36C24718Q0341-001.doc

STATEMENT OF WORK

Employee Assistance Program

BACKGROUND

The Contractor shall provide an Employee Assistance Program (EAP) to all employees and their dependents associated with the Ralph H. Johnson VA Medical Center 109 Bee Street, Charleston, SC 29401, to offer resources to address: work-related problems, traumatic incidents, substance abuse, mental illness, marital or family problems, and financial or other personal problems. The contractor shall also provide a work/life balance service to include legal advisement, financial advisement. Services shall be provided by qualified, licensed clinical professionals able to perform their assignments without conflict of interest. The contractor shall provide a minimum of 5 one-hour sessions at no cost to the employee.

OBJECTIVES

The Ralph H. Johnson EAP program is established to provide comprehensive and professional counseling services for employees that may be struggling with a variety of substance, family, marital, financial, legal, child care resources, eldercare consultation, online legal and financial library, academic resources, relocation resources, emotional concerns, medical problems or a variety of other issues. The program seeks to help the employee with these challenges by exploring options and developing a plan of action to create solutions that work for the employee. If additional assistance is needed, the employee will be referred to the most appropriate and affordable professional resources.

PLACE OF PERFORMANCE

The majority of the EAP trainings will be accomplished at the Ralph H. Johnson VA Medical Center, 109 Bee Street Charleston, SC 29401-5703 in a conference room setting. The employee counseling services should be held in the licensed professional’s office. In rare cases, there may be need for employee training at any of the affiliated Community Based Outpatient Clinic (CBOC) facilities, see below:

Beaufort VA Outpatient Clinic - 1 Pinckney Road Beaufort, SC 29902 Goose Creek Clinic – 2418 NNPTC Circle Goose Creek, SC 29445 Trident VA Outpatient Clinic – 9237 University Blvd. North Charleston, SC 29406 Savannah VA Outpatient Clinic - 325 West Montgomery Crossroad Savannah, GA 31406 Myrtle Beach VA Outpatient Clinic – 3381 Phillis Blvd. Myrtle Beach, SC 29577 Hinesville VA Outpatient Clinic – 500 East Oglethorpe Highway Hinesville, GA 31313 Charleston Vet Center – 3625 West Montague Avenue, North Charleston, SC 29418 Savannah Vet Center – 321 Commercial Dr. Savannah, GA 31406 The Government reserves the right to add any additional CBOC’s to the contract as they become available. During the life of this contract, there may be a need or an occasion that may arise that will require the services of the Court Reporter to be at another location other than these mentioned. If so, the COR will give explicit instructions as to where and when the needed services will be required.

PERIOD OF PERFORMANCE

Base Year:

5/01/2018 – 4/30/2019 Option Year 1:

5/01/2019 – 4/30/2020

Option Year 2:

5/01/2020 – 4/30/2021

Option Year 3:

5/01/2021 – 4/30/2022

Option Year 4:

5/01/2022 – 4/30/2023

SCOPE OF WORK

Program Development and Consultation Services

Assessment of Organizational Needs - Contractor will consult with the Charleston VA Medical Center EAP Internal Coordinator to determine the service needs based on factors such as: demographics of the workforce, employee work schedules, and geographic distribution of employees, employee insurance coverage's, specific job performance issues, current disciplinary policies and procedures, and types of personal problems already known to be of concern to employees.

Development of Program Policy and Procedures - Contractor will assist in developing guidelines and procedures concerning the identification and referral of employees who need help with personal problems.

Ongoing Consultation and Program Evaluation - Contractor will provide consultation to review the overall functioning of the program and will make modifications when needed.

Location and Confidentiality of Services - Counseling will be provided at private offices located close to the worksite. All counselors will be licensed anti/or certified and have, at a minimum, a master's degree in the mental health field and extensive counseling experie1ce. Counseling is kept confidential in accordance with federal and state laws and regulations. In order for any information to be disclosed about the counseling to management, the employee must give written permission, specifying what information can be disclosed and to whom.

STATEMENT OF REQUIRED GOODS/DELIVERABLES (AS APPLICABLE)

Quality Management Continuous quality improvement program

· Quarterly utilization and quality management reports

· Dedicated account manager

Utilization Reports

Number of Employees Served

Method of referral (self-informal supervisory, formal supervisory)

Incidence of Presenting Problems (include separate incidence for referrals prompted by Substance Abuse, Sexual Harassment, and discrimination concerns)

· Demographic Profile of Employees Utilizing the EAP

· Disposition of Cases

· Returned Satisfaction Surveys (confidentiality not compromise)

Program Promotion

Promotional materials including EAP brochures, customized with logo and wallet cards for all employees, quarterly newsletters for all employees, quarterly posters, email announcements, a monthly newsletter for supervisors (copy or emailed), an Supervisory Guide Books.

Online Services Legal/financial online resource library. This service makes available numerous articles providing information on important legal and financial matters. Also included is a Legal Document Library that provides examples of show 50 different legal documents.

Online EAP and Work/Life program with information, assistance and resources for family & care giving, emotional wellbeing, health & wellness, etc.

Management and Organizational Services

· Unlimited consultation to supervisors and managers regarding employees with job performance, attendance and conduct problems. Monitoring of progress in EAP and treatment for up to two years, when and employee is referred by management for job/substance abuse problems, by maintaining contact with the employee, treatment providers, and the employer, if appropriate.

· Unlimited consultation regarding organizational issues, including sexual harassment, rug-free workplace, downsizing, conflict resolution, and workplace violence.

Quality Assurance and Performance Assessment

The Contractor shall notify the VA EAP coordinator/director in writing whenever a malpractice claim involving a VA employee has been filed against the Contractor. The Contractor will forward a copy of the malpractice claim within three (3) workdays after receiving notification that a claim has been filed. The Contractor will also notify the VA EAP coordinator/director when any provider furnishing services under this contract is reported to the National Practitioner Data Bank. This notification will include the name, title, and specialty of the provider. All written notifications shall be sent to the following address:

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

ATTN: Director (00)

109 Bee Street

Charleston, SC 29401-5703 The contractor shall permit on-site visits by appropriate VA personnel to assess contracted services, e.g. adequacy, compliance with contract requirements, record-keeping, etc.

Workload Projections: The Government estimates the workload for this project to be 2,700 employees seen an average of five (5) one-hour sessions. Actual usage has varied for the last few years, average number of visits about 8 a month (approximately 100 per fiscal rear). Each session is one hour of consultation with a licensed therapist.

Employee Transportation: Each employee will be responsible for his/her own transportation to appointments.

Liaison Persons: The VA will designate an appropriate contact person (s) to act as liaison to the contractor. The contractor shall identify a contact person (s), who shall serve as liaison between the contractor and the Charleston VAMC. This individual will also ensure that contract specifications are met. The contact person (s) must be available during the administrative tour of duty from 8:00a.m to 4:30 p.m. Monday through Friday. This individual must be on staff at one of the contractor’s locally provided sites.

TRAINING (AS APPLICABLE)

· Twelve (12) employee orientations & four (4) supervisory trainings.

· Unlimited team building workshops for work and life seminars

· Employee orientation and supervisory video training.

· Internet based employee and supervisor training to be made available at the contractor's website at no additional cost.

Training seminars to be made available on the following topics:

· EAP Employee Orientations

· EAP Supervisory Training

· Assessment, Counseling and referral Services

· 24 hours per day, 7 days per week, local Charleston phone number and toll free EAP access to mental health professionals.

· Permission, specifying what information can be disclosed and to whom.

· Wellness and daily living.

· Multilingual interpreter services available

· Face-to-face assessment, short-term coordinating, referral and follow-up for alcohol and drug problems and

· Other personal concerns that may affect employee well-being and job performance.

· Case management that includes coordinating referrals to resources beyond the EAP when needed.

· Crisis management to assist with emergencies in the workplace.

· Unlimited critical incident stress debriefings conducted on-site for traumatic incidents

GOVERNMENT-FURNISHED PROPERTY (AS APPLICABLE)

The medical center will provide a room for the contractor to provide on-site trainings.

SECURITY REQUIREMENTS (AS APPLICABLE)

The contractor providing training will provide vehicle information for medical center to notify police service of visitor information to be able to park in reserve visitor parking.

INSPECTION AND ACCEPTANCE

The COR for this contract is a government official who has been delegated specific technical, functional and oversight responsibilities Assessment of trainings provided will be conducted by the CO designated COR. Acceptance of the items will be done by the assigned COR upon completion of successful operational testing through training surveys and reviews.