USDA, Forest Service, Region 1, Procurement and Property, P.O. Box 7669, Missoula, MT 59807

G -- EMPLOYEE ASSISTANCE PROGRAM (EAP) SOL RFP R1-99-03 DUE 112498 POC For additional information contact Selena E. Bartels (406) 329-3229. <DESC>This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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. Solicitation No. RFP R1-99-03 is issued as a Request for Proposals. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 97-06. This solicitation is restricted to small businesses. The standard industrial code (SIC) for this procurement is 8322. The small business size standard is $5.0 million. This contract will be a firm fixed-price contract awarded for the base year (from date of award through September 30, 1999) with option to extend for four (4) additional one (1) year periods (October 1 through September 30 of the respective calendar years). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Pricing should be based on the number of employees and provided on a per employee unit price. The minimum number of employees to expect during the term of this contract is 2,577. The maximum number of employees to expect during the term of this contract is 3,600. The cost range of this project for the base plus four (4) option years is between $500,000 and $1,000,000. Description of the project is as follows: The USDA Forest Service, Northern Region, intends to acquire Employee Assistance Program services for identified employees and their immediate family members located throughout the region. The services shall be provided in accordance with applicable laws, regulations, policies and administrativedirectives. All EAP services are provided to the employee and their family members without charge. Contractor must be capable of dealing with the administrative, managerial and technical aspects associated with this type of work to successfully operate the Region's EAP. The Contractor's performance will be monitored throughout the life of the contract to ensure the project specifications are being followed and customer satisfaction is being achieved. The Contractor is responsible for quality control. Once an award has been made, a Quality Assurance Plan and method(s) of surveillance will be drafted. Finalization and acceptance of this plan will take place during the Prework Conference. Potential contractors should consider the following when submitting their proposal: The Contractor should have in place a network of qualified and experienced personnel throughout all the forests, which comprise Region One for the purposes of this contract. This network must include clinicians qualified and experienced in critical incident stress debriefings (CISD), clinicians certified in mediation and substance abuse. Proof of certifications shall be provided with all personnel listed in contractor's proposal. Contractor must address how they intend to provide assessment, evaluation and short-term counseling for drug or alcohol abuse, marital/family problems, emotional problems, financial and legal problems, job and carreer issues, health and behavioral problems, and other problems. Contractor should also address how it will provide and monitor referrals for longterm counseling or therapy. Contractor will be required to provide consultation services to Forest Service Supervisors. Contractor should address providing at least one yearly presentation to employees concerning EAP services or specific program areas. Contractor should address how they intend to provide promotional materials for all offices and employees. Contractor will be required to submit quarterly reports on employee use of EAP services. Contractor will be requiredto provide critical incident stress debriefings, as ordered. The geographic area of the Forest Service, Northern Region, covered by this contract includes northern Idaho, Montana, North Dakota and northwestern South Dakota. A complete listing of offices and locations is available by calling the contact number listed above. The Forest Service will be evaluating proposals on past performance history related to providing EAP services, capability to perform -- offeror's facilities, staff and network of providers, offeror's financial capacity and price (refer to FAR clause 52.212-2). Award will be made to the offeror whose proposal is the best value for the Forest Service comparing price vs. technical quality. Technical evaluation factors, in total, are of equal importance as price. Between offerors of equal technical quality, price will be the determining factor. Offerors should include a list of all relevant projects completed within the last three (3) years, including a reference name, phone number, projectdescription and amount, problems encountered and/or overcome, and whether or not project was completed in a timely fashion. Proposals should also address the following: 1. 24 hour, 7 day per week "800" phone answering service and screening, including access for the deaf via telephone device for the deaf (TDD). Contractor must have only approved clinicians answering the EAP phone lines. Non-clinical answering services are not acceptable; 2. Screening resulting in response time to caller problems and length of time to respond; 3. Assessment, evaluation and short-term counseling (up to 6 vists per referral); 4. Number of principal or staff counselors for each location. A substance abuse professional must be available to offer counseling and treatment (provide proof of certification). Also referrals will be made under the agency drug testing program; 5. referrals for longterm counseling or therapy (longterm counseling or therapy paid for by employee); 6. consultation services to supervisors concerning conflict resolution and supervisory response; 7. Presentation to employees at office locations describing services available; 8. Occasional presentations on relevant EAP topics or issues and location of presentation; 9. Materials, if any, provided identifying contractor and an "800" number and when it will be distributed; 10. Critical Incident Stress Debriefing (CISD), number of staff, response time, CISD cost and travel costs; 11. Hourly rate for conducting on-site sessions, such as team building, conflict resolution within staffs, etc., and associated travel costs; 12. Whatever plan Contractor proposes, plan should address how it will provide for immediate access to senior contractor personnel who can make rapid and timely decisions. Establishing a rapid communications link between the Government, the Contractor and the on-site provider is of paramount importance. Equally as important is the maintenance and on-going support the contractor provides to the provider network, both for routine and emergency visits; 13. Contractor must be able to provide staff for the Early Intervention Process. The USFS minimum requirements for EIP state that initial contact by the Issue Resolution Facilitator (IRF) must occur within two (2) days and arrangements must be established not later than five (5) days after the parties have been contacted by the IRF, with conclusion within an expeditious time frame; and 14. The contractor will provide management and supervisory consultation services, upon request, as a part of the basic service package. Management consultations are not to be confused with "Organization Development (OD)" services or CISD services. Management consultation services may be provided via the telephone if time, geography, and the convenience of the manager or supervisor makes the telephone the practical choice. The contractor must ask the manager if they prefer a face-to-face meeting or if telephone contact is preferred. The contractor shall establish a case file for each management consultation. Consultations include, butare not limited to, assisting supervisors in dealing with troubled employees, or employees who are exhibiting performance, conduct and attendance problems; coordinating problem solving interventions. Contractor shall be required to submit a quarterly written utilization report, protecting users of EAP services confidentiality, which provides: number of contacts, percentage of employees using EAP service, general classification of problems and definition of problems included in classification, demographics of contacts by sex, family relationship, supervisory or non-supervisory, number and percentage of total contacts resulting in referral for longterm counseling or therapy, and number of new, ongoing and closed cases. Once a contract has been awarded, Contractor shall provide a complete listing of providers and their locations. A Prework Conference will be held shortly after award of the contract. Government officials will travel to Contractor's place of business to conduct the meeting. Specific items to be included in the quarterly utilization report will be finalized at this time. The following FAR clauses shall apply: 52.212-1, Instructions to Offerors -- Commercial Items; 52.212-2, Evaluation -- Commercial Items; 52.212-3, Offeror Representations and Certifications -- Commercial Items. Offeror shall include a completed copy of this provision with their proposal; 52.212-4, Contract Terms and Conditions -- Commercial Items; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items; 52.217-9, Option to Extend the Term of the Contract; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans; 52.222-36, Affirmative Action for Handicapped Workers; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era; 52.222-41, Service Contract Act of 1965; 52.222-43, Fair Labor Standards Act and Service Contract Act -- Price Adjustment; and 52.244-6, Subcontracts for Commercial Items and Commercial Components. Offers, including all technical data required, signed Standard Form 1449 -- Solicitation/Contract/Order for Commercial Items, and completed certifications should be sent to Contracting Officer, Selena Bartels, USDA Forest Service, Regional Office, P.O. Box 7669 (340 North Pattee), Missoula, MT 59807. Offers are due by close of business November 24, 1998. Posted 10/23/98 (W-SN265026). (0296)

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