SOURCES SOUGHT
R -- REQUEST FOR INFORMATION - Employee Assistance Program Statement of Work For Boulder Labs, Boulder, Colorado
- Notice Date
- 4/19/2013
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Western Acquisition Division-Boulder, 325 Broadway - MC3, Boulder, Colorado, 80305-3328, United States
- ZIP Code
- 80305-3328
- Solicitation Number
- NAAJL160-1300207SRG
- Archive Date
- 4/26/2013
- Point of Contact
- Suzanne A Romberg-Garrett, Phone: 303-497-5110
- E-Mail Address
-
suzanne.garrett@noaa.gov
(suzanne.garrett@noaa.gov)
- Small Business Set-Aside
- N/A
- Description
- REQUEST FOR INFORMATION Employee Assistance Program Statement of Work For Boulder Labs, Boulder, Colorado I. The Contractor shall furnish the necessary professional practitioners, support personnel, material, and services to perform the following work and are required once a week for approximately 5-6 hours from 9AM to 3PM. The counselor will use an empty office in the back of the Health Unit for these services. The vendor must be able available for emergency consultation and help outside of these time periods if needed with a 24 hour or sooner response time. The current contractor is the University of Colorado, Psychology Department since 1985. A. Scope of Work 1. Background Within 42 USC Section 4541 (PL 91-616, Dec. 31, 1970) and 21 USC Section 1101 (Public Law 92-255, March 21, 1972) Congress has specifically recognized the need for appropriate prevention, treatment, and rehabilitation programs and services for alcohol abuse, alcoholism, and drug abuse among Federal civilian employees. Under 5 USC Sections 7361 and 7362 agencies are encouraged to extend, to the extent feasible, rehabilitation services and programs to family members who are drug abusers and/or alcoholics. 5 USC Section 7901 further allows that, "The head of each agency of the Government of the United States may establish, within the limits of appropriations available, a health service program to promote and maintain the physical and mental fitness of employees under his jurisdiction." To meet these and other applicable statutory requirements, the Department of Commerce (DOC) through its Office of Human Resources Management, has directed the establishment of employee assistance programs (EAPs) within all of its subordinate agencies. 2. General The Employee Health Unit located in Boulder Colorado has the responsibility to establish and maintain an employee assistance program for the approximate 1100 employees located in this geographic region. 3. Purpose The purpose of this contract is to acquire the services of a qualified organization/institution and/or qualified professional practitioners, hereinafter referred to as the contractor, to provide 1) clinical counseling and other life management assistance to DOC employees, their immediate family members, and anyone living within an employee's household who has an impact on the employee's well-being; 2) employee outreach and education programs; 3) counseling and training for managers and supervisors; and 4) an annual report which document the extent to which the required services were performed. 4. Employee Population and Location There are approximately 1100 employees located in and around the Boulder area who are eligible for EAP service at the Broadway site. Office space will be provided within the Employee Health Service located at 325 Broadway, Boulder Colorado. 5. Responsibilities of Key Agency Personnel Providing effective EAP services will be dependent on a close working relationship between the contractor and key personnel from participating agencies. These key personnel and their responsibilities are as follows. EAP Administrator The EAP Administrator will coordinate the implementation and on-going operation of the overall program, provide liaison between the contractor and the participating agencies, and report on the contractor's performance. B. Statement of Work The contractor is responsible for establishing and conducting an employee assistance program through the performance of various functions which include conducting employee education and outreach activities; training key agency personnel; consulting with managers, supervisors, and key agency personnel on an ongoing basis; providing diagnostic evaluation, short-term counseling, and referral to outside practitioners and programs monitoring and following up on management/supervisory referrals; maintaining and delivering required records and reports; and providing optional services as described in section B.6. 1. Employee Education and Outreach This function shall entail the routine development of outreach strategies to inform employees of available EAP services; distribution of publicity materials/information through the printed media and the Internet; and the provision of training via electronic media and on-site instruction. a. The contractor shall adhere to the following guidelines when developing publicity and training materials. 1) All materials and presentations shall be non-sexist and nondiscriminatory in content and tone. 2) Publicity materials shall be developed with an intent to continuously motivate and inform employees and their families of the beneficial services of EAP. 3) Special emphasis shall be given to the use, abuse, and addictiveness of alcohol and illegal and illicit drugs. 4) Education and outreach shall reflect a sensitivity to the stigma associated with the admission of health or personal problems and every effort shall be made to diminish that stigma. b. The contractor shall provide qualified trainers, their necessary travel costs, and all materials needed to provide on-going training to managers, supervisors, key agency personnel, and all covered employees. 1) The training will cover diverse, work-related topics in such broad areas as employee development, life and health management, family relationships, work place interrelationships, communication, and effective supervision. 2) Individual training sessions will be a minimum of 2 hours but no more than 8 hours in length. 3) The number of employees attending will vary but will not normally exceed 50 per session. 2. On-Going Consultation The contractor shall provide on-going consultation and advice to managers, supervisors, key agency personnel, and community resource personnel for the purpose of facilitating identification, referral, treatment, and follow-up for problem employees. a. The contractor is responsible for advising managers and supervisors on how to effectively identify, intervene, and determine when to refer to EAP employees with job performance or conduct problems. As part of this responsibility the contractor will also 1) provide advice concerning client confidentiality requirements and 2) respond to requests for information to the extent allowed by Federal confidentiality and privacy requirements. b. Throughout a problem employee's treatment program and as allowed by Federal confidentiality and privacy requirements, the contractor shall be available to discuss rehabilitative efforts and their relationship to job performance and/or conduct. 3. Evaluation, Counseling, and Referral Services The contractor shall provide evaluation, counseling, and referral services to the covered employees, their immediate family members, and anyone living within an employee's household who has an impact on the employee's well being. a. The contractor will offer person-to-person counseling to all members of the covered population who request assistance or are referred to EAP. The counseling shall be short-term in nature and shall focus on diagnostic evaluation, problem resolution, and, when appropriate, referral to community resources which can provide skillful management of the problem presented. No more than six diagnostic sessions of one hour each shall be made available to covered participants for each distinct problem presented. b. The contractor shall use a wide variety of community resources which offer treatment and rehabilitative assistance as long as the staff of those resources meet the qualifications requirements identified within this contract. Every attempt will be made to match a client with a clinician specializing in the treatment of the client's specified problem. The contractor shall be responsible for screening all utilized resources and maintaining current records regarding the services and qualifications of the staff of those resources. The contractor shall select community resources that qualify for third party reimbursement. d. EAP counselors will: 1) Interview the employee/participant and obtain information necessary to determine the nature and extent of the problem, whether job-related or personal. If necessary, the counselor shall also refer the participant for further medical evaluation, diagnostic work-up, and/or such health or psychiatric/psychological treatment as will permit appropriate case management. 2) Collect and record pertinent information about participants with their knowledge. Such information shall be kept confidential and shall be used solely by the professionals providing EAP services. Disclosure or release of the information shall not be allowed to occur except as permitted by the regulations governing client confidentiality. 3) Discuss appropriate rehabilitative assistance with the participant following professional assessment of the problem. This discussion may include but not be limited to: a) Suggesting the use of appropriate diagnostic tests. b) Including family members in further evaluation and/or the rehabilitation program. c) Involving the participant's personal physician, as necessary, to ascertain the existence of additional medical aspects of the problem. 4) Advise participants who agree to take advantage of an appropriate rehabilitative program, of the availability of community treatment resources and any entitlement provisions of the participant's health insurance plan. 5) Advise participants that the decision to accept assistance is voluntary. 6) Assist in making arrangements for utilizing available rehabilitative resources and provide encouragement for continued participation in the treatment program. 7) Document the case file if an employee drops out of a treatment program. 8) Provide advice to an employee's supervisor who, during the course of a voluntary referral case, contacts the EAP counselor to discuss the same employee's deteriorating or unacceptable conduct. In such a case the counselor shall adhere to confidentiality requirements and give no indication of the employee's previous self-referral. Further, the employee may then be contacted, as necessary, and advised of the potential need to sign a consent for purpose of releasing information to the supervisor. The consent form provided by the EAP Administrator shall be used for this purpose (see Attachment 1). 4. Monitoring and Follow-up on Supervisory/Management Referrals The contractor shall monitor and follow up on all EAP referrals and obtain written authorization from employees as needed to keep the referring supervisor informed of employee participation in the program. To accomplish this the contractor will: a. Maintain ongoing contact with 1) the community treatment program to which the employee is referred and 2) with the employee regarding treatment and job adjustment. b. Within the constraints of confidentiality and consent, keep the referring management officials apprised of the employee's progress in treatment. c. Assist, when possible, in an employee's job adjustment and reentry to the workplace. 5. Required Records and Reports The contractor shall maintain a sufficient system of records to provide all data and reports necessary for effective evaluation and management of the EAP. The system of records shall also be designed to inform managers of the effectiveness of the EAP in responding to supervisory referrals and employee self-referrals. The contractor's system of records shall comply with applicable laws and regulations pertaining to alcohol and drug prevention, treatment, and rehabilitation; the Privacy Act of 1974 (Public Law 93-579); and confidentiality of medical counseling records. The contractor shall be subject to the penalties imposed by such laws and regulations for improper disclosure. a. For every participant who is referred for assistance, the contractor shall maintain a complete case file. All case files are to be maintained in accordance with the confidentiality requirements of Public Law 93-282 and its implementing regulations in 42 CFR, Chapter 1, Subch. A, Part 2, and the requirements of Public Law 93-579 otherwise known as the Privacy Act. Case files and other EAP records shall be retained by the contractor for a period of three years. b. All records of the EAP are under the jurisdiction of the EAP Administrator. In the event of expiration or termination of this contract, the contractor shall ensure that all records established under the terms of this contract are sealed, secured, and shipped according to the Administrator's instructions and at the expense of the contractor. c. When required by the Office of Personnel Management and requested by the EAP Administrator the contractor shall provide an annual report of EAP activity over the period of the Government's fiscal year which ends on September 30. The report shall contain both a narrative summary and statistical information pertaining to the services provided under this contract during the fiscal year specified. 6. Optional Services The Government may, at its discretion, request the contractor to provide "optional" services in addition to the basic requirements already stipulated. These services are priced independently from the basic requirements and may be exercised at anytime throughout the contract performance period in accordance with the guidelines set forth in Part I, Section H.5 of the contract. 7. On-Site Counseling for Tragedies Throughout the term of the contract, the agency may require the contractor to conduct special group and/or individual on-site counseling sessions based on severe tragic occurrences, e.g. suicides, accidental deaths, etc. The contractor shall be required to plan, develop and conduct group counseling sessions not exceeding two (2) hours in length. The sessions will address the area of the identified tragedy and shall be designed to assist employees in dealing with the resulting emotional problem(s). 8. Contractor Qualifications All professional practitioners and other personnel serving under this contract shall be employees or assignees of the contractor. The contractor is responsible for the validation of each employee's or assignee's qualifications to perform the services described herein. Minimum qualifications for the contractor's program director and counselors are as follows. a. The Program Director shall possess at a minimum: 1) A master's degree 2) Experience working as a mental health professional to include: a) Three years experience as a clinician/therapist and/or clinical supervisor, and b) Three years experience working with alcohol and other drug-related cases. c) If a clinical or counseling psychologist or other mental health professional, the Director shall be trained at the master's level and licensed as a psychologist. d) If a psychiatrist, the Director shall be board certified in the applicable specialty and belong to the American Psychiatric Association. b. EAP Counselors shall possess as a minimum: 1) A master's degree 2) Post Doctorates are acceptable with experience working on Ph.D. with a minimum of 1 year experience. 3) Professional license as a clinical social worker or counseling/clinical psychologist. 4) Three or more years of clinical experience in working with a wide range of mental health problems or cases. 10. EAP Accessibility EAP services must be readily available, prompt, accessible to the disabled, and responsive to the needs of all covered participants.
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