SOURCES SOUGHT
R -- Employee Assistance Program Services
- Notice Date
- 10/23/2007
- Notice Type
- Sources Sought
- NAICS
- 621420
— Outpatient Mental Health and Substance Abuse Centers
- Contracting Office
- Department of Veterans Affairs;Rocky Mountain Network;VISN 19 Contracting;4100 E. Mississippi Avenue, Suite 1110;Glendale CO 80246
- ZIP Code
- 80246
- Solicitation Number
- VA-259-08-RI-0021
- Response Due
- 11/9/2007
- Archive Date
- 1/8/2008
- Point of Contact
- Kevin D Crook Contracting Officer (303) 691-6542
- E-Mail Address
-
Email your questions to Contracting Officer
(kevin.crook@va.com)
- Small Business Set-Aside
- N/A
- Description
- A detailed Statement of Work will be published in the future Request for Proposal posting. Below is a summary of the required EAP Service requirements: Eastern Colorado Healthcare System (ECHCS) - approximately 2000 employees Includes: Medical Center and Nursing Home, Lakewood CBOC, Fitzsimmons CBOC, Health Administration Center (HAC) - approximately 700 employees Southern Colorado area (SoCO) - approximately 250 employees. Includes: Pueblo Nursing Home, Alamosa CBOC, Colorado Springs CBOC, LaJunta CBOC, Lamar CBOC, Pueblo CBOC, Burlington CBOC and support offices located in La Junta, Las Animas, and Pueblo. A. Objective of the Employee Assistance Program (EAP): Provide access to appropriate prevention, treatment and rehabilitation programs and services for employees of the ECHCS and Health Administration Center with alcohol, drug, mental, emotional, family or other personal problems which adversely affect job performance, and to provide guidance for supervisors to effectively handle problems of employees which adversely affect job performance. B. General Description of Services: Programs and services will be provided by an independent, local, counseling service for assessment, referral and limited counseling, with costs paid by the ECHCS and the Health Administration Center. Costs of additional counseling services will be paid by employees or their health insurance providers. Referrals of employees and/or eligible family members may be self-referral or by any supervisor of the ECHCS or Health Administration Center. For our Southern Colorado offices, we will not require an on-site counselor, but instead the use of a 1-800 number for employees to call and set up face-to-face meetings with a provider in their area, also including up to six (6) visits per employee. C. Policies: The ECHCS and Health Administration Center, as employers, recognize mental and emotional disorders, alcoholism and drug abuse as treatable health problems. 1. The program will be available to all employees of any participating VA agency, which chooses to subscribe to the program. 2. All records and discussions of personal problems will be kept confidential and will not jeopardize an employee's job security, promotional opportunities or reputation. All individual records will be kept by the contractor and will not be forwarded to the participating agency without the written consent of the employee. Statistical data provided to the ECHCS and Health Administration Center will be compiled in such a way that the identity of individual employees cannot be ascertained. In the event that it is impossible to provide statistical data and still protect the identity of an employee, protection of the employee's identity shall take precedence. 3. Since problems at home may affect job performance, coverage will be extended to members of employee's families when appropriate. Coverage of family members is appropriate when the family member has a problem that is connected with the employee's alcohol or drug abuse, or when the employee has a personal problem that may be helped by seeing the family member, or when the personal problems of the family member is affecting the employee's ability to function on the job. 4. Supervisors may use the program to refer employees to the program or to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance. It is the intent of the program to provide for intervention only when problems affect job performance or reflect discredit to the participating agency. These policies do not alter nor replace any existing administrative policies or contractual agreements of ECHCS or Health Administration Center, but are intended merely to assist ECHCS and Health Administration Center to carry out existing policies. D. Program Requirements: The contractor is expected to provide, at a minimum, the following: 1. Diagnostic services, to include up to 6 visits per presenting problem for evaluation, assessment an initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance. 2. Referral services, to include motivational counseling and referral to competent care and follow up directed toward appropriate community resources, with the employee's means, for employees and dependents whose problems warrant additional treatment. 3. Management consultation services, to include telephone consultation for the purpose of assisting supervisors to determine and implement a course of action for dealing with an employee with performance problems that my be connected with mental, emotional, drug, alcohol or personal problems within the scope of this contract. 4. Training, orientation and promotional materials to include: a. Introductory, and quarterly thereafter, informational brochures highlighting EAP topics of employee interest. The brochures shall include, but are not limited to, how to obtain EAP services, what services are available and who are covered under the program. Materials shall emphasize the confidential nature of the EAP program. b. An EAP website that can be accessed at home or work so employees have another avenue to be educated and seek topics of interest. c. Brown Bag Lunch Seminars B at least 6 one-hour sessions per year for the medical center in Denver, at least 6 one-hour sessions per year at the CBOC's (Colorado Springs or Pueblo). d. A supervisory training videotape, approximately 30 minutes long will be provided for the ECHCS and the HAC. The tape shall include, but is not limited to, the following topics: Availability of advice and consultation for supervisors, basic distinction between supervision and counseling, general principals of crisis management, need for supervisors to emphasize privacy and confidentiality, voluntary vs. involuntary referral (alternative to administrative adverse action), methods of reporting breakdown or adequacy or continuity of treatment, basic concepts of mental health, illness, alcoholism and substance abuse, treatment methods and prognosis. Videotape shall be submitted for approval within 60 days and in final form within 90 days after the date of contract award. e. An employee orientation videotape, approximately 15 minutes long, will be provided. The tape shall include, but is not limited to, how to obtain EAP services, what services are available and for whom. The tape shall emphasize the confidential nature of the EAP program. f. Orientation sessions for employees to be held at the Medical Center, CBOC's and at the Health Administration Center. which shall include, but is not limited to, how to obtain EAP services, what services are available and for whom? The orientations shall emphasize the confidential nature of the EAP program. g. Training sessions for supervisors shall include, but not be limited to, the following topics: Availability of advice and consultation for supervisors, basic distinction between supervision and counseling, general principals of crisis management, need for supervisors to emphasize privacy and confidentiality, voluntary vs. involuntary referral (alternative to administrative adverse action), methods of reporting breakdown or adequacy or continuity of treatment, basic concepts of mental health, illness, alcoholism and substance abuse, treatment methods and prognosis. The government reserves the right of final review and approval of all informational materials to be distributed to employees and supervisors. 5. Statistical reporting to include - a. Quarterly, within 30 days after the end of the quarter, the contractor shall provide a summary status report and individual status reports on all active cases, cases dropped, cases disposed or resolved. For each of the categories, Alcohol, other Drugs, and Emotional/Other (which shall be further sub-classified into Emotional/Psychological/Psychiatric, Marital, other Family, Financial, Legal, smoking, weight and other, or such other categories approved by the government. The information will be classified as follows: -Number of self initiated (voluntary) referrals -Number of management initiated (involuntary) referrals -Number of referrals as a result of drug testing -Number helped (restoration of job performance) -Number not helped -Number for whom it is too soon to tell -Total number of new or re-opened cases -Utilization rate (annualized in quarterly reports) b. In order to reduce the possibility (or perception by employees of the possibility) that information extracted from statistical data could be used to identify individual employees, dates provided by the Contractor will be limited to the above data elements. c. Annually, within 30 days after the end of each quarter, contractor shall supply all information required by the government to complete the Office of Personnel Management Federal Assistance Program Annual Report (OPM 1210, or equivalent). E. Program Assessment: 1. Within 6 months into the contract, a plan will be submitted by the contractor to assess employees and supervisors perception of the Employee Assistance Program. The assessment plan will be implemented within 60 days of approval by the government, or 6 months after the inception of the contract, whichever is later. At a minimum the assessment will include: a. A method of surveying program users, including employees, family members and supervisors about their experience and overall satisfaction with the services provided (survey shall preserve the anonymity of the users from the government). b. A balanced summary of employee and supervisor comments (without identifying employees) about experiences with the program. c. A summary of activities, including statistics of program utilization and the education and outreach activities carried out by the contractor d. Major problems and/or obstacles encountered and how these were resolved or dealt with. e. Major successes of the program f. An executive summary of the findings, of not more than three (3) pages. F. The following additional services will be provided as requested by the government on a fee for service basis. 1. Critical incident (trauma) intervention for groups or counseling for groups or individuals after a critical incident. 2. Training/orientation not otherwise provided under this contract, such as additional sessions. G. Administrative Capability: 1. Contractor must have the ability to administer/manage program staff, respond to and maintain compliance with applicable regulations, rules and policies; provide efficient and effective liaison with the Contracting Officer's Technical Representative, and assess established health insurer's programs or services of other social service agencies for referral potential. H. Licenses and Qualifications: 1. All personnel under this contract shall be employees or assignees of the contractor who shall be responsible for validation of their qualifications to perform the services herein described. 2. The EAP staff shall have demonstrated ability to work in an industrial/business setting, and to advise supervisors and managers on dealing with troubled employees and, at a minimum, shall possess the following qualifications: a. She/he shall be a professional trained psychologist, social worker, psychiatric nurse, psychiatrist, or physician. b. The individual shall meet applicable State requirements as to licensure and/or qualifications which are necessary to practice within the applicable state. c. She/he shall have at least two (2) years experience in the field of alcoholism and drug abuse counseling. 3. Any personnel proposed as EAP counselors shall be either: a. Graduate Mental Health Professionals (Master's Degree) with at least two (2) years experience in the field of alcoholism and/or drug abuse; or b. Graduate Interns who have a graduate degree in the Mental Health professions, and who are regularly supervised on a continuing basis, and who have experience or knowledge of the problems associated with alcohol and drug abuse. The Offeror shall certify that all employees or assignees have the required qualifications and credentials, and are registered/licensed in the applicable state of performance by submitting copies of the licenses.
- Record
- SN01439285-W 20071025/071023223455 (fbodaily.com)
- Source
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