36C24720Q0154-001.pdf

STATEMENT OF WORK

EMPLOYEE ASSISTANCE PROGRAM SERVICES

1. REQUIREMENT:

This requirement is for a service for an Employee Assistance Program (EAP) for all employees and their dependents in order to offer resources to address:

• Work-related problems

• Traumatic incidents

• Substance Abuse

• Mental illness

• Marital or family problems

• Financial

• Other personal problems

The Agency is not relinquishing any of its rights and obligations to control any aspects of the employment relationship. This service requirement is to be provided at the WJB Dorn VA

Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center is a 216-bed facility, encompassing acute, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

This is a One (1) Year Base with the possibility of Four (4) One (1) Year Options as follows:

Base Year March 12, 2020 thru March 11 2021

Option Year 1 March 12, 2021 thru March 11, 2022

Option Year 2 March 12, 2022 thru March 11, 2023

Option Year 3 March 12, 2023 thru March 11, 2024

Option Year 4 March 12, 2024 thru March 11, 2025

During normal working hours of 8:00 a.m. through 4:30 p.m. from Monday through Friday.

Excludes weekends and holidays.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center

6439 Garners Ferry Rd

Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative

(ACOR) shall be assigned to this procurement and written notification shall be provided to the

Contractor after award.

• Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor shall provide an Employee Assistance Program (EAP) Services to all employees and their dependents associated with the WJB Dorn VA Medical Center. Services shall be provided by qualified, licensed Clinical Professional Staffing able to perform their assignments without conflict of interest. The Agency is not relinquishing any of its rights and obligations to control any aspects of the employment relationship between the Agency and participants in the program.

The Contractor shall provide the following services as required for this requirement.

• Counseling sessions to include an Initial Evaluation to identify problems with follow-up contact as deemed appropriate by the counselor.

o EAP Consulting is to provide crisis or short-term Counseling, with the goal of stabilizing an individual’s situation, resolving his/her problem(s) whenever possible, and/or referring the individual for appropriate care or services.

o These sessions may address, but are not limited to:

▪ Treatment Planning

▪ Short-term Counseling

▪ Financial Counseling

▪ Traumatic Incident Management

▪ Social Service Assistance

▪ Information and Referral

▪ Health Education Training o The Contractor shall see the employee and/or dependent within seventy-two (72) hours of an employee being referred by a Supervisor or an employee initiating direct contact with the Contractor for an appointment.

▪ Crisis Counseling should occur as soon as possible OR within the day of the call to the EAP Provider.

• Short-term Substance Abuse Counseling Services for requesting employees and for employees who have been referred due to a Positive Drug Test.

o The Contractor shall provide Substance Abuse prevention education and shall coordinate their service with the Agency’s Drug-Free Workplace Program

(DFWP).

o Substance Abuse education shall include information regarding component DFWP policy and testing procedures, and the negative effects drugs and alcohol can have on an employee or family member.

• A plan of assistance including referral to outside agencies, for employees and their dependents who seek assistance through EAP.

• Twenty-four (24) hour, seven (7) day per week, toll-free telephone crisis Counseling.

• Ongoing Consultation to Management.

• Individual response on Supervisor referrals.

• Availability of critical incident debriefing in the event of crisis affecting the workforce.

• Promotion of the EAP by making the following available:

o Initial orientation for employees and Supervisors, and annually thereafter as requested by the Agency o Employee brochures and wallet cards o Supervisor manuals provided for distribution o EAP promotional materials provided to Employer for distribution to the employee’s family o Posters displaying a toll-free hotline telephone number to reach an EAP Counselor twenty-four (24) hours per day.

The Contractor shall provide a list to the COR all staff assigned to the Agency’s EAP program quarterly based on fiscal year. For example: For Fiscal year 2019, the 1st work day of the succeeding quarter beginning 1 Jan 2019, 1 Apr 2019, 1 July 2019, 1 October 2019, and continuing throughout the succeeding years of the contract. This list shall include the following information:

• Experience

• Education

• Licensure/certification/registration

• Special skills

• Demographics

5.1 REPORT REQUIREMENTS

Standard Utilization Reports submitted to the Agency on a quarterly basis.

• The reports to Management shall include the number of patients seen for each of the following problem types (The reports shall not indicate the names of employees using the service):

o Substance Abuse o Mental health o Work-related stress or conflict o Other types as appropriate o Occasionally the Agency may request special (non-standard) reports for the

Contractor.

All employees and employee dependents seen by the Contractor shall be given Patient Satisfaction

Inventories to complete. Results of these inventories shall be reported quarterly reference paragraph five (5) above, to the Contracting Officer Technical Representative (COR)

The Agency shall compile an Annual Report with recommendations to be provided to the VA

Central Office (VACO). VACO will use this information to compile national data as part of budget statistical reporting requirements. The report shall be given to the EAP Provider. Changes to contractual requirements within the scope of this requirement are recognized.

5.2 PRIVACY REQUIREMENTS

The Contractor shall not disclose any information with respect to program participants obtained by the Contractor pursuant to their participation in any of the programs except with written consent of those participants or as required by Law.

The Contractor agrees to keep confidential all Agency information obtained in the course of delivering services.

REQUIRED SERVICES

1. Topical Training, also called “Brown Bag Lunch” programs. These training sessions are brief

(one-hour) introductions to relevant and timely topics.

2. Critical Incident/Stress debriefing

3. Substance Abuse Evaluations

4. Conflict Resolution

5.3 SAFETY REQUIREMENTS

Smoking is not permitted within the facilities at any time. All smoking shall be conducted in designated smoking areas only.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

✓ Invoice Number and Date

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number http://www.tungsten-network.com/us/en/ http://www.tungsten-network.com/us/en/

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. LICENSES/ CERTIFICATION:

• Licensed Clinical Social Worker

• Licensed Professional Counselors

• Licensed Marriage and Family Therapists

• Certified Employee Assistance Professionals

• Certified Addiction Counselors

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C. chapters 21, 29, 31 and

33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part

1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the

Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

mailto:VA.Registration@Tungsten-Network.com mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov http://vafsccshd@va.gov http://www.fsc.va.gov/EINVOICE.ASP http://www.fsc.va.gov/EINVOICE.ASP

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy

Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.