DOCUMENT
R -- EAP RFI - Attachment
- Notice Date
- 2/3/2015
- Notice Type
- Attachment
- NAICS
- 621420
— Outpatient Mental Health and Substance Abuse Centers
- Contracting Office
- Department of Veterans Affairs;Health Administration Center;3773 Cherry Creek Drive North, Suite 450;Denver CO 80209
- ZIP Code
- 80209
- Solicitation Number
- VA74115N0066
- Response Due
- 2/10/2015
- Archive Date
- 2/20/2015
- Point of Contact
- Jan Bertapelle-Anderson
- E-Mail Address
-
8.5158<br
- Small Business Set-Aside
- N/A
- Description
- Agency: Department of Veterans Affairs Office: Chief Business Office Purchased Care (CBOPC) Notice Type:Posted Date: Sources SoughtFebruary 3, 2015 Response Date: February 10, 2015 Original Set Aside: To be determined Classification Code: R499 - Professional Services NAICS Code: 621420 - Outpatient Mental Health Synopsis: THIS IS NOT A SOLICITATION. This is a Request for Information (RFI)/Sources Sought notice issued in accordance with FAR 15.201(e) to conduct market research. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ) - or a promise to issue a RFQ in the future. This request for information does not commit the Government to contract for any supply or services whatsoever. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals and will not accept unsolicited costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will NOT be returned. This announcement is based upon the best information available and is subject to future modification. Contracting Office Address Department of Veterans Affairs (VA), Program Contract Office (PCO) East, Denver 3773 Cherry Creek Dr. North, Denver, CO, 80209 Point of Contact: Jan Bertapelle-Anderson, Contracting Officer Overview: Looking for Employee Assistance Program services. Please review the attached draft Performance Work Statement (PWS) detailing the scope and requirements for the EAP. Please respond to this RFI if your company can perform this requirement. It has not yet been determined how this procurement will be solicited. Please note your socio-economic status in your response, and note if you are able to fulfill all of the requirements or if subcontractors would be needed. This is only an overview/summary does not include all requirements to complete Performance Work Statement (PWS). Specific Response Instructions: Please submit your RFI response in accordance with the following: 1) Include the name, email address and phone number of the appropriate representative of your company; 2) Submit your response via email to Jnaice.Bertapelle-Anderson@va.gov 3) Submit your response by 5 P.M. (EST) on 2-10-15; 4) Mark your response as "Proprietary Information" if the information is considered business sensitive. Information Requested from Industry: In response to the RFI, interested contractors shall submit the following information: 1.Company Information / Socio-Economic Status 1.Provide the company size and POC information.VA has identified the appropriate North American Industry Classification System (NAICS) Code 621420 - Outpatient Mental Health which has a size standard of $15 Million for this RFI. Please identify and explain any other NAICS codes your company believes would better represent the predominant work included in the attached PWS. 2.Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic Status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small business, Women-Owned Small Business, Disadvantaged Small business, and Hub Zone. If Service Disabled or Veteran Owned Small business, is your company and or partners registered in VA's VetBiz repository? 2.Capabilities/Qualifications -Include a description of the capabilities/qualification/skills your company that qualifies you to perform these services. At this time we are looking only to cover the Denver office but there is a potential to cover other employees located in different states. Please provide information showing where you would be able to provide the requested services. 3.Price Information - Provide your commercial price history and rough order of magnitude for the same or similar products/solutions. 4.Other Market Information - Provide any other relative information, this information must be included within the 15 page limitation. 5.Other Federal Experience - Have you provided these services for any other VA or other Federal entity? If so, who? ? STATEMENT OF WORK (SOW) FOR EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES A. GENERAL: The Chief Business Office, Purchase Care (CBO PC) office, Denver, CO., Station 741, has a requirement to provide appropriate programs and services, related to treatment and rehabilitation of alcohol, drug, mental, emotional, family, financial or other personal problems which adversely impact job performance and/or the work unit, to be provided by an independent, local counseling service with costs paid by CBO PC. Costs of additional counseling services will be paid by employees or their health insurance providers. Referrals of employees and/or eligible family members may be self-referral or by any supervisor. This program should also provide guidance and training for supervisors to effectively address performance/conduct problems. B. BACKGROUND: The Employee Assistance Program has been made available for all current CBO PC employees and their immediate family members at no additional cost. This program serves employees who are experiencing personal problems that may be affecting their job performance, attendance, or conduct. EAP counselors provide assessment, referral, and short term counseling services to employees with family or marital difficulties, alcohol or drug dependency, financial, mental, emotional or other problems. C. Objective of the Employee Assistance Program (EAP): Contractor shall independently provide support services to satisfy the overall operational objectives of the CBO PC. Contractor shall provide access to appropriate prevention, treatment and rehabilitation programs and services for employees of the CBO PC, with alcohol, drug, mental, emotional, family or other personal problems which adversely affect job performance, and to provide guidance for supervisors to effectively handle problems of employees, which adversely affect job performance. Employee locations see appendix A. D. Policies: The CBO PC, as an employer, recognizes mental and emotional disorders, alcoholism and drug abuse as treatable health conditions. 1. The program will be available to all employees and immediate family members who choose to subscribe to the program. 2. All records and discussions of personal problems will be kept confidential and will not jeopardize an employee's job security, promotional opportunities, or reputation. All individual records will be kept by the contractor and will not be forwarded to the participating agency without the written consent of the employee. Statistical data provided to the CBO PC will be compiled in such a way that the identity of individual employees cannot be ascertained. In the event that it is impossible to provide statistical data and still protect the identity of an employee; protection of the employee's identity shall take precedence. 3. Since problems at home may affect job performance, coverage will be extended to members of the employee's families when appropriate. Coverage of family members is appropriate when the family member has a problem that is connected with the employee's alcohol or drug abuse, or when the employee has a personal problem that may be helped by seeing the family member, or when the personal problems of the family member is affecting the employee's ability to function on the job. 4. Supervisors may use the program to refer employees to the program or to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance. It is the intent of the program to provide for intervention only when problems affect job performance or reflect discredit to the participating agency. These policies do not alter nor replace any existing administrative policies or contractual agreement of CBO PC, but are intended merely to assist the Agency in carrying out existing policies. E. Program Requirements: The contract is expected to provide, at a minimum, the following: 1. Diagnostics Services, to include up to 6 visits per presenting problem for evaluation, assessment and initial counseling directed toward identifying and assessing the complexity of personal problems, which may affect job performance. 1. Counselors will be located no more than 15 miles from the employee's primary work site. The contractor shall provide services of the type herein described to employees and their immediate families during regular work hours. 2. The contractor shall provide a 24 hours toll-free line where callers speak immediately to a counselor. 2. Referral services, to include motivational counseling and referral to competent care and follow up directed toward appropriate community resources, within the employee's means, for employees and dependents whose problems warrant additional treatment. Ongoing contractor-employee conferences will be held during the treatment program to evaluate the effectiveness of treatment, problems encountered, and changes considered necessary. At a minimum, the contractor is required to follow-up with the employee 30 and 90 days after initial entry into the program. 3. Management consultation services, to include telephone consultation for the purpose of assisting supervisors to determine and implement a course of action for dealing with an employee with performance problems that may be connected with mental, emotional, drug, alcohol, or personal problems within the scope of this contract. When management requests a consultation, the contractor must respond to the manager within a 24 hour period. 4. Training, orientation, and promotional material to include: a. Introductory, and quarterly thereafter, informational brochures highlighting EAP topics of employee interest. The brochures shall include, but not be limited to, how to obtain EAP services, what services are available, and who are covered under the program. Material shall emphasize the confidential nature of the EAP program. b. An EAP website that can be accessed at home or work so employees have another avenue to be educated and seek topics of interest. c. A minimum 2 each one - hour Brown Bag Lunch Seminars per year. d. A supervisory training DVD, approximately 30 minutes long, shall be provided. Copyrights to the DVD must be released to the Agency for uploading onto facility websites. The DVD shall include, but not be limited to, the following topics: availability of advice and consultation for supervisors, basic distinction between supervision and counseling, general principals of crisis management need for supervisors to emphasize privacy and confidentiality, voluntary vs. involuntary referral (alternative to administrative adverse action), methods of reporting breakdown or adequacy or continuity of treatment, basic concepts of mental health, illness, alcoholism and substance abuse, treatment methods and prognosis. DVD shall be submitted for approval within 60 days and in final form within 90- days after the date of contract. e. An employee orientation DVD, approximately 15 minutes long, shall be provided. The DVD shall include, but not be limited to, how to obtain EAP services, what services are available and for whom. The DVD shall emphasize the confidential nature of the EAP program. DVD shall be submitted for approval within 60 days and in final form within 90- days after the date of contract. f. Orientation sessions for employees shall be held at CBO PC, which shall include, but not be limited to, how to obtain EAP services, what services are available and for whom. The orientation shall emphasize the confidential nature of the EAP program. The contractor is expected to have orientation sessions for employees annually. g. Training sessions for supervisors shall be held at the CBO PC, which shall include, but not be limited to, the following topics: availability of advice and consultation for supervisors, basic distinction between supervision and counseling, general principles of crisis management, need for supervisors to emphasize privacy and confidentiality, voluntary vs. involuntary referral (alternative to administrative adverse action), methods of reporting breakdown or adequacy or continuity of treatment, basic concepts of mental health, illness, alcoholism and substance abuse, treatment methods and prognosis. The government reserves the right of final review and approval of all informational materials to be distributed to employees and supervisors. The contractor is expected to have orientation sessions for managers annually. Contractor will be notified by the COTR at least 30 days in advance of orientation and training sessions for both employees and supervisors. 5. Statistical Reporting Required: a. Quarterly, within 30 days after the end of the quarter, the contractor shall provide a summary status report and individual status reports on all active cases, cases dropped, and cases resolved. For each of the categories, alcohol, other drugs and emotional/other (which shall be further sub-classified into emotional/psychological/psychiatric, marital, other family, financial, legal, smoking, weight and other, or such other categories approved by the government). The information shall be classified as followed: Number of self initiated (voluntary) referrals Number of management initiated (involuntary) referrals Number of referrals as a result of drug testing Number helped (restoration of job performance) Number not helped Number for whom it is too soon to tell Total number of new or re-opened cases Utilization rate (annualized in quarterly reports) b. In order to reduce the possibility (or perception by employees of the possibility) that information extracted from statistical data could be used to identify employees, data provided by the contractor will be limited to the above data elements. F. Additional Services: 1. The following additional services will be provided as requested by the government on a fee for service basis. A. Critical incident (trauma) intervention for groups or counseling for groups or individuals after a critical incident. B.Training/orientation not otherwise provided under this contract, such as additional sessions. Cost to be shown for each on cost sheet. (Listed as trauma intervention and additional training.) G. Program Assessment: 1. The contractor shall provide an assessment plan to assess employees' and supervisors' perception of the Employee Assistance Program. The plan shall be provided to the government for approval before implementation and implemented not later than 6 months after contract award. The plan can be implemented earlier if approved by the government. At a minimum the assessment shall include: a. A method of surveying program users, including employees, family members and supervisors about their experiences and overall satisfaction with the services provided (survey shall preserve the anonymity of the users from the government). b. A balance summary of employee and supervisor comments (without identifying employees) about experience with the program. c. A summary of activities, including statistics of program utilization and the education and outreach activities carried out by the contractor. d. Major problems and/or obstacles encountered and how these were resolved or dealt with. e. Major success of the program. f. An executive summary of the findings, of not more than 3 pages. g. The contractor should review and update the program assessment plan with the COTR 6 months for the first year and annually thereafter. G. Administrative Capability: 1. Contractor shall administer/manage program staff, respond to and maintain compliance with applicable regulations, rules and policies; provide efficient and effective liaison with the Contracting Officer's Technical Representative, and assess established health insurer's programs or services of other social service agencies for referral potential. H. Licenses and Qualifications: 1. All personnel under this contract shall be employees or assignees of the contractor who shall be responsible for validation of their qualifications to perform the services herein described. 2. The EAP staff shall have demonstrated ability to work in an industrial/business setting, and to advise supervisors and managers on dealing with troubled employees and, at a minimum, shall possess the following qualifications: a. He/she shall be a professional trained psychologist, social worker, psychiatric nurse, psychiatrist, or physician. b. The individual shall meet applicable state requirements as to licensure and/or qualifications which are necessary to practice within the applicable state. c. He/She shall have at least 2 years experience in the field of alcoholism and drug abuse counseling. 3. Any personnel proposed as EAP counselors shall be: a. Graduate Mental Health Professionals (Master's Degree) with at least 2 years experience in the field of alcoholism and/or drug abuse. The offeror shall certify that all employees or assignees have the required qualifications and credentials, and are registered/licensed in the applicable state of performance by submitting copies of the licenses. I. Maintaining Individual Case Files The contractor shall be responsible for maintaining complete, individual case files for every employee referred for assistance. Such case records shall be maintained in accordance with the confidentiality requirements of Public Law 92-282 and the implementing Federal Regulations. All records of the Employee Assistance Program are considered to be the property of the Department of Veterans Affairs. Contractor shall return the original records to the appropriate persons at the termination of the contract. J. Confidentiality of Records and Referrals: Contractor agrees to comply with requirements to the confidential nature of patient records in accordance with Section 333 of Public Lab 91-616 (as amended by PL 92-282), Section 408 of PL 92-255, and Federal Regulations of the Special Action Office for Drug Abuse Prevention (21 CFR Part 1401). The government agrees to provide the contractor with a copy or website address of these requirements upon written request. Contractor will ensure the physical security of records and prevention of disclosure of the records, reports, or other private information of employees, except with the employee's informed written consent. Privacy Act Notification This procurement action requires the contractor to do one or more of the following: design, develop, or operate a system of records on individuals to accomplish an agency function in accordance with the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C.552) and applicable agency regulations. Violations of the Act may involve the imposition of criminal penalties. K. Exclusions: Medications and physical examinations are not to be considered a part of the independent counseling services for the EAP and shall not be provided under this contract. Employees shall be advised that the government will not reimburse through this program for physical examinations, drugs, or other medical treatments. L. Invoicing 1. Invoices are to be submitted monthly in arrears, citing the contract number and purchase order number. The contractor shall submit invoices in arrears. All invoices must be submitted electronically IAW VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012). Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests. 2. Contractor is specifically prohibited from invoicing for anything not covered under this contract; i.e., physical examinations, medication, other medical treatment. All telephone calls with employees or significant others, consultations between contract counselor and other individuals, contractor employee travel, employees not keeping appointments (no shows), or services not specifically authorized in contract costs are fixed monthly costs. Appendix A By locationCounts Denver CO1123 TOTAL1123
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- File Name: VA741-15-N-0066 VA741-15-N-0066_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1845393&FileName=VA741-15-N-0066-000.docx)
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- File Name: VA741-15-N-0066 VA741-15-N-0066_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1845393&FileName=VA741-15-N-0066-000.docx)
- Record
- SN03631798-W 20150205/150203234938-6114d36483b9ab37e976ab3031de846e (fbodaily.com)
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