SOLICITATION NOTICE
G -- Social Services
- Notice Date
- 8/2/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of the Interior, MINERALS MANAGEMENT SERVICE, Procurement Operations Branch, 381 ELDEN ST, MS2510, HERNDON, VA 20170
- ZIP Code
- 20170
- Solicitation Number
- 1435-01-02-PO-85302 Employee Assistance Program
- Response Due
- 8/23/2002
- Point of Contact
- TERRY W. CARROLL, PROCUREMENT TECHNICIAN, FAX 703-787-1009
- Small Business Set-Aside
- Total Small Business
- Description
- PLEASE READ THIS ENTIRE NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE ISSUED. This is a combined synopsis/solicitation for commercial items prepared under FAR Part 13.1. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number 1435-01-02-PO-85302 applies; the solicitation is issued as a request for proposal (RFP). Contract period is for a base year beginning October 1, 2002 through September 30, 2003, and four Option Years. The Government estimates the cost of the program described herein to be no greater than $14,000 per year. This acquisition is a 100% small business setaside. The NAICS code for this acquisition is 6241. Award of this contract is contingent upon availability of funds. The Department of the Interior, Minerals Management Service (MMS) is seeking an Employee Assistance Program (EAP) to promote and maintain the physical and mental health fitness of its employees. The Contractor will provide an Employee Counseling Services Program for approximately 400 MMS employees in the Washington, D.C., metropolitan area. Services include 1) acceptance of management, union and self-referrals; 2) direct counseling of employees for evaluation of present problems; 3) direct counseling on-site; 4) referral to community treatment resources; 5) monitoring of employee progress; 6) management consultations as requested; 7) training of MMS officials and/or employees; 8) direct linkage to the DOI Drug-Free Workplace Program; and 9) statistical reports and user responses for the Personnel Office. TASK 1: COUNSELING PROGRAM - Provide staffing to allow for case acceptance during regular business hours, Monday through Friday, excluding Federal holidays. Cases are accepted over the telephone. Provide a 24-hour "Hot-Line" answering service for employees to use in exceptional emergency situations. Provide one part-time Principal Counselor, associate counselors, and/or counseling aides. The Offeror shall provide a detailed plan for providing the required services as part of its offer. Program Coordination - - The Contractor shall establish and coordinate the program in close collaboration with the Contracting Officer's Technical Representative (COTR). Cases that involve management referrals or, in the professional opinion of the counselor, require the attention of management, shall be coordinated with the appropriate staff member of the Equal Employment and Development Opportunity Division (EED), which is responsible for the implementation and utilization of the EAP. Record System - - Plan, develop, maintain and manage a record system in accordance with a) applicable laws and regulations relating to alcohol and drug prevention, treatment and rehabilitation; b) the Privacy Act of 1974; and c) other applicable laws, regulations and guidelines governing confidentiality of counseling and medical records. The Contractor is liable for the penalties imposed by such laws for improper disclosure. Case Files - - Maintain complete individual case files for each employee or family member entering the program. Records shall be maintained in accordance with the confidentiality requirements of PL 93-282 and Federal Regulations (42 CFR 21 and PL 23-579). All records of the EAP are considered to be under the jurisdiction of the MMS. The Contractor shall be a qualified service organization, as defined in Section 2.11(n) of 42 CFR 21. Upon termination of this contract for whatever reason, the records shall be surrendered to the MMS Chief, EED. Clientele Service - - Accept management, union or self-referrals, as well as from the U.S. Geological Survey National Center Health Unit at 12201 Sunrise Valley Drive, Reston, Virginia, GSA at 8th and F Street NW, Washington, D.C., and medical personnel providing occupational health services to the agency. The Contractor shall consult with the referring party, providing guidance where appropriate, in confronting the employee's job behavior or performance problem. Principal Counselor - - Direct counseling shall be offered to employees. The counselor's activities shall be directed toward initial evaluation and, when necessary, referral of the employee to community or other resources for appropriate and skilled management of the problems presented. Develop and maintain close working relationships with community resources offering treatment and rehabilitative assistance. Counselors shall have the professional skills necessary to enable them, through interviewing, to determine the nature of the employees' problems. If necessary, the counselor shall also recommend that the employee seek further medical/diagnostic evaluation. Progress Monitoring - - Develop a method of monitoring the employee's progress in, and cooperation with, the recommended course of action, referral or treatment. Where appropriate and allowed by the confidentiality requirements, the counselor shall also apprise the referring management official of the employee's progress in treatment. Policy Compliance - - Carry out all services consistent with the DOI Federal Employees Health and Counseling Programs Policy, 370 DM 792, to be provided to the Contractor by the COTR following award. TASK 2: TRAINING SESSIONS - Provide training sessions, with all training materials, to help the attendees use the program effectively in the performance of their responsibilities. Training shall include sessions for supervisors and managers. Training may include sessions on non-work topics of interest to employees. All of the training sessions/seminars delivered by the Contractor are subject to the approval of the MMS prior to presentation. Management Training - - Two sessions shall be conducted each fiscal year. The Contractor, as ordered by the MMS, shall conduct Supervisory/management training sessions. The length of each session shall not exceed two hours. Additional optional training sessions may be requested at additional cost to MMS. The training shall include, but is not limited to, the following: i) The procedures of program operation: the roles of the Contractor and the MMS EAP; ii) the availability of advice and consultation for supervisors and other management officials; iii) the DOI Drug-Free Workplace Program; iv) the definition of a "problem employee;" v) the referral process; vi) the need for client privacy and confidentiality; vii) self vs. management or union referrals; viii) methods of providing feedback to referring officials. Education/Prevention Training - - Conduct 4 education/prevention training sessions each fiscal year, open to all employees in the Washington, D.C., area. Subjects may include stress management, alcohol abuse and alcoholism, drug dependency, and emotional problems. TASK 3: PUBLICITY/PROMOTION - The Contractor shall develop and distribute handouts, pamphlets, posters, or other forms of publicity to keep all employees informed of the EAP, of the services offered and the procedures for participating in the program. Training Sessions Considerations: Each training session is typically less than two hours with attendees numbering from 10 to 30. Counseling Considerations: The number of counseling sessions per individual per unique situation is normally one to three. The number of sessions may exceed this limit, but rarely would it exceed five. The number of sessions culminates either in a solution or referral to a medical facility. HOW TO RESPOND: In order to compete for this contract, interested parties must demonstrate that they are qualified to perform the work by providing, by Close of Business, AUGUST 23,, 2002: (1) a CAPABILITIES STATEMENT detailing: (a) key personnel (those who would have primary responsibility for performing and/or managing the effort) with their qualifications and specific experience; (b) organizational experience and facilities; and (c) past performance including specific references (include contract number & project description, period of performance, dollar amount, client identification with the point of contact & telephone number) for previous work of this nature that your key personnel or organization has performed within the last two years. REFERENCES WILL BE CHECKED. Your Capabilities Statement will be evaluated based on: (a) key personnel skills, abilities and experience; (b) your organization's experience and (c) past performance (including number, size, and complexity of similar projects), adherence to schedules and budgets, effectiveness of program management, willingness to cooperate when difficulties arise, general compliance with the terms of the contracts, and acceptability of delivered products. (2) a TECHNICAL PROPOSAL indicating proposed methods and procedures to be used in handling referrals; actions to be accomplished to ensure that all completeness and confidentiality requirements are satisfied regarding employee records and disclosures; a description of frequency and content for employee and management training sessions and informational seminars; an outline of proposed process flow from employee/manager through to outside community resources. (3) a COST PROPOSAL as a separate volume from the Capabilities Statement and the Technical Proposal. It shall provide a complete breakdown of labor categories, rates and anticipated hours, along with an estimate of other indirect costs associated with training/informational materials, travel, file storage, etc. Cost Proposal must include price proposal for the base year, each of the four option years, and the additional training options for each year. Submit an original and four (4) copies of each of the three documents. Proposals will be evaluated according to four factors, which will be considered roughly equal in importance: technical approach, past performance, key personnel qualifications, and organizational experience. Contract award shall be made to the responsible Offeror whose offer, in conforming to this RFP, provides an overall best value to the Government, technical evaluation factors and cost considered. The Government objective is to obtain the highest technical quality considered necessary to achieve the program objectives, with a realistic and reasonable cost. Technical evaluation factors are more important than cost; however, between proposals that are evaluated as technically equal in quality, cost will become a major consideration in selecting the successful Offeror. Submit all proposal packages to Department of Interior, Minerals Management Service, 381 Elden Street, Procurement Operations Branch, MS-2510, Herndon, Virginia 20170-4817. Attention: Terry W. Carroll by COB Friday, August 23, 2002. Award of a contract is contingent upon appropriation of funds. Questions should be sent via fax as soon as possible to: Terry W. Carroll, Fax (703) 787-1009. Please include with your question(s) your full name, the RFP number & title, your organization, complete address with telephone, e-mail and fax numbers. TELEPHONIC AND E-MAIL QUESTIONS OR REQUESTS WILL NOT BE ACKNOWLEDGED NOR ACCEPTED.
- Record
- SN00131613-W 20020804/020802213623 (fbodaily.com)
- Source
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