing additional understanding and assessment of the problem. b. Examining alternative ways of resolving or managing the problem. c. Exploring avenues that might encourage the employee to voluntarily seek the Contractor s assistance; d. Employee s job performance difficulties that do not respond to customary supervisory processes and if job jeopardy exists, the VA may recommend the employee seek Contractor assistance to help prevent job termination. 8. The Contractor agrees to provide consultation with the COR on a quarterly basis to monitor any administrative and/or procedural difficulties and to evaluate the ESCP. The Contractor further agrees to establish and maintain an evaluation system to include information on contract activities, supervisory and employee orientation, education/prevention programs, and employee utilization of the program. The Contractor shall submit an annual program evaluation and quarterly program utilization report to the COR. These written reports shall be provided to the COR detailing: a. The number of counseling sessions provided: b. Number and types of problems counseled. c. Locations of the counseling d. Source of referral to the program. e. Disposition A quarterly report shall be submitted to the Contracting Officer s Representative detailing all calls received, when they were received, emergency or non-emergency and contractor response. The report shall be sanitized so that no personal information is revealed to protect the privacy of the patient. 9. Safeguarding Information: No information shall be provided to any person or persons, agency or agencies, in or out of the Federal Government which might identify an employee or a member of his/her family without a voluntarily signed release of information by the employee or his/her legally authorized family member (or legal guardian if a minor) specifying to whom, and for what reason, the information is to be released. The Contractor shall establish a confidential record-keeping system which is in compliance with Federal standards, and with requirements relating to the confidential nature of patients records in accordance with Section 333, Public Law 91-616 (as amended by Public Law 92-282), Section 406 of Public Law 92-255, and Federal regulations of the Special Action Office for Drug Abuse Prevention (21 CFR 1401). The Contractor shall insure that no VA employee is assigned for diagnostic referral or follow-up care to any VA affiliated person. SECURITY INCIDENT: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information. The contractor/subcontractor shall immediately notify the COR of any known or suspected security/privacy incidents or any unauthorized disclosure of employee sensitive information. The COR will notify VA Information Security Officer and Privacy Officer of the incident within one (1) business day after becoming aware of the incident. 10. The Contractor shall provide upon request by the STLVAHCS, employee education programs to orient employees using the ECSP, maximum visibility of the ECSP, promote preventive and educational topics that raise employee awareness, and provide materials (such as cards, brochures, flyers, poster, films, etc.) that will assist in explanation of the program. 11. The Contractor s mental health professional shall provide an evaluation form and an envelope, addressed to the contractor, to each counseled employee and/or family member. Completed evaluation forms will be returned to the contractor. Alternatively, a telephone survey may be conducted. These evaluations will provide feedback about the program to the VA and the contractor. The employee s satisfaction with the counseling service and results will be compiled by the contractor and shared with CORs in a quarterly report. 12. The Contractor shall provide annual orientation to VA supervisory personnel regarding proper utilization of the ECSP. A minimum of the following shall be provided each year. a. A one-hour presentation to an estimated 60 employees (supervisors and administrative personnel) to educate them about the psychological impact upon Health Care System s staff, patients assaults, abuse, etc. b. Administrative training of the supervisors in the use of the Employee Counseling Service Program. 13. The contractor shall submit monthly invoices via OB10 to the VA Financial Services Center. Invoices shall notate the number of employee(s) being invoiced that are (a) VA employee(s); (b) Regional Office Center employee(s). No names shall be identified / listed. 14. General Requirements: Hours of Operation: The Contractor shall schedule appointments and provide diagnostic and referral services Monday through Friday from 9:00 am to 9:00 pm and Saturday 9:00 am to 5:00 pm. Routine appointments shall be provided within three (3) working days of referral. The Contractor shall provide crisis accessibility, including weekends and holidays with a 24-hour telephone answering service using a toll-free phone number. Emergencies shall be seen by a counselor within 24 hours. The holidays are listed below: New Year s Day 1 January Martin Luther King Jr. Day 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December Response Time: Routine appointments shall be provided within three (3) working days of referral. The Contractor shall provide crisis accessibility, including weekends and holidays with a 24-hour telephone answering service using a toll-free phone number. Emergencies shall be seen by a counselor within 24 hours Experience: The Contractor s staff shall have an MBA prepared Social Worker and/or Ph.D. prepared Psychologist, as well as credentials and previous experience in a wide range of personal problems such as alcohol and drug counseling, marital and family related issues, and experience/expertise in resolving workplace problems and delivery of employee assistance and related managed care services. All staff shall meet licensing requirements of state and profession. Evidence of Insurance Coverage. Before commencing work under this contract, the contractor shall furnish to the Contracting Officer, a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation, of or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation of change is furnished the contracting officer. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name. If you are interested, and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW. Please provide your DUNS number. Responses to this notice shall be submitted via email to Philip Bouffard at contact@example.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday May 4, 2022 at 1200 CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation