Fleet & Industrial Supply Center, Regional Contracts Dept, Attn: Bid Officer/Code 210A94, 937 N. Harbor Drive, Suite 212, San Diego, CA 92132-0212

G -- CIVILIAN EMPLOYEE ASSISTANCE PROGRAM SOL N00244-99-T-0005 DUE 110698 POC Point of Contact is Gwen Young, Contract Specialist at 619-532-2890; FAX 619-532-2347 WEB: Click here to learn more about FISC San Diego and additional, http://www.sd.fisc.navy.mil. E-MAIL: Click here to submit your quote electronically or, gwen_young@sd.fisc.navy.mil. IMPORTANT NOTICE: DFARS 252.204-7004 "Required Central Contractor Registration" applies to all solicitations issued on/after 6/1/98. Lack of registration in the CCR database will make an offeror/quoter INELIGIBLE FOR AWARD. Please ensure compliance with this regulation when submitting your quote. Call 1-888-227-2423 or visit the Internet at http://ccr.edi.disa.mil for more information. This announcement is published as a Total Small Business Set-Aside action per FAR 52.219-1 and 52.219-6; all eligible, responsible sources may submit an offer. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR 13 and the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the ONLY solicitation; quotes are being requested and A SEPARATE WRITTEN SOLICITATION WILL NOT BE ISSUED. Solicitation number/RFQ N00244-99-T-0005 applies. This solicitation document and incorporated provisions and clauses are those ineffect through Federal Acquisition Circular 97-06 and Defense Federal Acquisition Regulations Supplement 1998 Edition. The standard industrial code is 8322 and the business size standard is $5.0M. This contract will be a firm fixed-price contract awarded for the base year (from date of award {Nov 98} through September 30, 1999) with option to extend for two (2) 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. 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/per month unit price. Invoicing shall be monthly in arrears . Description of the project is as follows: [1] SCOPE AND COVERAGE -- The Civilian Employee Assistance Program (CEAP) is designed to provide intake counseling, referral, follow-up, and crisis counseling for Federal employees/family members with alcohol, drug, or other personal problems. The contractor will provide the CEAP to COMNAVBASE San Diego, California and all the offices and commands serviced by the COMNAVBASE Human Resources Department. Excluded from contract coverage are employees of the Naval Station San Diego, Naval Aviation Depot North Island, and Fleet Technical Support Pacific. The contract will provide services to approximately 9,000 employees and their immediate dependents. Although the majority of the employees are located in the San Diego area, approximately 4,000 employees are located outside of San Diego. Employees and their dependents are covered under the CEAP during both on and off duty hours, as long as the employee is employed by COMNAVBASE or one of the serviced activities, (excluding Naval Station San Diego, Naval Aviation Depot North Island, and Fleet Technical Support Center Pacific). The contractor must have an "800" toll free telephone number for use by employees. Services will be provided either in person or by toll-free telephone at the employee's option. For those employees located outside of San Diego, telephone counseling will be provided if the employee is unable to travel to San Diego for counseling in person. However, if the counselor assesses that immediate in person counseling is required, the counselor will travel to the employee's location to provide counseling services. Otherwise, an attempt will be made to refer the employee to a local counselor. [2] REQUEST FOR ASSISTANCE -- A request for assistance may be received either directly from a COMNAVBASE civilian employee, family member, dependent, or from a COMNAVBASE supervisor or manager. The federal civilian employee's participation in counseling is voluntary. When a participant calls and is unable to speak directly to a counselor, a counselor will return the call within four (4) hours regardless of time or date. Callers shall be required to identify the organization to which they are assigned in order to verify eligibility for assistance. When the participant is involved in a crisis situation (which is defined herein as any situation perceived by the participant as a crisis), the contractor will provide or arrange for immediate assistance. [3] INTAKE COUNSELING -- Upon request for assistance, the contractor will provide intake counseling by the following process: a) An interview by a qualified counselor; b) Screening and diagnosis of assistance requirements; c) Evaluation of the participant and consultation, if necessary, with a specialist in the problem area; d) Creation of confidential patient records; e) Obtaining employee's written authorization to release information in the case of a supervisory referral; f) Providing feedback on employees to the referring supervisor; and g) Explaining the need for and recommending, if necessary, specialized assistance. Intake counseling will consist of as many sessions as is determined necessary by the contractor to accomplish the above without cost to the participant. [4] REFERRAL -- After intake counseling is completed and a participant's condition is evaluated, the contractor will accomplish the following: a) When necessary, specific referrals to appropriate counseling agencies will be made with participant's concurrence. The contractor will make specific appointments for care. b) If referral is made to another agency, the contractor will follow-up with the employee to ensure quality of treatment, and with the agency to determine continuation of treatment. If a no-fee or low-fee service is available with no significant compromise in quality, referral to this service will be attempted first. This includes service available through/covered under the employee's health benefits plan. The Contractor will maintain current information on health benefits available for federal employees. c) The contractor will provide, free of charge to the participant, up to three (3) sessions per year for the same problem, whether the sessions are held with thecounselor and appropriate specialist, or another counseling agency to which the participant was referred. The contractor shall be responsible for the cost of those three (3) sessions. d) Employees or dependents desiring extended counseling will, upon request, be provided information concerning any public agency or community sources of assistance which may be able to them. The contractor will not be responsible for any cost involved in extended counseling after the initial three (3) sessions. [5] FOLLOW-UP -- If referral is made, the Contractor shall follow up with the employee to ensure quality of treatment by the agency referred to and to ascertain status of problem resolution. The Contractor shall also follow up to ascertain if the client participated in treatment as recommended. In the case of supervisory referrals and given the employee has agreed, the Contractor shall provide the supervisor with information on the employee's attendance and the prognosis. [6] GUIDANCE FOR SUPERVISORS When requested, the Contractor shall provide one-on-one guidance and advice to supervisors and managers on the most effective ways to approach an employee with a problem affecting work performance or conduct in order to make effective referrals for assistance. [7] TRAINING -- The contractor will be responsible for providing training for supervisors and employees concerning the proper use of the program. Specifically, the contractor will provide training sessions for all supervisors and/or employees covered by this contract to familiarize them with the program and the proper procedures. All sessions will be held on mutually agreed upon dates with the first six months of the beginning of the contract period and whenever determined necessary by the CEAP Coordinator. The contractor will familiarize employees with the program through distribution of brochures and posters. The contractor will also provide information regarding services provided to supervisors and employees in response to telephone or personal inquiries. [8] PRINTED MATERIAL -- The contractor shall provide written information in the form of brochures and posters for distribution. A total of 9,000 brochures for distribution to employees and supervisors, and 1,200 posters for official bulletin boards shall initially be provided to COMNAVBASE within 30 days of the contract award date. Thereafter, printed materials shall be provided as determined by the CEAP Coordinator, but not to exceed 7,000 brochures or 1,000 posters in any calendar year. The written contents of the brochures shall contain, as a minimum, specific information about the availability and value of CEAP counseling, encouragement for participation, the objectives of the counseling, and the name, address, map and telephone number of the Contractor. Contractor will provide sample brochure and poster to CEAP Coordinator for approval prior to final printing. If any of the published information changes at any time during the contract year, the contractor shall immediately contact the contracting officer and shall make appropriate changes to the printed material [9] REPORTS -- a) The contractor shall submit quarterly feeder reports on a fiscal-year basis (from {date of award} to 30 September 1999) as set forth below: 1) The report for the period 1 October 1998 through 31 December 1998 will be provided to the CEAP administrator no later than the 5th calendar day after the reporting period (i.e. 5 January 1999). For the purpose of standardization of data, a reporting form will be furnished by COMNAVBASE to the contractor. 2) The report for the period 1 January 1999 through 31 March 1999 will be provided to the CEAP administrator no later than the 5th calendar day after the reporting period (i.e. 5 April 1999). For the purpose of standardization of data, a reporting form will be furnished by COMNAVBASE to the contractor. 3) The report for the period 1 April 1999 through 30 June 1999 will be provided to the CEAP administrator no later than the 5th calendar day after the reporting period (i.e. 5 July 1999). For the purpose of standardization of data, a reporting form will be furnished by COMNAVBASE to the contractor. The contractor agrees to furnish additional data required for any annual or one-time report even if such data is requested after the expiration of the contract. Data will be provided in writing within five (5) days after request, if required by COMNAVBASE. Otherwise, COMNAVBASE may receive data telephonically within 48 hours after a telephonic request. [10] QUALIFICATION OF CONTRACTOR PERSONNEL -- a) The contractor will ensure that personnel assigned responsibility for direct contact with employees, dependents or supervisors, either by telephone or during personal interviews, have the following qualifications: 1) An advanced degree in psychology, counseling, social work or other directly related field of study. 2) Actual clinical experience and work experience with business, industry or government agencies, in order to assess probable cause of employee's work performance problems andmisconduct. 3) Experience or knowledge in the area of alcoholism and other chemical dependencies. 4) Qualified counselor must have verifiable credentials in the following areas of counseling: substance abuse and family dynamics b) The contracting officer or a designated representative from the COMNAVBASE Human Resources Department (HRD) will then determine whether the contractor is: 1) Knowledgeable of CEAP policies and procedures; 2) Able to counsel employees in the occupational setting and identify drug and alcohol abuse and personal problems impacting on-the-job performance or conduct; 3) Able to communicate effectively with employees, supervisors, and managers about alcohol abuse, personal problems, drug use and their symptoms and consequences; 4) Knowledge about community resources for treatment and rehabilitation. When making referrals, activity CEAP counselors shall consider: 5) Able to discuss treatment for alcohol, drug, and other personal problems, as well as rehabilitation insurance coverage available to employees under the federal health benefits program; 6) Able to provide training and education relating to alcohol and illegal drug use and other personal problems to employees, supervisors, and union representatives, and other interested groups; 7) Knowledge of the Department of the Navy Drug-Free Workplace program; c) The contractor must provide a resume for evaluation of the qualifications of each of their personnel assigned to carry out the program. The resume shall be reviewed by the contracting officer and the HRD representative to ensure qualifications as set forth above are met. d) If, during the course of the contract, new contractor personnel are hired, the contractor must inform the contracting officer for review and confirmation of the individuals' qualifications. The contractor is responsible for obtaining and ensuring that the contractor's personnel obtain the necessary licenses, permits, and insurance required to perform the services covered by this contract. [11] MAINTENANCE OF RECORDS -- The contractor will maintain separate records for each participant. Except when otherwise required by law, the contractor will rigidly observe the confidential nature of these records. Information may be released when a participant authorized such release in writing, or as required by the CEAP coordinator. The records must be available for review by the CEAP administrator on a periodic basis, as deemed appropriate by the CEAP administrator. Confidential records must be sanitized for this review. [12] CONTRACTOR FURNISHED MATERIALS -- The Contractor will be required to furnish all facilities, supplies and materials to be used during the performance of this contract. [13] GOVERNMENT FURNISHED MATERIALS -- Government furnished equipment and facilities will be provided for orientation and refresher sessions and supervisory training sessions. [14] EXCLUSIONS -- Keeping in mind the primary function of this service is the identification of problems, the following services are excluded from this contract: a) Clinical Treatment; and b) Maintenance counseling. The contractor will not refer participants to any source for which the contractor receives payment or other consideration or in which the contractor maintains a financial interest. [15] CONTRACT TRANSITION PERIOD -- Following the expiration of the contract, contractor is obligated to follow-up with appropriate treatment resources and track participation of employees in the CEAP until the transition is completed (approximately 30 days). This obligation also requires the submission of corrected or supplemental semi-annual or annual reports, if necessary. [16] EXPERT TESTIMONY -- Contractor must agree to act as an expert witness for the agency even if the contract has expired, provided that the appellant/employee concerned was the CEAP prior to the expiration of the contract. Contractor would also be obligated to follow-up with the appropriate treatment resources and track participation of such appellant/employee in order to be able to provide accurate and complete testimony as outlined below. Testimony would include, but is not limited to options on an appellant's physical or metal ability to perform assigned duties and responsibilities, satisfactory participation in the CEAP, etc. Testimony would be required pertinent to any claims arising before any administrative or judicial body brought against the COMNAVBASE HRD, San Diego, or any of its serviced activities as specified under the terms of the contract. [17] DEFINITION -- Family member is interpreted to mean immediate dependents of employees, i.e. spouse, dependent children, or other immediate family member who qualifies as a dependent for Federal/State income tax purposes. [18] OVERTIME -- No overtime charges are authorized under this contract without the prior approval of the contracting officer. The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items applies. FAR Clause 52.212-4, Contract Terms and Conditions Commercial Items, applies as well as the following addendum clauses: FAR 219-1, Small Business Program Representations; FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.232-18, Availability of Funds; FAR 52.217-5, Evaluation of Options; FAR 52.217-6, Option for Increased Quantity; FAR 52.217-8, Option to Extend Services; and FAR 52.217-9, Option to Extend the Term of the Contract, with Paragraph (c) completed as follows: The total duration of this contract, including the exercise of any options under this clause, shall not exceed three (3) years, six (6) months. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items applies with the following applicable clauses for paragraph (b): FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; FAR 52.222-36, Affirmative Action for Workers with Disabilities; FAR 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era. The government intends to make a single award to the responsible offeror whose offer is the most advantageous to the government considering price and price-related factors. FAR Provision 52.212-2, Evaluation-Commercial Items, applies with paragraph (a) completed as follows: The Government will award a contract resulting from this solicitation to the responsible offeror/quoter whose offer/quote, conforming to the solicitation, will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers/quotes on a greatest value basis: (1) TECHNICAL CAPABILITY (2) PAST PERFORMANCE (3) PRICE NOTE: The ability to meet technical capability requirements represents the MINIMUM criteria for acceptable award. Failure to meet these criteria shall render the offer/quote to be technically unacceptable; technically unacceptable offer/quotes shall not be considered for award. FACTOR 1 -- TECHNICAL CAPABILITY For purposes of this procurement, the Government is using technical proposals to determine whether the offeror/quoter meets technical capability requirements in the following outlined below. Each offeror's/quoter's Technical Proposal) will be evaluated on a greatest value basis in the following areas. Offerors/quoters shall, therefore, provide information that clearly demonstrates their ability to meet the technical capability requirements: {1} Licensed personnel per statement of work requirements; {2} 24-hour availability to employees; {3} Resources to deal with full range of issue that may effect employees, including but not limited to interpersonal, family, financial and legal; {4} Easily accessible counselors; {5} Ability to provide supervisory advice; {6} Specific Employee Assistance Program Knowledge/Experience; {7} Onsite training capability for employees and supervisors. NOTE: For evaluation purposes, the technical capability requirements stated above will be evaluated as critical elements in assessing the offeror's/quoter's understanding of both required services/supplies and the work effort required for implementation/performance. For evaluation purposes Technical Capability and Past Performance are approximately equal in importance; the combination of Technical Capability and Past Performance is approximately equal to Price. FACTOR 2 -- PAST PERFORMANCE Past Performance information should be provided on the Posted 10/27/98 (W-SN265757). (0300)

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