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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 06, 2016 FBO #5401
DOCUMENT

G -- 506-17-1-1363-0001 - EAP CONTRACT - Attachment

Notice Date

9/4/2016
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Ann Arbor Healthcare System;Network Contracting Office 10;2215 Fuller Road;Ann Arbor MI 48105
 

ZIP Code

48105
 

Solicitation Number

VA25016Q0689
 

Response Due

9/9/2016
 

Archive Date

10/9/2016
 

Point of Contact

Kellie Konopinski
 

E-Mail Address

.Konopinski@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs, Network Contracting Office 10, VA Ann Arbor Healthcare System, 2215 Fuller Road, Ann Arbor, MI 48105, is seeking sources for Employee Assistance Program services. Services will be completed with the VA Ann Arbor Healthcare System at the address noted above. Contractors that can provide the items that meet the requirements below are requested to send their 1. Company Name, 2. DUNS number, 3. business size under NAICS 561990, 4. If the item(s) are available on a FSS contract or not and the FSS contract number if it is available on contract, 5. Notification if they are a VETBIZ registered VOSB/SDVOSB or not. REQUIREMENTS: I. Rationale a. BACKGROUND - It is the policy of the Department to provide its employees, and family members, access to an Employee Assistance Program (EAP) to offer resources to address: work-related problems, traumatic incidents, substance abuse, mental illness, marital or family problems, and financial or other personal problems. EAP is a comprehensive program that can provide employees with the support, tools, and resources they need to manage through difficult times and remain productive on the job. b. AUTHORITY - In the Federal sector, Federal law requires that Agencies have the ability to offer counseling services to employees. The EAP is the vehicle through which these laws are implemented (Public Law 79-658 (5 U.S.C. § 7901), 91-616 (42 U.S.C. § 290aa-1), and 92-255; Executive Order 12564 Drug Free Work Place Act; and the Americans with Disability Act Amendment Act (ADAAA). The U.S. Office of Personnel Management (OPM), as the lead Agency for Federal EAPs under these laws, offers a number of recommendations regarding the provision of EAP services. i. Specifically, EAP services should: 1. be effective and efficient, and, based on the best available professional practices; 2. be provided within a safe, secure, and confidential environment; 3. maintain clear and open lines of communication with stakeholders; 4. treat clients equitably while demonstrating flexibility in meeting their needs; 5. allow clients appropriate control over their own care; and 6. provide continuity of care to help clients achieve their goals. ii. The EAP must embrace OPM's guidelines, and incorporates them into service delivery. II. SCOPE a. Staff Coverage - i. The EAP Contractor must provide services to employees at the following facilities. Total number of employees is approximately 2900. 1. Ann Arbor VA Healthcare System - Ann Arbor MI 2. Jackson Community Based Outpatient Clinic (CBOC), Jackson MI 3. Flint CBOC, Flint MI 4. Toledo CBOC, Toledo OH 5. VISN 10 Offices, Ann Arbor MI 6. National Center for Patient Safety (NCPS), Ann Arbor MI b. Services Provided - i. Services may include, but are not limited to: assessment, treatment planning, short-term counseling, financial counseling, Traumatic Incident Management (TIM), social service assistance, information and referral, and health education training. ii. EAPs will provide short-term substance abuse counseling services for requesting employees. iii. The EAP Contractor is responsible for educating employees and managers about substance abuse, assessing employees with potential substance abuse problems; identifying resources for treatment and rehabilitation for employees found to need them; and, working with the Ann Arbor VA Healthcare System and/or CBOC managers to successfully transition employees back to the workplace. iv. EAP counseling, communications, and information and referral services may be in person, by telephone, or fax, but generally may not be by e-mail, internet, or intranet. Exceptions may be made when the employee gives consent to send and receive information to and from the EAP by e-mail, internet or intranet. Consent must be documented and retained in the employee's EAP file. Before an employee gives consent, he or she must be informed that there is no expectation of privacy regarding such communication or information stored within the Agency's computer system. c. Qualifications of EAP Counseling Staff i. At a minimum the EAP Contractor's staff, of professional counselors, are required to hold a master's degree and a current state license or certificate to practice at the highest independent level as a mental health practitioner consistent with state laws. ii. The EAP Contractor's professional counselors must be trained to assist employees with a wide range of personal issues, as well as, to provide coaching, management consultations, and presentations on a variety of health and wellness topics. d. Implementation i. The Contractor's Operations Manager will be an EAP professional, who will serve as the main point of contact for all operational issues throughout the term of the agreement, including the following: 1. The Operations Manager will communicate with the Agency point of contact and other identified Agency representatives (e.g., Union Representatives, Human Resources staff, Continuity of Operations Plan coordinators, etc.). 2. The Operations Manager and Agency point of contact will review relevant Agency and EAP Contractor policies and procedures to discuss their effect on program operations, as well as, to identify any inconsistencies with professional best practices, standards, laws, and regulations. 3. The Operations Manager will work with the Agency to identify where their employees are located. III. EMPLOYEE ACCESS AND EAP ATTENDANCE a. Eligibility for Services i. The EAP is available to the employees designated by the Agency. b. Access i. The EAP Contractor must be available 24 hours day, 7 days a week, through a toll-free EAP point of contact. ii. Expert, credentialed staff must answer phone calls within 5 minutes, establish eligibility for services, and identify the services needed (e.g., referral to an EAP counselor, information on community resources, referral to legal and financial experts, etc.). iii. A separate TTD number (for the hearing impaired) is also provided. iv. Face-to-face counseling services must be available through our extensive national and international network of EAP counselors. v. The EAP offers unequalled accessibility for employees and their family members - no matter where they live or work vi. Employees may initiate contact with the EAP or be referred by-supervisor, labor representative, drug-testing program coordinator, Employee Health Physician, or any number of other sources. vii. An employee will see a counselor at an office in proximity to where he or she works - Counselors must be available for face-to-face sessions at designated times throughout the day. viii. The EAP is available at any time for emergencies. c. Participation and Job Security i. EAP participation is voluntary. An employee may privately access the EAP directly by phone or on a walk-in basis where available. An employee's job shall not be jeopardized solely for requesting counseling assistance from the EAP. Individuals may be referred to the EAP by supervisors based on work performance or conduct deficiencies. d. Supervisory Referrals i. Informal Referrals 1. A manager or supervisor may suggest that an employee seek EAP services when the employee's performance, conduct, or attendance has begun to deteriorate, or when the manager or supervisor learns information that suggests that the EAP might be of assistance to the employee. ii. Formal EAP Referrals 1. A manager or supervisor may also formally refer an employee to the EAP. A formal EAP referral is in writing, is usually verbally communicated to the employee, and states the performance, conduct, or attendance reasons why the referral is necessary. e. Attendance i. Employees are not required to seek permission to meet with an EAP counselor when it is on their own time. Employees may meet with an EAP counselor during their workday by taking approved leave or without a charge to leave, with the permission of their supervisors. Employees, who receive approval to visit an EAP counselor during their workday without a charge to leave, shall be allowed travel time to and from the EAP counselor's office. Employees working irregular duty hours may have their tour of duty modified to accommodate their EAP attendance. Supervisors granting EAP visits during duty hours without a charge to leave, at an employee's request, may require confirmation of attendance. IV. OUTREACH a. Publications i. At contract initiation, the Ann Arbor VA Healthcare System employees, and CBOC employees, will receive introductory brochures, wallet cards and posters. The EAP Contractor shall provide each site with sufficient brochures and wallet cards to distribute one to each employee, plus ten (10) percent. The number of posters provided at contract start-up will be agreed upon by the Agency and the EAP Contractor. 1. Quantities will be based upon the number of Agency locations, the number of covered employees, and the needs of the Agency. 2. Thereafter, and upon request, the EAP Contractor will supply additional copies of brochures, wallet cards, and posters every 18 months. The EAP Contractor will mail brochures, wallet cards and posters third class bulk rate, to the Agency's location. 3. Any materials requested beyond those provided, or to locations beyond the first two, will be at the expense-of the Agency. ii. Supervisor manuals provided for distribution b. Orientation i. Initial orientation for employees and supervisors, and annually thereafter as requested by the Agency V. AGENCY REQUIREMENTS a. Agency participation is critical to the success of the EAP. The following will help to ensure that success: i. Review of Agency Policies and Procedures Related to the EAP ii. The Operations Manager will require access to Agency policies regarding the EAP, Privacy Act System of Records notices, relevant personnel procedures, Drug-Free Workplace Plan, etc., to identify their impact on the program and its clients, as well as, any incongruities with the EAP Contractor's procedures b. Identification of an Agency Point of Contact: i. The individual identified as the Agency Point of Contact on Section VIII, Official Authorization and Contacts; VIII, Contacts, will serve as the EAP Liaison and primary point of contact for this agreement. ii. This individual is responsible for negotiating contract issues and providing overall contract oversight; disseminating EAP communications to Agency personnel; and, obtaining appropriate office space (if applicable) for staff. iii. The Agency point of contact also meets regularly with CONTRACTOR staff to review program issues, quarterly reports, attend EAP-related meetings, etc. VI. CONFIDENTIALITY AND RECORD-KEEPING a. Introduction i. The EAP Contractor must be committed to the highest professional and ethical standards in maintaining the privacy and confidentiality of client information. EAP staff must adhere to the intent and spirit of the laws, policies, and regulations that provide for the protection of personal information. All individuals who utilize EAP services will be informed about the policies and procedures for maintaining confidentiality. In addition, organizations that partner with the EAP are required to adhere to these policies and procedures. Before the release of any confidential information, the client's signature is required. This signature allows for the flow of information between the client, the program, and the requisite organization. Disclosure may occur when there is a danger to self; others, or property, as outlined in the Statement of Understanding signed by the employee and as authorized by law. b. Authority i. EAP client information and records are protected from disclosure under 5 U.S.C. § 552a, the Privacy Act of 1974, Pub. L. No. 93-579 §3, 88 Stat. 1897 (1974) {codified as amended at 5 U.S.C. § 552a (1999)); 42 C.F.R. Part 2 (2001), Confidentiality of Alcohol and Drug Abuse Patient Records ("the Confidentiality Regulations"); and, 45 C.F.R. Parts 160, 162 and 164 (implementing provisions of the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191, 110 Stat. 1936 (1996)), as applicable. Depending on the location in which RAP services are provided and the professional credentials of the EAP counselor, additional protection of client information may be provided by state and professional association laws, regulations, and procedures. The EAP Contractor will maintain records in accordance with 68VA05 Privacy Act System of Records Notice that can be found at the following link: http://www.rms.oit.va.gov/SOR_Records/68VA05.asp c. Information Released to Supervisors i. Employees may be referred to the EAP by supervisors because of work performance and/or conduct issues. Information about an employee's visit to the EAP will not be released to a supervisor without the employee's written consent, regardless of the nature of the referral, except in very limited situations (e.g., when an employee uses the EAP during work hours, the EAP will confirm that the employee attended an EAP session). Employees are not compelled or required to release information about their visits to the EAP to supervisors. When they choose, to do so, they will sign a consent form that allows for the release of limited information. d. Record-Keeping and Record Ownership i. The Ann Arbor VA Healthcare System will retain ownership of all records created by the EAP contractor for the duration of the contract. Upon termination of the contract, all records in the possession of the EAP contractor must be returned to the Ann Arbor VA Healthcare System Records Manager or EAP program manager for appropriate disposition, the only exception will be a transfer to another EAP, as outlined below The EAP contractor will be responsible to create a records inventory, file plan and appropriately disposition records that have exceed the records retention period, in accordance with the VA Records Control Schedule and 68VA05 Privacy Act System of Records Notice. ii. The EAP Contractor maintains records in a manner that supports the professional delivery of services and the confidentiality requirements, including storage, contents, and destruction. Active EAP records are under the custody of the Contractor for the length of an Agency's contract. iii. Inactive records, if they have already been destroyed because their period of maintenance has passed, are not available for transfer to another EAP vendor. iv. At the completion of an agreement with the EAP Contractor, any active EAP cases may be transferred to another EAP provider with the express permission and instructions from the EAP Contractor staff responsible for the records and the written consent of the clients. VII. QUALITY ASSURANCE AND REPORTING a. Introduction i. The Contractor must be dedicated to providing services in a manner that reflects the best practices of the EAP industry. The EAP Quality Assurance Program integrates procedures to ensure that customer feedback on quality, overall satisfaction, and program effectiveness are obtained on a continuing and regular basis. The results received are used to continuously improve the program. Some of the ways CONTRACTOR ensures quality are described below b. Quality Assurance/Evaluation i. Individuals: Each individual utilizing the EAP is offered a client satisfaction survey. The composite results of the entire consortium are provided in the quarterly report. ii. Counselor Record Review: The Contractor routinely reviews client records and conducts site reviews of staff counselors. These reviews include an analysis of program metrics, process issues, customer feedback, client outcomes, and other program and client data. The results of reviews guide continuous improvement efforts. iii. Quality Improvement: Teams are formed when issues arise in the operation of the EAP that may need adjustments or improvements. iv. Research: Periodically, the EAP Contractor conducts research on its operations. c. Agency Reports i. The EAP Contractor will provide a standard, comprehensive statistical report on a quarterly basis ii. The following is a list of contacts associated with this Statement of Work. The contents of this list may change over time. For an up-to-date listing, please feel free to contact the EAP Program point of contact listed below. This requirement is for the period of October 1, 2016 -September 30, 2017. This Sources Sought will close on Friday, 9/9/2016 at 10:00 AM EDST. Please e-mail all responses to Kellie.Konopinski@va.gov.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAHCS506/VAAAHCS506/VA25016Q0689/listing.html)
 

Document(s)

Attachment
 

File Name: VA250-16-Q-0689 VA250-16-Q-0689.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2987365&FileName=VA250-16-Q-0689-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2987365&FileName=VA250-16-Q-0689-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VA Ann Arbor Healthcare System;2215 Fuller Road;Ann Arbor, MI

Zip Code: 48105
 

Record

SN04254959-W 20160906/160904233122-273abbce8cb1322e4ad2aec68bf0631b (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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