SOLICITATION NOTICE
99 -- Employee Assistance Program
- Notice Date
- 5/17/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 621330
— Offices of Mental Health Practitioners (except Physicians)
- Contracting Office
- Department of Veterans Affairs;St. Louis Regional Office;400 18th Street;St. Louis MO 63103
- ZIP Code
- 63103
- Solicitation Number
- VA33112R0013
- Response Due
- 6/18/2012
- Archive Date
- 8/17/2012
- Point of Contact
- Mark A Hinkle
- E-Mail Address
-
2-9282<br
- Small Business Set-Aside
- N/A
- Description
- Department of Veterans Affairs STATEMENT OF WORK (SOW) Employee Assistance Program 15 May 2012 1.0 BACKGROUND. The Department of Veterans Affairs (VA) Saint Louis Regional Office is committed to ensuring that employees have access to Employee Assistance Program (EAP) Services. This statement of work is designed to obtain the services, labor, materials, and equipment necessary for Employee Assistance Program (EAP) service that provides confidentiality and prevents unauthorized disclosure of information. 2.0 SCOPE. This Statement of Work delineates the various tasks and activities required for individual counseling of employees and their immediate family members on a host of personal and job related matters. Problem areas will include, but are not limited to, alcohol/drug abuse, trauma, mental illness, relationship/family conflicts, financial, stress, and job problems. The Contractor will provide crisis intervention, assessment, information and referral, short-term counseling, and follow-up monitoring. 3.0 APPLICABLE REGULATIONS. 3.1OPM Handbook: Federal Employee Assistance Programs, Guiding Principles, Framework and Definitions. 4.0TASKS. The Contractor shall perform the following tasks. 4.1Clinical services shall include diagnostic evaluations, treatment planning, short-term counseling, trauma debriefings, referrals, monitoring, and follow-up services to clients as clinically indicated. 4.1.1Contractor shall maintain a 5% utilization rate for traditional EAP counseling services with an average of 5 sessions per client. The program utilization rate is determined by dividing the number of clients who have been clinically serviced by the program by the total number (800) of eligible employees. 4.1.2Counseling will be primarily face-to-face for a maximum of six sessions. If additional counseling is necessary a referral to a community facility will be provided. 4.1.3In situations where it is determined the problem can be remedied within the short-term modality; the employee will be seen at the EAP for the full six sessions, with no community referral being necessary. The full six sessions may also be utilized to motivate an employee to accept a referral to needed treatment. 4.1.4The Contractor will maintain a listing of appropriate local referral sources. 4.1.5The Contractor will contact the employee 14 days after the referral is given to ascertain its appropriateness. 4.1.6The Contractor will have a quality assurance plan in place to assure only the highest quality referrals are utilized. 4.1.7The Contractor will monitor cases in which an employee accepts treatment as part of a formal settlement agreement. This could extend to one to two years, depending on the case. 4.1.8Contractor Facilities must be available for employees who wish to attend counseling after regular business hours. 4.1.9The contractor must have a 24-hour emergency telephone answering system. 4.1.10Counseling staff must be available in person to employees, as a minimum between the hours of 8:00 A.M. To 5:30 P.M. CST, Monday through Friday. 4.1.11The contractor shall observe the same holidays as the Federal agencies serviced. If any primary staff member is unavailable due to vacation, conferences, and so forth, a qualified substitute must be provided. 4.1.12An employee's call should result in either immediately reaching an EAP counselor or staff member or a call back the same day. In no case should a call from an employee be returned later than the next business day. A scheduled appointment must be made within five calendar days, including weekends and holidays. 4.1.13Emergencies must be handled immediately, and may require the counselor to provide the needed services at Saint Louis Regional Office located at 400 South 18th Street Saint Louis, MO 63103. 4.1.14Emergency crisis service number(s) are to be made available to employees for evening and weekend crisis situations. The contractor must have on-call counselors able to respond to requests for emergency assistance. 4.2The Contractor shall be responsible for designing and implementing a training program, producing training materials, and scheduling training with the Saint Louis VA Regional Office Contracting Officer. All training materials must be non-sexist and non-discriminatory in content and tone. 4.3Contractor shall provide a three-hour training session for supervisors and other key personnel on how to deal with problem or troubled employees and how to utilize the EAP as part of this process. The workshop leader will be familiar with pertinent Federal regulations such as the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA). A sufficient number of sessions will be offered, such that all supervisors, union officials, and personnel specialists receive this training at least every two years. Training classes will be limited to 25 participants. It is estimated that two such trainings will be required per year. 4.4Contractor shall provide a two-hour drug awareness training that shows the interface of the EAP with Executive Order 12564. Included will be of drug use, treatment options, and agency drug testing policy, consequences of a positive drug test, follow-up, and types of communication that can be held with the workplace supervisor. Management trainings will include a section on how to effectively confront the employee and refer him/her to the EAP and the type of monitoring and reports available. Limited to 25 participants and available to all employees as requested. An estimated 1 such training will be required per year. 4.5Contractor shall provide a three-hour training for all staff to learn how to resolve conflict in a more effective manner and enhance the productivity of the workplace. Limited to 25 participants and available to all employees as requested. An estimated two such trainings will be required per year. 4.6Contractor shall provide a one-hour of training on the available services of the EAP, how counseling can assist with personal problems, and to answer questions from employees. This training will be available to all employees, in groups of no more than 25 participants. An estimated two Employee Orientation seminars will be required per year. 4.7Contractor shall provide one-hour workshops to interested employees on topics such as Stress Management, Alcohol & Drug Abuse, Parenting Skills, Eldercare, and other family/life issues. At least ten sessions will be available per year. 4.8The Contractor will maintain malpractice coverage on any clinical staff involved in this contract and is solely responsible for all clinical recommendations. The contractor shall hold & save the Government free from damages due to the provision of counseling services in connection with EAP, except for damages due to the fault or negligence of the Government. 5.0TASK SCHEDULE AND PERIOD OF PERFORMANCE. 5.1The base year Period of Performance will be 12 months starting with the award date of the contract. 5.2The four option years ™ period of performance are 12 months each. 5.3The contractor shall schedule requested appointment within five calendar days, including weekends and holidays. 5.4Counseling staff must be available in person to employees, as a minimum between the hours of 8:00 A.M. To 5:30 P.M. CST, Monday through Friday. 5.5The contractor shall have a 24-hour emergency telephone answering system. 6.0PLACE OF PERFORMANCE. 6.1The contractor shall perform the face-face counseling sessions if offices which are located within the Saint Louis, MO area. 7.0DELIVERABLES. 7.1The Contractor shall be responsible for preparing and producing a quarterly newsletter (1 per employee) (total of 800), which contain articles or issues of concern such as stress management, cholesterol, high blood pressure etc., for distribution by VA. 7.2The Contractor shall be responsible for preparing and producing annually posters (1 per 100 employees) (total of 8) and brochures (1 per employee) (total of 800), for distribution by the VA on an annual basis. 7.3The Contractor will provide an end of the year report on the number of employees utilizing the EAP during the year, types of problems and trends noted, and workshops and training sessions offered. 8.0BASE CONTRACT AND OPTION YEARS. This Statement of Work (SOW) is considered a multi-year effort, valid for all option years unless changed through a future contract modification process. 9.0SECURITY REQUIREMENTS The Contractor will assure the confidentiality of all information connected with an employee's use of the program in accordance with P.L. 98-24; 42CFR Part 2, "Confidentiality of śAlcohol an Drug Abuse Patient Records," revised June 9, 1987, and the Privacy Act of 1974. Case files will be maintained on all employees seen in counseling and will be the property and responsibility of the Contractor. Case records will be maintained for at least three years after termination of the client case, or longer if required by state law. 10.0GOVERNMENT FURNISHED PROPERTY OR MATERIAL (GFP/GFE/GFI): N/A 11.0WORK AND HOLIDAYS: Our ten official holidays are New Year ™s Day, Martin Luther King Day, Presidents ™ Day, Memorial Day, 4th of July, Labor Day, Columbus Day, Veterans ™ Day, Thanksgiving, and Christmas. 12.0SAFETY REGULATIONS All work performed under this contract shall comply with health and safety regulations to include but not limited OSHA requirements. 13.0POINT OF CONTACT: TBD after award.
- Web Link
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- Place of Performance
- Address: Department of Veterans Affairs;St. Louis Regional Office;400 18th Street;St. Louis MO 63103
- Zip Code: 63103
- Zip Code: 63103
- Record
- SN02751888-W 20120519/120518001728-90aa1eb4609f0617d46ccf94a76e4c90 (fbodaily.com)
- Source
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