A28- Request for Proposal -EAP Clinical Services.pdf

Solicitation Number

15DDHQ24R00000012

EAP Clinical Services

TABLE OF CONTENTS

PART I – THE SCHEDULE

SECTION A – SOLICITATION/CONTRACT FORM

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Items to be Acquired 4

B.2 Minimum Guarantee and Schedule 4

B.3 Issuance of Task Orders 8

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Introduction 9

C.2 Objective 9

C.3 Authorities 10

C.4 Scope of Work 11

C.5 Labor Categories/Duties/Personnel Qualifications 26

C.6 Privacy/Patient Data 31

C.7 Business Management 33

C.8 Deliverables 34

C.9 Transition 34

SECTION D – PACKAGING AND MARKING

D.1 General Packaging and Marking Requirements 35

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Clauses Incorporated by Reference 36

E.2 Inspection and Acceptance 36

SECTION F – DELIVERIES OR PERFORMANCE

F.1 Clauses Incorporated by Reference 37

F.2 Period of Performance 37

F.3 Place of Performance 37

F.4 Deliverables Table 38

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 Contracting Officer’s Representative (COR) 54

G.2 Contract Administration Points of Contact 54

G.3 Invoice Requirements 55

G.4 Contractor Performance Assessment 55

G.5 Scheduled and Unscheduled Closures of Government Offices 57

G.6 Authorization of Contract Modifications 58

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Official Travel Requirements 59

H.2 Final Invoice and Release of Residual Funds 60

H.3 Government-Furnished Resources 61

H.4 Permits and Licenses 61

H.5 Limitations on Future Contracting 61

H.6 Former Employment or Assignment with DEA 63

H.7 Organizational Conflicts of Interest 64

H.8 Orders Issued Through or Beginning Next Performance Period 64

H.9 Contractor Personnel Reporting Requirements 64

H.10 Continuing Contract Performance During a Pandemic Influenza 65

Outbreak or other Biomedical Emergency or Catastrophe

H.11 Security of Systems and Data, Including Personally Identifiable 66

Data

H.12 Key Personnel 68

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

I.1 FAR Clauses Incorporated by Reference 70

I.2 FAR Clauses Incorporated by Full Text 73

PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J – LIST OF ATTACHMENTS 76

EXHIBIT A DEA Locations

EXHIBIT A Locations Directory –provided at time of award

EXHIBIT B Glossary

EXHIBIT C Statement of Client Understanding

EXHIBIT D Formal Supervisory Referral

EXHIBIT E Release Confidential Information

EXHIBIT F Service Extension Request

EXHIBIT G Training

EXHIBIT H Training Protocol

EXHIBIT I Client Satisfaction Survey

EXHIBIT J EAP Quarterly Statistics Table (sample)

EXHIBIT K System of Records

EXHIBIT L Investigation of EAP Complaints

EXHIBIT M Area Clinicians Application Standards

EXHIBIT N DEA-2852.204-83 Public Trust Positions

EXHIBIT O Onsite Contractor Responsibilities

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS OR RESPOPNDENTS

K.1 Annual Representations and Certifications 77

K.2 Information regarding Responsibility Matters 80

SECTION L – INSTRUCTIONS, CONSITIONS, AND NOTICE TO OFFERORS

OR RESPONDENTS

L.1 Solicitation Provisions Incorporated by Reference 82

L.2 Type of Contract 82

L.3 Service of Protest 83

L.4 Protests Filed Directly with the Department of Justice 83

L.5 Commitment of Government to Award a Contract and Expenditure 85 of Funds

L.6 Alternate Proposal Information 85

L.7 Offeror Acceptance Period 85

L.8 Communications 85

L.9 Proposal Preparation Instructions 86

L.10 Time, Date, and Place for Submission of Proposal 89

L.11 Final Proposal Revisions 90

L.12 Dispositions of Proposals 90

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 Notice Listing Solicitation Provisions Incorporated by Reference 91

M.2 Evaluation – General 91

M.3 Basis for Award 91

M.4 Evaluation – Technical Factors 92

M.5 Determination of Contractor’s Responsibility 95

SECTION B

SUPPLIES OR SERVICES AND PRICE/COSTS

(a) The Contractor shall provide the Drug Enforcement Administration with Employee

Assistance Program Services as set forth in the Statement of Work on an as needed basis.

The services shall be in accordance with the terms, conditions and specifications set forth in this contract.

(b) Regional prices are based on the location of the provider. See Exhibit A for regional map.

(c) This is an Indefinite Delivery Indefinite Quantity (IDIQ), Firm Fixed Price (FFP) contract.

The guaranteed minimum amount under this contract is $500,000.00 and is guaranteed for over the life of the contract. The maximum amount for this contract shall not exceed

$10,000,000.00. The maximum amounts are estimates only and are not guaranteed by this contract. If the government’s requirements do not result in orders in the quantities described, that fact shall not constitute the basis for an equitable price adjustment.

Ordering Period

July 2, 2024-July

1, 2025

CLIN

Sub-

CLIN

ITEM DESCRIPTION UNIT

REGION 1

RATE P/ HR

REGION 2

RATE P/ HR

REGION 3

RATE P/ HR

REGION 4 RATE

P/ HR

TOTAL

0001 Clinical Services (Section 4.1 & 4.1.1) HOUR

0001a Psychologist (PhD) (Degree for Terminal)

0001b

Licensed Clinical Social Worker (LCSW) or

Licensed Professional Counselor (LPC) or

Licensed Marriage & Family Therapist (LMFT)

Clinical Briefings/Trauma Response Services (Section 4.2)

HOUR

0002a Psychologist (PhD) (Degree for Terminal)

0002b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Prevention/Education Services (Training) (Section 4.4 (e)(f)(g)

HOUR

0003a Psychologist (PhD) (Degree for Terminal)

0004b

Licensed Clinical Social Worker (LCSW) Licensed Professional Counselor (LPC) Licensed Marriage & Family Therapist (LMFT)

Trauma Team Training/Conference/Seminar (Section 4.4.1) HOUR

0004a Psychologist (PhD) (Degree for Terminal)

0005b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Management Services/Organizational Consultations (Section 4.3) HOUR

0005a Psychologist (PhD) (Degree for Terminal)

0005b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

0006 Travel/ODC ***NOT TO EXCEED***

Ordering Period

#1 TOTAL $ -

$35,000.00

Ordering Period 2- JULY 2, 2025 THROUGH JULY 1, 2026

CLIN

Sub-

CLIN

ITEM DESCRIPTION UNIT

REGION 1

RATE P/ HR

REGION 2

RATE P/ HR

REGION 3

RATE P/ HR

REGION 4 RATE

P/ HR

TOTAL

1001 Clinical Services HOUR

1001a Psychologist (PhD) (Degree for Terminal)

1001b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

1002 Clinical Briefings/Trauma Response Services HOUR

1002a Psychologist (PhD) (Degree for Terminal)

1002b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Prevention/Education Services (Training) (Section 4.4 (e)(f)(g)

HOUR

1003a Psychologist (PhD) (Degree for Terminal)

1003b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Trauma Team Training /Conference/Seminar HOUR

1004a Psychologist (PhD) (Degree for Terminal)

1004b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

1005 Organizational Consultations HOUR

1005a Psychologist (PhD) (Degree for Terminal)

1005b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

1006 Travel/ODC ***NOT TO EXCEED***

Ordering Period

#2 TOTAL $ -

Ordering Period 3- JULY 2, 2026 THROUGH JULY 1, 2027

CLIN

Sub-

CLIN

ITEM DESCRIPTION UNIT

REGION 1

RATE P/ HR

REGION 2

RATE P/ HR

REGION 3

RATE P/ HR

REGION 4 RATE

P/ HR

TOTAL

2001 Clinical Services HOUR

2001a Psychologist (PhD) (Degree for Terminal)

2001b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

2002 Clinical Briefings/Trauma Response Services HOUR

2002a Psychologist (PhD) (Degree for Terminal)

2002b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Prevention/Education Services (Training) (Section 4.4 (e)(f)(g)

HOUR

2003a Psychologist (PhD) (Degree for Terminal)

2003b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Trauma Team Training /Conference/Seminar HOUR

2004a Psychologist (PhD) (Degree for Terminal)

2004b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

2005 Organizational Consultations HOUR

2005a Psychologist (PhD) (Degree for Terminal)

2005b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

2006 Travel/ODC ***NOT TO EXCEED***

Ordering Period

#3 TOTAL $ -

Ordering Period 4- JULY 2, 2027 THROUGH JULY 1, 2028

CLIN

Sub-

CLIN

ITEM DESCRIPTION UNIT

REGION 1

RATE P/ HR

REGION 2

RATE P/ HR

REGION 3

RATE P/ HR

REGION 4 RATE

P/ HR

TOTAL

3001 Clinical Services HOUR

3001a Psychologist (PhD) (Degree for Terminal)

3001b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

3002 Clinical Briefings/Trauma Response Services HOUR

3002a Psychologist (PhD) (Degree for Terminal)

3002b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Prevention/Education Services (Training) (Section 4.4 (e)(f)(g)

HOUR

3003a Psychologist (PhD) (Degree for Terminal)

3003b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Trauma Team Training /Conference/Seminar HOUR

3004a Psychologist (PhD) (Degree for Terminal)

3004b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

3005 Organizational Consultations HOUR

3005a Psychologist (PhD) (Degree for Terminal)

3005b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

3006 Travel/ODC ***NOT TO EXCEED***

Ordering Period

#4 TOTAL $ -

Ordering Period 5- JULY 2, 2028 THROUGH JULY 1, 2029

CLIN

Sub-

CLIN

ITEM DESCRIPTION UNIT

REGION 1

RATE P/ HR

REGION 2

RATE P/ HR

REGION 3

RATE P/ HR

REGION 4 RATE

P/ HR

TOTAL

4001 Clinical Services HOUR

4001a Psychologist (PhD) (Degree for Terminal)

4001b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

4002 Clinical Briefings/Trauma Response Services HOUR

4002a Psychologist (PhD) (Degree for Terminal)

4002b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Prevention/Education Services (Training) (Section 4.4 (e)(f)(g)

HOUR

4003a Psychologist (PhD) (Degree for Terminal)

4003b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

Trauma Team Training /Conference/Seminar HOUR

4004a Psychologist (PhD) (Degree for Terminal)

4004b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

4005 Organizational Consultations HOUR

4005a Psychologist (PhD) (Degree for Terminal)

4005b

Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family Therapist (LMFT)

4006 Travel/ODC ***NOT TO EXCEED***

Ordering Period

#5 TOTAL $ -

(d) Services specified above by Contract Line Item Number (CLIN) shall be obtained by issuance of task orders. Services may be ordered (by CLIN) at any time during the effective period of performance, at the price specified. Task Orders shall be issued in accordance with the Section G clause entitled “Task Orders.”

(e) The Government shall pay the contractor the fixed unit rate for labor hour that is in effect on the effective date of the task order, even if the task order is later modified for any reason and/or performance under the task order crosses in to another performance period.

[END OF SECTION]

SECTION C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

1.0 INTRODUCTION

The Drug Enforcement Administration (DEA) is a federal law enforcement agency that employs approximately 8,355 employees to include 5,000 Special Agents. Other professions within DEA include Diversion Investigators, Intelligence Specialists, Chemists, Technicians, Lawyers, Program Analysts, and Administrative personnel. DEA employees are stationed throughout

DEA’s Domestic Divisions which includes all fifty (50) states, U.S. Virgin Islands, Puerto Rico, Guam, and the Bahamas. (See Exhibit A for full list). DEA Domestic Offices are divided into 4 regions, a map of the regions is also included in Exhibit A.

The DEA realizes that it can accomplish its mission most effectively through employees who maintain sound physical and mental health. An employee with an alcohol, drug, or emotional problem can reduce or hinder performance and productivity. In addition, illegal drug use is antithetical to DEAs law enforcement mission.

The DEA Employee Assistance Program (EAP) is a voluntary and confidential service designed to meet the unique needs of DEA employees and their family members (see Exhibit B) for prevention, resolution and/or management of individual, family and vocational problems. The

DEA EAP became fully operational in 1980 and requires a contractor who can provide the staff and infrastructure to successfully maintain excellent, continuous service in a law enforcement-oriented program.

An effective EAP can reduce absenteeism, increase productivity, and improve employee health and safety. An effective professional counseling service should be the basis of DEA's EAP. It is required that the counseling service provide expertise in handling alcohol and drug-related problems as well as other mental health issues, such as those related to stress or family situations. Federal employees of the DEA EAP staff at times perform services such as: short term counseling; EAP training classes; management consultations; traumatic incident responses; and traumatic briefings. These services are described in further detail in the SOW.

The contractor shall be responsible for providing EAP services, either as the direct provider, or through subcontractors. In either case, the contractor shall be held accountable for the full implementation and management of the program and provide services to all DEA Domestic

Divisions including the Puerto Rico Division.

2.0 OBJECTIVE

The purpose of this contract is to provide Employee Assistance Program (EAP) services to the employees of DEA and their families. TFOs can obtain services from DEA EAP or if services are available through their agency they are to be coordinated through their state and local EAP program. The Contractor is responsible for recruiting, hiring, supervising and administering services privately through a network of licensed mental health clinicians with a minimum of 10 years’ experience providing services to a law enforcement population. The licensed mental health clinicians are trained specifically with Federal Special Agent Law Enforcement cultural competency components providing all services required in the SOW. This network shall be operational on the first day of the contract’s period of performance. The Contractor shall ensure that each Division is serviced by a minimum of two (2) “Area Clinicians,” located within the geographic area of the respective Division. A full list of office locations and points of contact will be provided upon award. Additional Area Clinicians maybe requested by the EAP

Administrator or COR to meet new or unaddressed needs in EAP service population/demands.

The Contractor shall provide outreach and prevention, support and consultation to trauma team members, trauma response, consultation, short-term counseling, training, workshops, continuum of care events to develop employee awareness, understanding, ability to process through challenging experience and emotions in a safe environment with the end-goal of building resiliency and establishing a follow- up plan for managing difficulties in in the future and information & referral services for organizational and individual needs which impact the quality of life and job performance of DEA employees and their families. This will include but is not limited to workshops, trainings, retreats to develop employee awareness, understanding ability to process through challenging experience and emotions in a safe environment with the end-goal of building resiliency and establishing a follow-up plan for managing difficulties in the future.

Provide education on proactive approaches to leadership, procedural justice, and emotional intelligence, including the on-coming generation differences in the workplace. Include a proactive approach to retirement with pre-and post-retirement planning related to the job/career, purpose in trainings. Employee and agency needs are not limited to drug abuse, alcohol abuse, trauma, mental illness, relationship/family conflicts, financial stress, workplace issues, spouse employment, and relocation concerns as well as social, physical, and emotional problems.

The Contractor shall deliver a high standard of clinical, educational, consultative, administrative, and managerial services in carrying out EAP services listed below in a timely manner with full compliance to confidentiality and contractual terms. The Contractor shall provide a secure and confidential client record system to include the statistical accounting and reporting of all services provided, appropriate use of technology, monitoring and assurance of their quality, evaluation of human capital management policies and procedures, appropriate follow-up to assess client satisfaction and a demographic analysis of DEA EAP clients.

The Contractor shall secure the services of licensed mental health professionals to provide clinical/counseling services, trauma response services, management services, and training to

DEA employees, and eligible family members:

1. Clinical/Counseling to help reduce or eliminate adverse effects personal problems may have on employees’ performance and contribution to DEA mission.

2. Trauma support to victims of operational and non-operational traumatic incidents to reduce future post-traumatic stress problems.

3. Management and Organizational Consultations to assist DEA executives and supervisors in developing effective strategies and techniques to assess and intervene effectively in workplace and employee performance and/or conduct issues.

4. Workshops to develop employee awareness and understanding to deal with common potential personal problems for law enforcement personnel and their families.

Education and proactive approaches to leadership training (procedural justice and emotional intelligence, along with understanding the on-coming generation differences in the workplace. Training must include a proactive approach to retirement with pre and post retirement planning related to the job/career, purpose, and the next chapter. Provided in person, or virtually with EAP Administrator approval.

5. Provide support, consultation and developmental training to DEA Trauma Team and support team members as deemed by the EAP Administrator,

6. Develop, plan, and implement psychoeducational retreats to develop employee awareness, understanding, and ability to process challenging operational and non-operational experiences and emotions in a safe environment with the end-goal of building resiliency and establishing a follow-up plan for managing difficulties in the future.

3.0 AUTHORITIES

The Contractor shall comply with all applicable laws, regulations, administrative directives and policies governing Federal Employee Assistance Programs. Additionally, the Contractor shall operate within applicable federal, state, and local laws governing occupational health programs including the following authorities:

1. Public Law 99-570, The Federal Employee Substance Abuse Education and

Treatment Act of 1986, and 5 Code of Regulations (CFR) Part 792, require Federal agencies to establish appropriate prevention, treatment, and rehabilitative drug and alcohol programs for Federal civilian employees and to report annually to Congress on these programs (5 U.S.C.7361 and 7362)

2. The authority for substance abuse programs is found in Sec. 201 of Public Law 91-

616, 84 Stat. 1849, as amended and transferred to Sec. 520 of the Public Health

Service Act by Sec. 2(b) (13) of Public Law 98-4(42 U.S.C. 290dd-1), and Sec. 413 of Public Law 92-255, 88 Stat. 84, as amended and transferred to section 525 of the

Public Health Service Act by Sec.2 (b) (1.6) (a) of Public Law 96-24 (42 - U.S.C.

290ee-1. Executive Order 1.2564 requires agencies to establish drug-free Federal workplace programs, including an EAP, as an essential element in achieving a drug-free workforce.

3. Public Laws 96-180 and 96-181 authorize agencies to provide counseling services, to the extent feasible, to family members of employees who have alcohol and drug problems, and to employees with family members who have substance abuse problems. In addition, Public Law 79-658 authorizes agencies to establish health services programs for the purpose of promoting and maintaining the physical and mental fitness of Federal employees.

4. Confidentiality of all information in connection with an employee's use of the program, shall be in accordance with P.L. 98-24; 42 CFR Part 2, “Confidentiality of

Alcohol and Drug Abuse Patient Records,” revised June 9, 1987; and the Privacy Act of 1974.

4.0 SCOPE OF WORK

4.1 Clinical Services

The Contractor shall provide a full spectrum of EAP clinical services to all DEA employees and eligible family members. Clinical services shall include psychosocial assessments, counseling goals, short-term counseling of up to six sessions, clinical briefings, specialty referrals, monitoring and follow-up services to clients as clinically indicated. The Contractor shall also provide information and referral services (I&R) to include, but not be limited to, referral for inpatient psychiatric and substance abuse treatment, psychotropic medication evaluation and social service referrals.

The Contractor shall produce and distribute to each Area Clinician a “Handbook” detailing all aspects of Clinician-relevant EAP operations, and specifying all forms and protocols necessary for them to effectively function. In addition to producing an Area Clinician Handbook, the contractor shall provide quarterly orientations and refresher trainings to new Area Clinicians through podcasts, webinars or teleconferencing. The Contractor shall demonstrate a plan to show how it will provide orientations and refresher trainings to include a review of all policies and procedures necessary for the Contractor’s Key Personnel and subcontracted staff to perform under the terms of the contract.

The Contractor shall offer an array of self-assessment instruments for DEA clients to confidentially access information and conduct self-assessments on clinical areas such as depression, anxiety and substance dependence. These instruments are not intended to replace a formal evaluation by a mental health professional. It is intended to provide DEA EAP clients with a set of assessment tools to gain a preliminary idea about the presence of mild to moderate symptoms of disorders such as depression, anxiety, substance abuse, eating disorders, post-traumatic stress disorder and provide immediate feedback and contact information to schedule an appointment or learn more about resources and referrals offered by the DEA EAP.

The Contractor shall maintain a National Information and Referral System (I&R) to refer DEA employees and their families to the most practical and geographically appropriate clinical service provider (such as substance abuse resources, elder-care resources, wellness resources, etc.) the

Contractor must provide clients with well researched, comprehensive, pre-screened referrals per the client request. Referral information must be provided to the client within 3 days of their initial request. Within 14 days following a referral, the Contractor shall determine if the referral was used and whether it resolved the client issues. The results of these 14-day “call backs” shall be noted in the client record. When referring client to other sources, the Contractor shall check the following elements and advise the client on:

• Relevant professional licensure, accreditation, certification and experience

• Services compatible with employee benefits and needs

• Fees

• Reimbursement policies

• Intake/admission procedures

• Treatment regime or Intervention method

• Services and hours compatible with employee/organization needs

Clinical Parameters. The Contractor shall:

A. Accept Formal Supervisory Referrals from DEA management and self-referrals from

DEA employees and eligible family members.

B. Assess each client presenting problem and, as indicated, provide guidance, short-term counseling, information, referral, and/or treatment alternatives. This includes locating providers, programs and/or treatment facilities that accept the client health insurance benefits.

C. Refer client self-reporting or testing positive for alcohol and/or illegal drugs to appropriate treatment resources. Toward this end, the Contractor shall identify and develop referral liaisons with law enforcement-specific substance abuse treatment facilities.

D. Develop forms necessary to initiate, administer, track, finance and document all contractually-provided EAP services and the demographics and service satisfaction levels of all EAP clients. Drafts of each form are to be submitted to the EAP

Administrator and COR for approval within 30 days of contract award.

E. Unless clinically inappropriate, advise each client of the provider’s clinical assessment, counseling goals, intervention alternatives and any referral options.

F. Annotate client records in the event of treatment program termination against medical advice (AMA). In addition, the counselor must note the client condition at termination and the client reason for terminating treatment. In the event such information is not known, the counselor must state why such information is not available.

G. Advise client of their responsibility to pay for any treatment and rehabilitation services provided under EAP referral to private or community resources and EAP

Clinicians after the initial 6 sessions.

H. Advise client on how best to utilize their health insurance. Review their personal health benefit information with them. Benefit information may be accessed at the

Office of Personnel Management (OPM) web site www.opm.gov.

I. Assist DEA managers/supervisors with defining and resolving performance and conduct problems exhibited by one or more employees. Requests for management consultations are initiated by the DEA manger/supervisor in person or by telephone.

Management consultations must be documented to include the name of the manger/supervisor, description of the problem, dates and times of consults, recommendations, accomplishments, termination notes and follow-up requirements if appropriate.

In all cases where a Formal Supervisory Referral to the EAP is required, the contractor shall refer the manager/supervisor to the EAP Administrator and COR who will provide the management consultation and guidance to the DEA manager/supervisor. (see Exhibit D)

J. In cases where the supervisor/manager or Executive requests a work-site consultation or group intervention, the Contractor must document the supervisor’s request and submit the rationale for the intervention and the estimated time required to the EAP

Administrator and COR for approval before such services can be agreed to or undertaken.

K. Provide aftercare services to all DEA EAP employees and their families who complete a course of treatment in/with a substance abuse or mental health treatment facility. Aftercare includes, but is not limited to, the clinician’s arranging for and participating in Aftercare Planning and Back-to-Work Conferences; relapse prevention services; and a 12-month follow-up (24 months for pilots) services with the client. Follow-up services shall be monthly and conducted either by telephone or in person. In the event of relapse, the clinician must assist the client by referring them to appropriate clinical services and continuing to follow and assist with their progress.

L. Provide monitoring services to employees referred to inpatient and/or outpatient treatment programs by EAP clinicians to ensure that the most appropriate services have been obtained and the client is satisfied. Such contact shall be initiated within two weeks of the client initial appointment/admission. In the event the client is not satisfied with the service, the Contractor shall determine the cause and advise the client what steps are available, including reporting their concerns to the EAP

Administrator and COR and their insurance company. If the client is pleased with their treatment or has decided not to utilize the services, no further contact is needed.

These results shall be documented in the clinician’s notes and the Contractor’s data base.

M. Within three (3) days, provide copies of EAP client files to the EAP Administrator and COR and EAP client upon completion of an appropriate Release of Information

Form (in conformance with Federal confidentiality regulations and law).

N. Inform all clients that EAP contact and or participation is voluntary and confidential.

(see Exhibit C).

O. Advise each client regarding confidentiality limitations per Federal and state laws, regulations, and DEA policies. The Contractor shall ensure the security, privacy and confidentiality of all electronic protected health information as required by law

(Personally Identifiable Information – PII and the Privacy Act) (see Exhibit C).

P. Adhere at all times to professional ethics and principles of confidentiality stated in the

Privacy Act of 1974. Counseling records and information from employee visits to the

EAP shall be kept in a confidential manner, in accordance with Section 122 and 303 of PL 93-282, the Privacy Act of 2974, 42CFR, Part 2, “Confidentiality of Alcohol and Drug Client Records” and the EAP case maintenance system. Since the regulations prohibit implicit and negative disclosures about persons with alcohol and drug abuse problems (e.g., whether or not an individual had attended the EAP), the confidentiality of all participants must be maintained.

Q. Accommodate the diverse needs of DEA EAP clients related to culture, language, customs and or disabilities.

R. Provide access to a comprehensive electronic library which includes materials related to life issues that DEA clients may be faced with.

S. Provide effective integration with DEA’s other vendors and internal programs with a particular emphasis on coordination with the health and wellness services, work/life services and peer support services.

T. In critical circumstances, provide counseling sessions to Task Force Officers and family members, retired employees and family members of employees killed in the line of duty. However, the Contractor must justify the need for sessions to the EAP

Administrator and COR. Sessions shall be granted only when it is deemed to serve the best interests of the client and the Government. The EAP Administrator and COR will approve or disapprove such requests in writing. The decision document must be placed in the client file.

4.1.1 Counseling Services

The Contractor shall provide counseling services to all DEA employees and eligible family members telephonically and/or in-person. The Contractor shall:

A. Provide telephonic EAP program access to process calls for service. Access is defined as 7 days a week, 24 hours a day, 365 days per year through a toll-free telephone dedicated solely to DEA clients including deaf clients using a telephone device for the deaf (TDD). The acquisition of this line shall be structured so that at the conclusion of the contract, ownership of the toll-free telephone number/line shall be transferred to the DEA. The Contractor shall manage the volume of calls to keep waiting times to less than one minute. The Contractor shall have licensed, Master’s

Degree level mental health clinicians available to answer the EAP phone line 24 hours per day, 7 days per week, and 365 days per year (24/7/365) either by forwarding calls in the evenings and weekends or by use of an answering service who will forward calls to clinician(s).

B. Have Key Personnel designated in the contract available in their office to receive client service requests from 9:00 a.m. to the respective time zone of the incident.

During non-core hours, the phone line must be answered by Master’s Degree level mental health clinicians who have access to Key Personnel at all times. At least one

Key Personnel staff member must be available after hours via cell phone at all times.

C. Assure clinical network face-to-face appointment times are available to EAP clients

Monday through Friday from 9 a.m. to 8 p.m. and Saturdays from 9 a.m. to 1 p.m. in the client’s respective time zones.

D. Ensure each clinician identified for an EAP client is located within 25 miles of the client preferred departure point (most often their office or residence).

E. Provide an appointment time to all self-referred clinical clients within 24 hours of their initial contact. Those initial clinical appointments shall be scheduled to occur within 72 hours of request, unless the client wishes it to be later. Unless a change of clinician is requested by the client or the EAP Administrator and COR the same clinician shall work with each client for the entire duration of EAP services.

Modes of Counseling. The Contractor shall provide multiple modes of counseling through telephonic counseling, and information technologies to provide counseling care at a distance, when and if one or more of the following occurs:

A. The client request is strictly for I&R related services, which can be easily obtained and provided over the phone, by mail, or by electronic transfer, (e.g. internet). The

Contractor’s case file shall log the time spent to satisfy each request. The log data shall include the date of the request; a start and stop time for the work performed to satisfy the request; the name, occupation, location and the telephone number of the client; and a description of the request with all information provided.

B. The client work location or home is more than a one-hour drive from the counselor’s office; is located in a remote area with no available, qualified mental health practitioners; or is preferred by the client or specifically requested by the client.

C. The EAP Administrator and COR approves the individual circumstances for telephonic counseling prior to the counseling and such approval is referenced in the client record.

Session Limits. DEA employees and/or eligible family members needing assistance with personal, family, and/or work-related problems may call the EAP Contractor or EAP

Headquarters staff for advice and direction regarding the initiation of EAP services. During that initial contact the employee/family member is referred to the most geographically appropriate

EAP Clinician for diagnostic evaluation, brief intervention, and, if necessary, referral services for up to 6 sessions per problem.

A. If the initial assessment determines that more than 6 sessions are needed, the

Contractor shall assure that an appropriate referral is made prior to additional EAP sessions occurring.

B. In unusual circumstances, the client may seek additional visits beyond the six-session limit. However, the Contractor must justify the need for additional sessions to the

EAP Administrator and COR (see Exhibit F). Extensions shall be granted only when it is deemed to serve the best interests of the client and the Government. The EAP

Administrator and COR will approve or disapprove such requests in writing. The decision document must be placed in the client file.

Clinician Self-Referral. If, after the initial six sessions with an EAP clinician, a client requests long-term counseling (more than six sessions), an EAP clinician may request that they retain the client for further services by accessing their health insurance benefits without referring the client to a new provider in the client’s health plan network. This request must be made in writing to the Administrative Clinician and EAP Administrator and COR. It will be approved only if such additional care is clinically indicated and clinician continuity is clearly appropriate. The clinician must also have the client sign a form noting they understand that they have a right to be referred to other appropriate clinical services and the limits of their insurance coverage (e.g.

deductible, out of pocket cost, etc.). This form must be retained in the Contractor’s and

Subcontractor’s client files. A sample form must be submitted and approved by the EAP

Administrator and COR 30 days after the first day of the period of performance.

The Contractor shall publicize the expectation of a “brief intervention (six sessions) model” as the EAP standard of care. Any clinicians found to be violating this standard shall be considered for removal from DEA EAP participation.

Substance Abuse & Inpatient (SA/I) Monitoring and Follow-up Services. The Contractor shall provide monitoring and follow-up services to clients who are receiving services or have successfully completed any inpatient mental health or substance abuse treatment program. The

Contractor shall monitor the client treatment plan implementation, treatment progress, cooperation with the provider, prescribed treatment regimen, and, where appropriate, job adjustment or integration of treatment goals in the client workplace. All monitoring activity must be documented in the EAP client file. The EAP counselor shall maintain awareness of the client status in treatment at all times, follow the referral through completion of treatment; and plan and participate in, as appropriate, back-to-work or discharge planning conferences with the client’s

DEA manager.

The Contractor shall:

A. At a minimum, maintain weekly telephonic contact with the client admitted to an inpatient or outpatient program as may be allowed by treatment program; and monthly contact with the treatment personnel of the treating facility. The Contractor shall act as an advocate for the client as permitted by the client when dealing with the treatment facility.

B. Coordinate a back-to-work conference with the treating counselor, client and client’s manager as allowed by the confidentiality requirements. The goal shall be to assist the employee and Supervisor with the integration of rehabilitative progress into their workplace setting and noting any past job performance and/or conduct problems.

C. Provide client who successfully completes treatment for alcohol abuse with monthly follow-up contact for at least 12 months to provide support and help prevent relapse

(minimum 24 months for pilots). Follow-up shall consist of telephonic contacts up to

15 minutes in duration, unless otherwise stated and approved in writing by the EAP

Administrator and COR (See Exhibit F) and recorded in the client counseling goals.

4.2 Clinical Briefings/Trauma Response Services

When requested by the DEA EAP Administrator and COR, the Contractor shall provide individual group clinical briefings and other psycho-educational and support services for victims of traumatic incidents through its Area and Remote Clinicians (in some situations as needed).

The Contractor must have an on-call briefing team (two or more clinical briefers) who can depart within a 48-hour window to any domestic or Puerto Rico post to assist DEA employees involved in a traumatic event when local Area Clinician resources are insufficient or unavailable. The

EAP Administrator and COR will determine the type of services needed for each traumatic incident and coordinate with the Administrative Clinician. The Government reserves the right to request from the Contractor additional resources in the event of a surge of nationwide services as a result of an unprecedented incident or multiple incidents in a short period of time.

Clinical Briefers: The Contractor may choose to recruit additional, trauma response-experienced personnel to respond to employees, family members and Task Force Officers

(TFOs) involved in traumatic incidents. If this option is chosen by the Contractor, These

Clinical Briefers shall be in addition to Area and Remote Clinicians and are required to meet all recruitment and hiring standards outlined in this contract.

Travel: The Contractor shall, upon approval from the EAP Administrator and COR arrange for travel to send Area Clinicians, Remote Clinicians, and/or Clinical Briefers to provide trauma response services at locations where catastrophic events have occurred to

DEA personnel. The Contractor is responsible for assisting the Area Clinicians, Remote

Clinicians, and/or Clinical Briefers in making any necessary travel and hotel arrangements, and may request local assistance from a Trauma Team Member or the EAP

Administrator and COR. Such travel shall occur only in the absence of appropriate and available trauma response personnel in the incident locale. Travel arrangements must comply with the Federal Travel Regulations (FTR) and be appropriately invoiced. (See

Federal Travel Regulations and Federal Acquisition Regulations (FAR) 31 & DEA-

2852.231-70)

Post Incident Clinical Briefing Services: Each DEA employee and TFO involved in an operational incident, included but not limited to events such as a: shooting; hostage taking;

threat on life; physical assault; plane or vehicular accident; suicide, shall be offered the opportunity to meet with an Area Clinicians, Remote Clinicians, and/or Clinical Briefers and participate in a clinical briefing session. Family members of the employee and TFOs are also eligible for trauma response services and are encouraged to take advantage of this service. The family's utilization of services is at the discretion of the employee. The employee's manager, the Trauma Team Member (TTM), and the designated Area

Clinicians, Remote Clinicians, and/or Clinical Briefers are responsible for reminding the employee of the availability of this service for the family. Up to three (3) clinical briefing sessions may be provided to each participant.

Location and Timeliness: Clinical Briefing Services shall be held at the convenience of the

EAP Employees, either at work, hospital, home or other location mutually agreed upon by all parties. It is DEA Policy that post-trauma clinical briefings be held within 48 hours following a traumatic event, as practical.

Traumatic Incident Response: In the event the Contractor is notified directly from the

Special Agent-in-Charge, Assistant Special Agent-in-Charge, Trauma Team Member, or any other DEA official, the Contractor must immediately inform the EAP Administrator and COR before initiating response, travel and deployment preparation.

Contractor Traumatic Incident Recording: Upon notification of a traumatic incident, the

Contractor must establish a traumatic incident management case file, record the requesting

DEA caller's name, position, relationship to injured party, date and time of call.

Clinical Briefing Procedures:

A. All briefers must appropriately introduce themselves, present/discuss their qualifications/background; provide a business card, phone numbers, the DEA EAP

Administrator and COR’s phone numbers, and instructions to call any time the affected employee has concerns or symptoms. The employee must be informed that the Area

Clinicians, Remote Clinicians, and/or Clinical Briefers shall provide the EAP

Administrator and COR with an initial and final oral report regarding the employee’s response to the traumatic incident.

B. The Area Clinicians, Remote Clinicians, and/or Clinical Briefers shall explain confidentiality and limits and allow the employee(s) an opportunity to discuss what occurred, how it has or has not affected him/her, and what help they might need, if any.

The Area Clinicians, Remote Clinicians, and/or Clinical Briefers shall also explain the purpose of the briefing to the participant(s). The Area Clinicians, Remote Clinicians, and/or Clinical Briefers shall explain that his/her role is to support and inform the employee on how traumatized individuals may react to a traumatic incident; methods to address and help reduce the emotional impact of the incident; prevent further psychological injury to the employee; offer the same service to the employee's family members where appropriate; and educate both the employee and their manager about the emotional reactions that can result from critical incidents.

C. If desired, the Area Clinicians, Remote Clinicians, and/or Clinical Briefers shall review the events of the traumatic incident with the employee and, when appropriate, the employee's family.

D. The Area Clinicians, Remote Clinicians, and/or Clinical Briefers shall indicate if they recommend medical and/or mental health intervention for the victim(s) and why. In that event, and if the victim(s) accept the recommendation(s), the Contractor shall contact the

Area Clinician and EAP Administrator and COR so that appropriate referrals can be made to the EAP and Worker’s Compensation programs as appropriate.

E. The Area Clinicians, Remote Clinicians, and/or Clinical Briefers shall not keep records regarding the briefing except:

• Appropriate client information to identify the participants

• The date and duration of the interview

• The number of employees/family members participating in the brief

• Related correspondence and copies of reports as may be requested by the EAP

Administrator and COR.

Clinical briefing services are considered assessments and psycho-educational in nature and are not to be construed as “treatment.” Neither EAP Case Files nor formal records of employee attendance should be created or maintained.

F. Within 24 hours of a traumatic event, the Contractor must provide a description of the trauma response intervention plan and any themes or special concerns to the EAP

Administrator and COR.

Contractor Traumatic Incident Management Report Requirements: At the conclusion of each traumatic incident case, the Contractor must issue a report to the EAP Administrator and COR detailing their services. The report shall note the location, employee name, occupation, date of occurrence, time call was received, name of caller reporting the event, relationship of the caller to the employee, Area Clinician and/or Clinical Briefer name, date and time the Area Clinician and/or Clinical Briefer arrived, incident type, number of employees/family members briefed, and if the briefing was declined.

G. In addition, the Contractor shall include in the EAP Quarterly Report all trauma response services conducted during the period. The report shall count and note by location, occupation, date of the occurrence, incident type, number of employees/family members who received services, Clinician and/or Briefer names, and if any services were declined.

The EAP Annual Report must also reflect the number of incidents by location, type and the number of employees/family members involved for each location for the reporting year.

4.1.3 Management Services/Organizational Development

The Contractor shall provide Organizational Development (OD) assessment and intervention services and shall ascertain what problems or challenges are confronting a work unit/location;

develop a strategy to overcome those problems or challenges through local teams; implement the plan to resolve the noted issues; and evaluate the effort once the plan has been implemented.

4.1.4 Outreach/Prevention/Education Services (Training)

The Contractor shall utilize a wide array of EAP prevention/education tools such as workshops, webinars and virtual teleconferencing to create EAP awareness and prevention of workplace problems. The Contractor, through its Area Clinicians and Clinician Trainers, and in coordination with its Key Personnel shall provide orientation, education, and prevention programs for all accessible DEA personnel throughout DEA’s Domestic Field Divisions including the Puerto Rico Division with ten or more assigned agency personnel. A list of proposed training topics and their respective curricula must be submitted with this proposal including time needed to present each training topic. The Contractor shall be responsible for conducting EAP on-site training at intervals necessary to achieve comprehensive annual presentation of each fiscal year’s core and elective trainings (as defined in this contract).

The contractor shall be responsible for overseeing the timely development, scheduling, and implementation of EAP specific training deliverables. The contractor shall be responsible for developing training materials, assuring the academic quality, topical content and population relevance of all curricular content and participant materials. The Contractor shall assure that the first training of this comprehensive national program occurs no later than ninety (90) days after the first day of the period of performance. This does not include some limited conferences or classes that require specialized BPA contracts.

A. Scheduling: The Contractor shall work closely with the EAP Administrator and COR, and each Division Training Coordinator (DTC) and other DEA executives to annually develop and quarterly update the Division Training Schedule with EAP topical offerings.

The Contractor shall develop an annual “national training matrix” of projected training allocations for each eligible site (those with ten or more DEA employees). “Core trainings” (see Exhibit H) are defined as EAP Orientations, Supervisor Trainings, DEA’s

Trauma Response Protocol, and Law Enforcement Stress Management and shall be scheduled on a biannual basis and undertaken before scheduling “Elective trainings” which will be annually…