P09_EAP SOW- Revised Final_06-14-2021.docx

STATEMENT OF WORK

EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES

FOR ST. PAUL VA REGIONAL OFFICE

1 FEDERAL DRIVE, ST PAUL, MN 55111-4050

BACKGROUND

The Department of Veterans Affairs St. Paul VA Regional Office has a requirement to provide Employee Assistance Program (EAP) services to 865 employees and their immediate families. Requirement is for a Base Year and 4 One-Year Option Periods.

1. EMPLOYEE ASSISTANCE PROGRAM (EAP) POLICY.

The program is available to all employees and their immediate families, since problems at home may affect work. Immediate family includes spouse, children, including adopted children and employee’s parents.

a. All records and discussions of personal problems will be confidential and will not jeopardize an employee’s job security, promotional opportunities or reputation. These records will be kept by the designated counseling resource; furthermore, an individual’s specific records will not be reported to the regional office.

b. Verification of usage will be accomplished through VA auditors or auditors suggested by contractor or independent auditors selected by the VA, ensuring confidentiality is maintained for the user.

c. Supervisors may use the program to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance and/or to refer employees to the program. It is the policy of the regional office to intervene only when problems affect job performance or reflect discredit to the regional office.

d. Employees in treatment or rehabilitation will be eligible for sick leave on the same basis as is granted for other health problems; if sick leave is not available, annual leave or leave without pay will be considered.

e. This policy does not alter nor replace existing administrative policy or contractual agreements but serves to assist in their utilization.

2. PROGRAM REQUIREMENTS

EAP for personal concerns may encompass but are not limited to alcohol, drug use and abuse problems, emotional stress, mental health disorders, family or relationship difficulties, financial/legal concerns, job stress and other concerns that may affect work performance and personal health issues which affect employee performance and/or conduct.

The EAP Contractor is expected to provide, at a minimum, the following:

a. Employee Assistance Program (EAP) Services: Contractor is required to provide Telephonic EAP Services on a 24 hour, 7 Days a week basis (i.e. 24/7). Service price will be based upon Employee Population which is 865.

b. Diagnostic Services: Problem assessment visits (unlimited) and initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance.

c. Referral Services: Motivational counseling and referral to competent care and follow-up directed toward appropriate community resources for employees and dependents whose problems warrant specialize and/or longer-term counseling. The Services performed under said referrals are not paid for under this Contract. Contractor to work with Counselee in setting up a referral that is to be paid for by the Counselee and/or by their Federal Employees Health Benefits (FEHB).

d. Work-Related Issues: Issues covering job dissatisfaction and/or work-related problems will be referred to the VA’s EAP Coordinator(s).

e. Program Availability: A 1-800 toll free telephone number will be available for both our local office as well for out-based employees located in Minnesota, Wisconsin, Iowa, Illinois, Missouri, Nebraska, and Kansas. Contractor will have referral capability in the out-based areas.

In addition, to ensure availability, services may be offered in many forms to include face to face, over the internet, and in any other manner that may be available.

f. Emergency (crisis capability with psychiatric/psychological backup) and after-hours EAP calls must be responded to by a professional staff member on a 24-hour daily basis. Contractor to forward medical emergency calls to 911 when applicable.

g. Additional Services:

a. Contractor will provide the VA with brochures, posters and other materials to promote and maintain employee awareness, to familiarize employees and supervisors with services available through the EAP, and to enhance employee and supervisory understanding of how personal problems can affect job performance. Cost is included in the EAP price quoted/awarded.

b. Contractor will provide Annual Supervisory training to the VA to promote the EAP program and detail the various avenues in which Supervisors can utilize the EAP Program. The training event may be conducted virtually and last approximately 1 hour.

h. Contractor will provide the VA, quarterly update statistical reports and cumulative utilization data summarizing diagnostic and referral activity. No identifying data on individual employees or their dependents will be provided the VA unless the employee would provide in writing in advance, an approved release for such information.

i. (8) one-hour sessions per employee per issue per month.

3. ADMINISTRATIVE CAPABILITY: Contractor must have ability to administer/manage program staff, respond to and maintain compliance with applicable regulations, rules and policies; provide efficient and effective liaison with VA’s EAP Coordinator, and assess established health insurer’s programs or services of other social service agencies for referral potential.

4. PROGRAM CAPABILITY: Contractor to provide the necessary intake staff and other resources to conduct a successful EAP. Staffing must include, but not be limited to, the following: Experiences (minimum 2 years) Chemical Dependency Counselor, Mental Health Counselor/Social Worker (or related field). The contractor must have access to psychologists and/or psychiatrists for referrals.

5. CONFIDENTIALITY OF RECORDS AND REFERRALS: Contractor will ensure that no VA employee will be assigned for diagnosis, referral or counseling to a VA affiliated person unless specifically requested by the employee. Contractor agrees to comply with requirements relating to the confidential nature of patient’s records in accordance with 42 USC Section 290dd-2. The VA agrees to provide Contractor with a copy of these requirements upon request. Contractor shall maintain counseling records which comply with the Privacy Act, and which are accurate and complete. Contractor shall ensure the physical security and prevention of disclosure of the records, reports or other private information regarding veterans. This information even with the veteran’s informal written consent cannot be used without the VA’s approval. These records must be maintained on the business premises in a secured locked file.

6. LEGAL RESPONSIBILITY.

a. All services are to be provided by the contractor to employees without regard to race, color, creed, or national origin. The Contractor is considered an agent of the Department of Veterans Affairs when providing services to employees and as such is bound by the same rules governing confidentiality of the Department of Veterans Affairs.

b. Fees paid by the Department of Veterans Affairs shall not be greater than fees paid to the contractor by any other referral source for the same service. Fees cannot be paid for the services not authorized.

c. The contractor agrees to save and hold harmless the Department of Veterans Affairs and its employees from any and all claims and liabilities of any type whatsoever and for damage to, loss or destruction of/on any property of a person, firm, corporation and/or other party; and for the injury to or death of any person or persons which now or hereafter arise out of or result from or be in any way connected, directly or indirectly, with said provision of services or the performance of this agreement.

7. VA RESPONSIBLITIES: To assure adequate acceptability and utilization of these diagnostic and referral services, the VA agrees to participate in program exposure and employee education of the services available. Distribution of promotional materials to employees shall be at the expense of the VA.

8. PUBLISHING RESULTS: None of the information or data gathered in connection with the services specified in this contract, or studies or materials based thereon or relating thereto, shall be publicized without the prior approval of an authorized official of the Regional Office.

9. REFERENCES:

5 U.S.C. Chapter 73 and Chapter 79; VA Handbook 5019, Part VIII VA; Handbook 5011, Hours of Duty and Leave; VA Handbook 5019 Employee Occupational Health Service; VA Handbook 5383 VA Drug-Free Workplace Program; 5 U.S.C. 7361 and 7362; 5 CFR part 630; 5 CFR part 792 subpart A; 29 CFR 1614.203; 42 CFR part 2; OPM Federal Employee Assistant Programs Guiding Principles, Framework, and Definitions Federal Employee Assistance Programs; 5 USC 7901; Executive Order 12564

10. VA POINT OF CONTACT:

Name: Krysten Ehlert Phone: (612) 970-5203 Email Address: Krysten.Ehlert@va.gov