SOLICITATION NOTICE
G -- NAVSUP HRO Civilian Employee Assistance Program (CEAP) Support Services
- Notice Date
- 2/27/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 624190
— Other Individual and Family Services
- Contracting Office
- N00189 NAVSUP Fleet Logistics Center Norfolk Philadelphia Office 700 Robbins Avenue, Building 2B Philadelphia, PA
- ZIP Code
- 00000
- Solicitation Number
- N0018913Q0074
- Response Due
- 3/7/2013
- Archive Date
- 12/31/2013
- Point of Contact
- Janice Sheldon 215-697-5181
- Small Business Set-Aside
- N/A
- Description
- PLEASE SEE ATTACHED FILE FOR COMPLETE COMBINED SYNOPSIS/SOLICITATION: This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the information in FAR subpart 12.6, using Simplified Acquisition Procedures under FAR 13.5 under the Test Program for Certain Commercial Items. This announcement constitutes the only solicitation; a written solicitation will not be issued. PAPER COPIES OF THIS SOLICITATION WILL NOT BE AVAILABLE. This combined synopsis/solicitation SHALL be posted on both FEDBIZOPPS and NECO http://www.neco.navy.mil/. Solicitation number is N00189-13-Q-0774 is issued as a Request for Quotes (RFQ). The proposed contract action is for commercial services, in accordance with the Performance Work Statement. This requirement is a Total Set-Aside for Small Business. The NAICS code is 624190 and the applicable size standard of $7 million. This solicitation documents and incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-55 and DFARS Change Notice 2012-0130. It is the contractor s responsibility to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses: www.acqnet.gov/far http://www.acq.osd.mil/dpap/dfars/index.htm The NAVSUP Fleet Logistics Center (FLC) Norfolk, Contracting, Philadelphia Office intends to solicit on a total small business set-aside, for the design, development, and maintenance of an appropriate prevention, treatment, and rehabilitation program for Federal Employees (including their family members) with problems which adversely affect work performance in support of the Naval Supply Systems Command. The FLC Norfolk, Philadelphia Office requests responses from qualified sources capable of providing: CLIN 0001: Civilian Employee Assistance Program (CEAP) Referral Services in accordance with the performance based work statement, enclosed herein. The anticipated period of performance is 01 April 2013 through 31 March 2014. Quoters are reminded to include a completed copy of 52.212-3 and it s ALT I with quotes. All clauses shall be incorporated by reference in the order. This announcement will close at 2:00 pm, local, (Philadelphia, PA), on Thursday, 07 March 2013. Contact: Jan Sheldon who can be reached at 215-697-5181 or email janice.sheldon@navy.mil. Oral communications are not acceptable in response to this notice. All responsible sources may submit a quote which shall be considered by the agency. PERFORMANCE BASED STATEMENT OF WORK CIVILIAN EMPLOYEE ASSISTANCE PROGRAM IN SUPPORT OF NAVAL SUPPLY SYSTEMS COMMAND (NAVSUP) HUMAN RESOURCES OFFICES 1.0INTRODUCTION 1.1The Commander, Naval Supply Systems Command (NAVSUP) recognizes the increasing incidence of stress, emotional, personal, psychological, physical, and substance abuse problems and illnesses in American society. The Commander realizes the impact these problems have on employee performance. The Commander understands the importance of identifying and assisting the individuals as soon as possible after the onset of the problem. Therefore, the Commander desires to implement and operate a comprehensive Civilian Employee Assistance Program for all employees and their families to provide the vehicle whereby employees have the opportunity to overcome their problems and/or illnesses and return to full productivity. (Hereafter when "employees" are referred to, such reference includes their families). Persons covered by this contract are those working in organizations included in Attachment I and their family members. Presently, the serviced population numbers approximately 5,050 employees. To the extent that variations in population are experienced by a factor of 10% above or below this number, an equitable adjustment will be negotiated 1.1.1 Definition Family member: IAW 5 C.F.R. Sec 630.902, family member means the employee s spouse or same or opposite sex domestic partner, child, parent, grandparent, grandchild, sister, or brother. Family member also means individuals in the following relationships with the employee s spouse or domestic partner: child, parent, or grandparent. It also includes those persons in a step relationship and any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship. Immediate dependent: Spouse and any children under the age of 21 living with the covered civilian employee in a parent/child relationship (including adopted children, etc.) or children of any age living with the covered civilian employee in a parent/child relationship that are disabled and incapable of self support. 2.0SERVICES TO BE PROVIDED 2.1The Contractor shall be responsible for designing, developing and maintaining an appropriate prevention, treatment and rehabilitation program for Federal Civilian employees (including their family members) with problems which adversely affect work performance or behavior. The Contractor shall be available to deal with issues arising from work-related difficulties, alcohol and drug problems, smoking cessation, marital and family problems, financial/credit problems, crisis, stress, depression, anxiety, eating disorders, legal concerns, childcare, and eldercare. The Contractor shall be responsible for complying with all applicable Federal, State and local laws, rules, regulations governing Employee Assistance Programs. The services shall include, but not be limited to the following: 2.2The Contractor shall serve as contact point for referral and assessment requests from the Contracting Officer Representative (COR), the employees manager/supervisor or from the employee/family member directly, with responsibility for determining the most appropriate referral disposition. This may include securing hospitalization or referral to an appropriate self-help group, outpatient provider, legal/financial provider or community service agency. In addition, the Contractor shall provide supervisory/management consultation services as requested on topics of concern, advice on individual cases, job performance documentation and constructive confrontation methods, when dealing with issues of employees supervised, either anonymously and/or in general terms, or where an employee has signed a waiver release. 2.3The Contractor shall make available a counselor to covered employees via a toll-free telephone line, which is to be manned on a 24-hour per day/365 days per year basis. This telephone line shall be answered within 5 rings and set up in a manner where no caller receives a busy signal. A counselor must be made available within 15 minutes once the call is answered. During the initial call received by the Counselor the determination must be made that the caller s need is an emergency/non-emergency. All calls shall be handled in a manner appropriate to the potential urgency and possible consequences of the situation. 2.3.1Telephone counseling staff shall possess the necessary skills to respond in a manner suitable to the caller s immediate needs. 2.4The role of the counselors shall be as follows: 2.4.1 Counseling activities shall be short-term in nature and will focus on diagnostic evaluation and motivational counseling. The Contractor shall make available at a minimum, (6) diagnostic/counseling sessions per employee, for each presenting problem during the term of the contract. Six sessions shall be provided if requested by the employee. The employee shall be referred to community resources in such a manner as will permit appropriate and skillful management of the problem presented. Sessions in excess of six may be offered to the employee at the discretion of the Contractor. The counselor will advise the client to contact his/her insurance company before making additional treatment decisions in excess of the six (6) covered sessions. 2.4.2 The Contractor shall be responsible for establishing and coordinating the program in close collaboration with and with the technical guidance of the Contracting Officer s Representative (COR), 5450 Carlisle Pike, Mechanicsburg, PA 17055. The Contractor will plan, develop, use, maintain and manage a record system in accordance with applicable laws and regulations allowing verification of usage, documented by number of employees counseled per day, by activity and category or reason for contact (e.g., work-related difficulties, alcohol and drug problems, smoking cessation, marital and family problems, financial/credit problems, crisis, stress, depression, anxiety, eating disorders, legal concerns, childcare, and eldercare, emotional disorders, stress). 2.4.3 The Contractor must be available to provide consultation to managers to assist them in dealing with problems. Close working relationships with community resources, which offer treatment and rehabilitation assistance to individuals with problems, are to be developed and maintained. Counselors must possess the necessary skills to enable them to determine the nature of the problem affecting the employee through interviewing and counseling of the employee. 2.4.4 Specifically, Counselors shall: 2.4.4.1 Interview managers/Employee Relations Specialists as requested by the COR and provide them with guidance in confronting employees with job performance or behavioral problems. Advise managers/Employee Relations Specialists regarding client confidentiality requirements. 2.4.4.2 Interview the employee and obtain the appropriate information including medical history, if necessary, to determine the nature of the employee s problem. 2.4.4.3 Provide initial and short-term rehabilitation counseling or advise the employee of appropriate available community treatment resources, help make arrangements for utilizing them, and encourage the employee to participate in a rehabilitation program, advising the employee to contact his/her insurance company. 2.4.4.4 Maintain on-going contact with the community treatment program to which the employee is referred, and on-going contact with the employee regarding progress in treatment and adjustment on the job. Where applicable, and allowed by the confidentiality requirements, the counselor shall also appraise the referring manager/Employee Relations Specialist of the employee s progress in treatment, assisting where possible in job adjustment. 2.4.4.5 Where appropriate, and allowed by the confidentiality requirements, coordinate the employee s rehabilitation program and progress with others who have legitimate need to be involved. 2.4.4.6 Provide critical incident debriefings to groups of individuals as requested by the COR. These sessions will not be charged to any employee s individual session balance. Critical incident debriefings will vary in length as appropriate to the subject matter and audience. 2.4.4.7 Provide legal and financial counseling services to employees requesting assistance in these areas. 2.4.4.8 In the case where an entire work group is subjected to a traumatic incident, workplace conflict, or stress, the CEAP Contractor will be required to provide Critical Incident Stress Management (CISM) services. Initial consultation services to determine the need for group counseling or traumatic incident debriefing will occur within one (1) hour of being notified of the event. Direct critical incident services, not to exceed three (3) sessions with the first occurring within 24 hours of the request, or as otherwise determined, whichever is in the best interests of the Command. This service may only be provided with the concurrence of the COR and upon Union notification as appropriate. The CEAP Counselors providing CISM services to a work group must demonstrate training and experience in the provision of CISM services. 2.5 Upon request of the COR, the Contractor shall provide a CEAP newsletter monthly to be distributed at training sessions and supplied to the COR for distribution as deemed appropriate. 2.6 Exclusions: The following services are excluded from the contract: Clinical treatment Referral of employees to any source from which the Contractor receives payment or other considerations Referral to any service in which the Contractor maintains a financial interest Involuntary referral or unauthorized release of information to referral agencies 3.0 REFERRAL DISPOSITION 3.1 Management-Initiated Referral 3.1.1 A manager/Employee Relations Specialist, who is aware of deterioration in an employee s job performance, or altered behavior patterns, may refer employee to the Contractor. 3.1.2 When the employee agrees to participate in an appropriate rehabilitation program, the counselor, after professional assessment of the case, shall discuss appropriate rehabilitation timetable and goals with the employee. A release of information consent will be required for management-initiated referral. 3.1.3 Throughout the treatment program, within the bounds of the confidentiality requirements, the counselor will be available to the manager/Employee Relations Specialist and to treatment resources to discuss rehabilitative efforts and for maintenance of a well-coordinated rehabilitation program. 3.2 Employee-Initiated Referrals 3.2.1 When an employee self-refers to the Employee Assistance Program staff, he/she will receive counseling and be referred to community resources or facilities for such assistance as is appropriate or necessary. 3.2.2 If presented with a situation in the initial EAP session where it is clear that the employee should not return to the workplace (e.g., when the client is homicidal, suicidal or overtly psychotic), the Contractor shall provide a written statement documenting the professional recommendations for immediate treatment/temporary leave, after taking appropriate action for the circumstance. In non- emergency situations, or when the employee s situation is not drastic but is indicative of a need for time off, the Contractor shall provide a brief written statement documenting the recommendation for a period of time away from the workplace, or for further evaluation. The Contractor shall give the written statements to the employee, who has the responsibility of providing to their supervisor. 3.2.3 In such self referral situations, the confidentiality requirements will be strictly observed and the employee will not ordinarily be asked to sign a consent statement for release of information to his/her supervisor. 3.2.4 On-going counselor-employee conferences will be held during the treatment program to evaluate the effectiveness of treatment, problems encountered and changes considered necessary. 3.2.5 If an employee drops out of a treatment program, documentation of the case file should show that this has taken place and no further action will be taken. 4.0 MAINTENANCE OF RECORDS 4.1 The contractor shall prepare and submit statistical reports by activity to include the following under the headings Alcohol, Drug, & Emotional Disorders/Other (Child Care, Smoking Cessation, Eldercare, Stress, etc.). 4.1.1 Number of new or reopened cases. 4.1.2 Number of employees helped by counseling. 4.1.3 Number of employees not helped by counseling. 4.1.4 Number of employees for whom it is too early to judge whether counseling has helped. 4.1.5 Number of self-referrals no management action. 4.1.6 Number of supervisory referrals - management initiated. 4.2 Each report shall be submitted for each activity serviced on a quarterly basis. 4.3 The Contractor shall not publish or disseminate any data obtained, nor information resulting from work pursuant to this contract, without prior written approval from COR. 4.4 Deliverables: 4.4.1 Within thirty days of the effective date of the contract, the Contractor shall prepare and provide a booklet for supervisors and managers describing the program, available resources, and means of accessing these resources. This booklet will be specifically tailored for the NAVSUP Enterprise workforce and will not describe resources not available to covered employees. It may be provided in electronic format. Sufficient copies of these documents shall be available to ensure adequate coverage of the serviced population. 4.4.2 Within fifteen days of assumption of responsibility under the Contract, the Contractor shall provide materials (e.g., posters, leaflets, fliers, wallet cards) publicizing the NAVSUP Enterprise CEAP program. Any program materials or promotional activities shall be subject to final approval of the COR. Sufficient copies of publicity documents/materials and/or brochures shall be available to ensure adequate coverage of the serviced population. 4.4.3 Each employee utilizing a covered service shall receive an anonymous survey form to be provided by the NAVSUP servicing HRO. These forms will be returned to the NAVSUP servicing HRO for evaluative purposes. The confidentiality of employees shall be maintained. 5.0 TRAINING 5.1 The contractor shall develop and conduct training programs in person for employees and/or supervisors/managers at the request of the COR. These training sessions shall be not less than twelve (12) for this contract period and will include training sessions for new supervisors/managers and Human Resources representatives, and refresher training for previously trained supervisors/managers. Such training shall be designed to help those groups use the program effectively. These training sessions shall have the ability to be shared across the NAVSUP Enterprise via Video Teleconferencing (VTC) with employees at all sites and must be able to accommodate different time zones. 5.1.1 The remaining balance of the training sessions will be in the form of general employee informational programs. The topics of these sessions will include: developing an awareness of and prevention of alcoholism, drug abuse, and emotional problems which may adversely affect work performance or conduct, as well as other appropriate topics mutually agreed upon by the contractor and the COR. 5.1.2 The contractor must be prepared to provide the first of the aforementioned trainings within the first thirty (30) days of award of the contract. After the first thirty (30) days of the contract, the contractor will prepare and provide training with not more than fourteen (14) calendar days advance notice from the COR. The duration of the training will be thirty (30) minutes to four (4) hours, as appropriate to the subject matter and the audience. All of the above courses are subject to the approval of the COR prior to their presentation. The contractor must permit videotaping of any/all training sessions for possible distribution to participants at remote sites. This dissemination will be at the discretion of the NAVSUP Enterprise HROs. 5.2 The Contractor shall provide a custom web page containing state of the art information including Frequently Asked Program Questions, a Reference Library of Mental Health-Related Topics, a List of Community Resources for all geographic locations, Employee and Supervisor CEAP Orientation Training, and a Listing of CEAP Events. The Employee Orientation Training contained on this website should be approximately 20 minutes in length; the Supervisor Orientation Training should be approximately 30 minutes in length, covering supervisor responsibilities under the CEAP Program, suggestions on how to work with difficult employee situations, and supervisor contact resources. The Contractor s web page will be operational within thirty days of assumption of responsibility under the Contract. 6.0 PERSONNEL QUALIFICATIONS 6.1 Contractor requirements: 6.1.1 The Contractor shall produce evidence with its proposal of successful Employee Assistance Program contracting experience for each counselor. 6.1.2 No specific number of counselors is required, as long as each conforms to the personnel requirements. 6.1.3 The Contractor shall be responsible for validation of their personnel s qualifications to ethically and legally perform the services described herein with respect to geographical location. 6.1.4 Legal and financial counseling services shall be provided by persons fully qualified and experienced in those specialized fields, with a 25% discount being offered to employees if further legal counseling is required. 6.2 Counselor requirements: Ensure that Counselors assigned responsibility for any part of the intake, counseling, and referral process with employees, dependents or supervisors have the following qualifications: 6.2.1. A minimum of a master s degree in psychology, counseling, social work or other directly related field of study. List all advanced certifications (include date of certification, e.g., Certified Employee Assistance Professional, Board Certified Diplomat in Social Work, etc.) 6.2.2 Must have a minimum of five (5) years of actual clinical experience and work experience providing EAP assistance to business, industry or government agencies, or order to assess the probable cause of an employee s work performance problems and misconduct. 6.2.3 Must have a minimum of five (5) years of experience and demonstrated knowledge in the area of alcoholism and other chemical dependencies. List advanced training and certifications (include date of certification, e.g., Substance Abuse Professional). 6.2.4 Qualified Counselors must have verifiable credentials in the following areas of counseling to include substance abuse and family dynamics, e.g., LCSW, CEAP, SAP, or any additional continuing education and or certification. 6.2.5 Demonstrated work experience with Department of Navy Drug Free Workplace Program and basic working knowledge of Navy command structure, e.g., Primary Command and Assigned Detachments. oIf during the course of the contract, new Contractor personnel are hired, the Contractor shall inform the Contracting Officer s Representative for review and confirmation of the individuals qualifications. The Contractor is responsible for obtaining and ensuring that the Contractor s personnel obtain the necessary licenses, permits, and insurance required to perform the services covered by this contract. oThe Contractor shall provide a list of the CEAP Counselors with addresses and telephone numbers to the Contracting Officer s Representative (COR). If requested by the COR, the Contractor shall provide a copy of each of the dated and signed affiliate agreement(s) and proof of licensure between the Counselor(s) and the Contractor. In addition, the designated Contractor POC must be available for consultation with the COR through a direct telephone line during regular office hours, sited above, as needed. 7.0 The Contractor s performance will be evaluated in accordance with Attachment II. 8.0 Place of Performance: See Attachment I 9.0 Period of Performance: 01 April 2013 through 31 March 201; with a (1) one-year option period. 10.0 Security: All Counselors must be able to obtain a Security Clearance. 11.0 Contracting Point of Contact: Janice Sheldon, Janice.Sheldon@navy.mil, (215) 697-5181
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