Department of the Interior, Minerals Management Service, Procurement Operations Branch, MS2500, 381 Elden Street, Herndon, Virginia 20170-4817

G -- EMPLOYEE ASSISTANCE PROGRAM SOL 30876 POC Jenny Taylor, (703) 787-1355, or Wm. C. Mallonee, Contracting Officer, (703) 787-1363 E-MAIL: Contracting Officer, william.mallonee@smtp.mms.gov. This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation Subpart 12.6, as supplemented with additional information included in this notice. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; OFFERS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. Contract period is for a base year beginning October 1, 1997 through September 30, 1998; and four Option Years. The Government reserves the right to unilaterally extend the period of contract performance in accordance with the clause entitled, Option to Extend the Term of the Contract -- Services. The Department of 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. Provide an Employee Counseling Services Program for some 300 to 400 MMS employees in the Washington, D.C., metropolitan area. Services include 1) acceptance of management,union, or 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 1 part-time principal counselor, associate counselors, and/or counseling aides, on a part-time basis. 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 the implementing Federal Regulations (42 CFR 21 and PL 93-579). 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 Source -- Accept management, union, or self-referrals, as well as referrals from the U.S. Geological Survey National Center Health Unit at 12201 Sunrise Valley Drive, Reston, Virginia, GSA at 8th and F Street, N.W, 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 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 necessary 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 MMS prior to presentation. Management Training -- Two sessions shall be conducted each fiscal year. Supervisory/management training sessions shall be conducted by the Contractor, as ordered by the MMS. The length of each session shall not exceed two hours. Additional sessions may be requested at additional cost to MMS. The training shall include, but is not be limited to, the following: i) The procedures of program operation: the role 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 training sessions. 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 ranging 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 solution or referral to a medical facility. HOW TO RESPOND: The first step is to demonstrate that your organization is qualified to perform the work by providing a Capabilities Statement detailing: 1) your key personnel(those who would have primary responsibility for performing and/or managing the effort) with their qualifications and specific experience; 2) your organizational experience and facilities; and 3) specific references (including contract number & project description, period of performance, dollar amount client identification with point of contact & telephone number) for previous work of this or similar nature that your key personnel or organization have performed within the last two years.(References will be checked.) Capabilities Statement will be evaluated based on: 1) your key persons' skills, abilities and experience; 2) your organization's experience and 3) past performance (including number, size and complexity of similar projects, adherence to requirements, effectiveness of program management, willingness to cooperate when difficulties arise, general compliance with the terms of contracts, and acceptability of service). CAPABILITIES STATEMENTS ARE DUE BY COB SEPTEMBER 5, 1997. Following review of all Capabilities Statements, firms having the past experience, organizational capabilities and key personnel to perform the work will be invited to give an oral technical presentation and written cost/business proposal. The oral presentation will be a one hour discussion of the offerors' plan for performing the work, including a question and answer session afterward, where the government will query the offeror on its proposed plan and capabilities. PRESENTATIONS WILL BE SCHEDULED THE WEEK OF SEPTEMBER 15-19, WITH NOTIFICATION OF TIME AND DATE SUPPLIED BY SEPTEMBER 10. Written offers are to consist of the price proposal for the base year, each of the four option years, the additional training options for each year and the completed Offeror Representations and Certifications-Commercial Items. PROPOSALS ARE DUE BY CLOSE OF BUSINESS SEPTEMBER 19, AT MINERALS MANAGEMENT SERVICE, MS 2500, 381 ELDEN ST., HERNDON, VA 20170. Hand-carried proposals must be delivered to Room 2402. This acquisition is a 100% small business set aside. The SIC code for this acquisition is 8322, and the applicable size standard is $5M. All correspondence must reference RFP 30874. Award of a contract is contingent upon appropriation of funds for fiscal year 1998. The following provisions/clauses are incorporated by reference: FAR 52.212-1, Instructions to Offerors-Commercial Items(Oct 95); FAR 52.212-2, Evaluation-Commercial Items (Oct 95); FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Jun 96)(offerors must request this document as stated above); FAR 52,212-4, Contract Terms and Conditions-Commercial Items (Oct 95); and FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or executive Orders-Commercial Items (Aug 96). These documents are current to FAC 90-46 (May 97). Offerors may request a copy of provisions and clauses by calling Jenny Taylor on 703/787-1355, or by sending a fax request to 703/787-1387. Questions should be faxed 703/787-1387. Please include with you question(s) your full name, RFP number & title, your organization, complete address, and telephone and FAX numbers. While telephone questions are strongly discouraged, written, email or faxed inquiries are encouraged. (0234)

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