PRESOL | R | The contractor shall provide all labor, materials, equipment and supervision in assisting federal employees through resolution of problems such as alcohol and drug abuse and emotional or behavioral problems which may affect job performance.

FBO DAILY ISSUE OF MAY 07, 2005 FBO #1258
SOLICITATION NOTICE

R -- The contractor shall provide all labor, materials, equipment and supervision in assisting federal employees through resolution of problems such as alcohol and drug abuse and emotional or behavioral problems which may affect job performance.

Notice Date: 5/5/2005
Notice Type: Solicitation Notice
NAICS: 541620 — Environmental Consulting Services
Contracting Office: Medcom Contracting Center North Atlantic, ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW, Washington, DC 20307-5000
ZIP Code: 20307-5000
Solicitation Number: W91YTZ5R0001
Response Due: 5/20/2005
Archive Date: 7/19/2005
Small Business Set-Aside: Total Small Business
Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The contractor shall provide an employee assistance program to promote and maintain the physical and mental fitness of Federal employees. The contractor shall provide all labor, materials , equipment and supervision to provide assistance to civilian employees in achieving optimal job performance through resolution of a range of problems such as alcohol and drug abuse and emotional or behavioral problems, which may adversely affect job perfo rmance. 1.1. Work to be performed under this contract will be at two locations: Pentagon, DiLorenzo TRICARE Health Clinic and Walter Reed Army Medical Center, Community Counseling Center;1.2. SERVICES: The contractor shall provide the following services to Federal Department of Defense (DoD) civilian employees: 1.2.1. Acceptance of management, union and self-referrals 1.2.2. Evaluation of presenting problems 1.2.3. Referral to treatment resources 1.2.4. Monitoring employee progress 1.2.5. Management consultations as requested 1.2.6. Training of Department officials and employees 1.2.7. Statistical reporting to participating agencies and the Contracting Officers Representative (COR) 1.2.8. Marketing the program 1.2.9. Extended counseling program 1.3. EMPLOYEE ASSISTANCE PROGRAM (EAP) CONCEPTS: 1.3.1. The goal of the proposed EAP services is to assist DoD Federal civilian employees in achieving increased job performance through resolution of the presenting problems and the prevention of the recurrence of these problems. 1.3.2. The DoD recognizes alcoholism, drug abuse, and other emotional or behavioral problems as treatable health problems. 1.3.3. The DoD is not concerned with an employees use of alcohol or other legal substances except to the extent that it may affect job performance and the mission of the Department. 1.3.4. The DoD does not condone employee drug activity, which is contrary to the law. When management has good reason to believe criminal conduct is directed toward or potentially harmful to the person or property of others, managements first obligation is to those persons or properties and then to the employee involved. 1.3.5. The confidential nature of client records will be properly safeguarded and information contained therein will be subject to the provisions of the Federal confidentiality and privacy statutes and regulations. 1.3.6. Sick leave and annual leave will be granted to employees for the purpose of treatment or rehabilitation as in any other illness or health problems in accordance with appropriate Office of Personnel Management (OPM) regulations. 1.3.7. Employees of DoD agencies who think they may be suffering from alcohol, drug, or emotional problems shall be encouraged voluntarily to seek information and counseling on a confidential basis by contacting the EAP directly. 1.3.8. The EAP personnel shall refer troubled employees either to resources within the EAP or refer the employee to established community resources for treatment and rehabilitative care. 1.3.9. The role of both management and labor is regarded as critical to the success of the EAP and must be stressed during the term of the contract. 1.3.10. The EAP will assist families of employees in certain cases where the Departmental employee is involved in the EAP, where the Departmental employee is experiencing an alcohol, drug, emotional, or behavioral problem, and to the extent of available E AP resources, where the Departmental employees family member is experiencing an alcohol, drug, emotional, or behavioral problem and the situation is causing stress which has an impact on the employees job perform ance. 1.3.11. Use of the EAP will have no adverse effect upon job security. 1.4. SPECIFIC TASKS AND STANDARDS: 1.4.1. The Contractor shall provide EAP sites: The EAP site at the Pentagon complex (Pentagon and Navy Annex) will serve a minimum of 14,000 and a maximum of 15,000 DoD civilian employees. As in previous years, this Pentagon site will continue to be designated the Pentagon Employee Referral Service (P ERS). The EAP site at Walter Reed Army Medical Center (WRAMC) will serve a minimum of 3,500 and a maximum of 4,500 DoD civilian employees. This WRAMC site will be co-located with the other programs of the Community Counseling Center (CCC) and will be designated the EAP program of the CCC. 1.5. STAFFING: The Contractor shall provide adequate staffing during regular duty hours from Monday through Friday excluding Federal holidays. Staffing will include, at the Pentagon site, a Program Manager/Clinical Supervisor/Counselor, two (2) Principa l Counselors, one (1) Critical Incident Stress Management Counselor, and one (1) Administrative Assistant, and at the WRAMC site, a Principal Counselor. 1.5.1. Regular Duty Hours for the Pentagon complex are 0800 to 1600 hours. 1.5.1.1 Regular Duty Hours for WRAMC site are 0700 to 1600 hours. 1.5.2 RESERVED. 1.5.2.1. The Program Manager must possess a Masters degree in psychology, counseling or social work be Critical Incident Stress Management (CISM) certified, and have a minimum of three (3) years experience managing EAP programs for Federal employees. 1.5.2.2 The Clinical Supervisor must be a licensed psychologist, with a Ph. D in psychology, counseling, or social work, 1.5.2.3 An alcohol/addictions counselor and a CISM certification, and have a minimum of three (3) years Clinical Supervision of EAP programs for Federal employees. . 1.5.2.4 The Principal Counselors must possess a Masters degree in psychology, counseling, or related field, alcohol/ addictions counselor and CISM Certification , three (3) years of counseling and referral experience in EAP programs. 1.5.2.5 The Primary CISM Counselor must possess a Masters degree in psychology, counseling, or related field and certifications : CISM Certification , Certified Trauma Specialist, Certified Incident Debriefer and Certified Basic Critical Incident Stress Management Instructor. 1.6. Record System: The Contractor shall plan, develop, use, maintain, and manage a record system. This record system will be maintained in accordance with applicable laws and regulations relating to alcohol and drug prevention, treatment, and rehabilita tion, the Privacy Act of 1974; and other applicable laws, regulations, and guidelines governing confidentiality of counseling and medical records, and shall be subject to the penalties imposed by such laws for improper disclosure. 1.6.1. Case Files: At both EAP sites the Contractor shall be responsible for maintaining professional, individualized case files for every DoD civilian employee or family member of DoD civilian employee who enters the EAP programs. Such case records will be maintained in accordance with the confidentiality requirements of PL 93-282 and the implementing Federal regulations (particularly Section 2.11 (n) of 42 CFR Part 21, as well as PL 93-579 {Privacy Act}). 1.6.2. Case files for alcohol & drug cases at the WRAMC site will also be maintained in accordance with standards from JCAHO under the guidance of the CCC Clinical Director. 1.6.3. All records of the EAP are considered to be under the jurisdiction of the DoD. Upon termination of this contract for whatever reason, the records shall be surrendered to the Contracting Officers Representative (COR) of the Department of Defense. 1.7. The Contractor shall accept management, union, or self-referrals, as well as medical referrals from providers who serve every DoD civilian employee or family member of DoD civilian employee. The Contractor shall consul t with the referring party, providing guidance where appropriate to assist raising the awareness of the employee to the nature of the problem and the impact on job behavior or performance. 1.8. Direct counseling shall be offered to employees and family members if appropriate. The counselors activities shall be directed toward initial evaluation, brief counseling and, when necessary, referral of the employee to community or other resources in such a manner as will permit appropriate and skillful management of the problems presented. The Contractor must therefore develop and maintain close relationships with community resources which offer treatment and rehabilitative assistance. Likewise, counselors must possess the necessary skills to enable them, through interviewing employees, to determine the nature and scope of their problems. If necessary, the counselor shall also refer the employee for further medical evaluation. 1.9. The principal organization shall establish a method of monitoring the employees progress in the recommended treatment. When authorized by the written consent of the client, the principal organization shall also apprise the referring management official of the employees progress in treatment. 1.10. The Contractor shall carry out all services consistent with DoD alcohol and drug abuse directives and applicable OPM guidance. 1.10.1. Specific Management Procedures 1.11. Management Initiated Referral 1.11.1 Supervisors should be advised in such areas as: 1.11.2 Be alert, through continuing observation, to change in the work or job behavior of assigned employees. 1.11.3 - 1.11.6 RESERVED 1.11.7. Inform the employee of available counseling and referral services if performance is caused by any personal or health problem. 1.11.8. Determine when to offer a firm choice between accepting assistance through EAP and other professional sources or accepting the consequences provided for unacceptable performance. 1.12. Program Counselors shall: 1.12.1. Interview management officials as requested and provide them with guidance in confronting employees with job performance or behavior problems. Advise management officials regarding client confidentiality requirements. 1.12.2. Interview the employee and, with the employees knowledge and written consent, obtain the appropriate information, including medical history if necessary, to consider the nature of the employees problems, and recommend sources for referral. 1.12.3. Document the nature of the problems and make necessary referrals to EAP providers, the health unit, personal physician, or local community resource. Referrals may be for further evaluation, or rehabilitative assistance. 1.12.4. Advise the employees of available treatment resources, help to make arrangements for utilizing them, and encourage the employee to participate in a rehabilitation program. 1.12.5. Maintain ongoing contact with the community treatment program to which an employee is referred and maintain ongoing contact with the employee. 1.12.6. Inform employees that it is their responsibility to pay for any community services for rehabilitation or treatment. 1.12.7. Throughout the treatment program, as allowed by the confidentiality requirements, be available to the supervisor to discuss rehabilitative efforts and their relationship to job performance; to the family; to the health units professional staff; o r to other treatment resources, for maintenance of a well-coordinated rehabilitation program. 1.13. Employee Initiated Referral: When an employee self-refers to the EAP, the employee shall receive brief counseling and be referred to appropriate resources for assistance. 1.13.1. In such self-referral situations, the confidentiality requirements shall be strictly observed and the employee shall not ordinarily be asked to sign a consent releasing information to the employees supervisor. 1.13.2. If an e mployee drops out of a treatment program, documentation of the case file shall show that this has occurred and no further action is required. Document must be signed by Government Official. 1.13.3. Should a voluntary referral case be in progress and the employees supervisor contact the counseling staff or program with documentation of the employees work performance deterioration or aberrant behavioral patterns at work; the EAP staff shall confer with the supervisor, but shall adhere to the confidentiality requirements strictly, giving no indication of the employees previous self-referral. The employee may then be contacted and advised of the potential benefits to sign a consent to give in formation to the supervisor. 1.14. Managers relationship to the Employee Referral: Service Program Managers are to be advised of their responsibility for careful and consistent evaluation of the performance of their employees. They should feel free to seek the guidance of the Progr am staff through their Civilian Program Coordinators and EAP professionals in dealing with employee problem situations. Managers should unhesitatingly offer employees information on available counseling or health services. With the cooperation of a perso nnel specialist, supervisors should seek to assist employees who may initially refuse help even though their work performance and behavior continues to be unsatisfactory. 1.15. Program Coordinators Relationship to the EAP: Program Coordinators are the officials designated by each of the participating components to administer the Program for their respective employees. As such, they are ultimately responsible for the eff ectiveness of their agencys program, even though many of the skilled services are provided by a contractor. The responsibilities of an agencys Program Coordinator are likely to include: 1.15.1. Developing internal policy and program design 1.15.2. Evaluating program results with respect to their employees 1.15.3. Serving as liaison between the Service Provider and their respective employees. 1.15.4. In cooperation with the provider, prepare necessary management reports for their use. 1.15.5. Although Program Coordinators do not provide day-to-day supervision of contractor personnel, a close and cooperative working relationship must be maintained. As indicated by the confidentiality regulations, Program Coordinators are part of their respective agencys alcohol and drug abuse prevention function; they and the contractor personnel are therefore equally subject to the confidentiality requirements, and the exchange of client information between them does not constitute disclosure under t hose regulations. 1.16. Personnel Office. Personnel offices will provide advice and assistance in the application of the policies, procedures and guidelines of the EAP Program. This includes referral to the EAP Program. The staff of servicing personnel offices, as well as officials designated for Privacy Act matters, should be included among those who are assigned to attend training and educational sessions provided by the Contractor. 1.17. The Contractor shall provide training sessions as described below. 1.17.1. The Contractor shall provide a package of training materials to accompany each training session. Training shall be designed to help attendees use the program effectively in the performance of their responsibilities. 1.17.2. All courses and lesson plans delivered by the Contractor are subject to the approval of the DoD prior to presentation. 1.17.3. All educational materials, e.g., books, reports, pamphlets, journals, etc., purchased by the Contractor under the terms of this contract for use in the development of training, education, and marketing shall be considered to be the property of the DoD and shall be surrendered to the COR upon termination of the contract. 1.17.4. The Contractor shall provide training for all DoD alcohol an d drug program staff and interested personnel specialists serving the Pentagon Complex and at Walter Reed. An initial training session shall be delivered within the first 60 days of the contract. The approximate number of DoD alcohol and drug program sta ff to be trained ranges from to 20 to 30 each year. Staff training as herein described shall include, but not be limited to, the following: 1.17.4.1. Description of the EAP operating procedures 1.17.4.2. Confidentiality and Privacy Act 1.17.4.3. Referral Process 1.17.4.4. Techniques to market the EAP 1.17.4.5. Responsibilities of various participants 1.17.4.6. Reporting requirements 1.17.5. The contractor shall provide supervisory training, which shall include, but is not limited to the following: 1.17.5.1. Scope of the problem (alcohol/drug abuse) 1.17.5.2. Cost/benefit information 1.17.5.3. How to recognize a problem employee 1.17.5.4. How to prepare for an intervention 1.17.5.5. Need for client privacy and confidentiality 1.17.5.6. The contractor shall provide 15 to 20 sessions per year with 15 to 20 attendees at each session. (Offerors proposal shall provide a detailed plan for providing the required services.) 1.17.6. The contractor shall provide Executive Orientation Sessions for senior level DoD employees, which shall include, but is not limited to the following: 1.17.6.1. Topics listed under supervisory training above 1.17.6.2. Why the EAP is important 1.17.6.3. How the EAP can help the organization. 1.17.6.4. The contractor shall provide five Executive Awareness Seminars per year with 15 to 20 attendees each session. 1.17.6.5 RESERVED. 1.17.7. RESERVED The Contractor shall present briefings and education sessions for other target groups as requested, approximately one time per month. 1.17.8 The Contractor shall market the EAP through the use of pamphlets, posters, briefings and other innovative techniques designed to overcome the stigma and negative connotations sometimes associated with an employee assistance program. 1.17.8.1. The contractor shall prepare a suitable booklet for both internal and external distribution which describes the EAP in detail. Approximate required quantity is 10,000 copies per year. 1.17.9. The Contractor shall provide a comprehensive automated reporting system that provides the following information on a quarterly basis, as well as cumulative year to date figures: 1.17.9.1. Number of cases 1.17.9.2. Presenting problem 1.17.9.3. Ages 1.17.9.4. Race 1.17.9.5. Marital status 1.17.9.6. Education level 1.17.9.7. Length of government service 1.17.9.8. Job category and rank level 1.17.9.9. Type of referral 1.17.9.10. Disposition 1.17.9.11. Services provided 1.17.9.12. Number of employee cases 1.17.9.13. Number of family member cases 1.17.9.14. All information shall be broken out by component as well as totaled. Contractor shall, in addition to the above, provide the information in a format which will enable the associated DoD organizations to complete OPM Form 1210, Federal Employee Assistance Programs (Agency-Wide Totals) Annual Report. 1.17.10. The Contractor shall maintain a quality improvement process (performance improvement) with which the quality of program performance is continuously assessed. Documentation of the process will be in accordance with Joint Commission for Accreditat ion of Hospitals (JCAHO) guidelines. 1.17.11. At the Pentagon site the contractor shall develop and conduct an extended counseling program (ECP) to be conducted after duty hours and for a total of six (6) sessions per year at approximately forty-eight (48) hours per session (24 visits out of 2 hours each). These 24 visits will be offered three times weekly for eight (8) weeks. The ECP shall consist of an education component similar to an Alcohol Safety Action Program and an outpatient group treatment element. This program is for those individuals with a need to understand more about alcohol and drug abuse. The contractor shall offer limited aftercare sessions at the contractors discretion, based on the individual needs of clients. 1.17.12. At the WRAMC site the Contractor will maintain an outpatient treatment group for civilian employees affected with alcohol and drug problems. This treatment group will be an open-ended group, which shall be offered weekly, on the same day each we ek. Alcohol & Drug Counseling work at the WRAMC site will be conducted in accordance with the CCC organizational philosophy and clinical standards under the guidance of the CCC Clinical Director. 1.18 Contractor will provide Crisis Resolution Activities, which shall include, but not be limited to: 1.18.1 Management/supervisory Training for supervisors of traumatized employees 1.18.2 Workshops for traumatized employees aimed at assisting in self care in the aftermath of crisis 1.18.3 Trauma/Grief psycho-educational groups
Place of Performance: Address: Medcom Contracting Center North Atlantic ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW Washington DC; Zip Code: 20307-5000; Country: US
Record: SN00801754-W 20050507/050505212125 (fbodaily.com)
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R -- The contractor shall provide all labor, materials, equipment and supervision in assisting federal employees through resolution of problems such as alcohol and drug abuse and emotional or behavioral problems which may affect job performance.