36C25722Q0030.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

519-22-3-505-0001

36C25722Q0030 01-03-2022

Shannon Hodgson 202-669-5683 01-21-2022

10:00 AM CST

36C257 Department of Veterans Affairs NCO 17 North Texas Healthcare System NCO 17 Network Contracting Activity 124 E. Hwy 67, Suite 100 Duncanville TX 75137

X 100

X

624190

$12 Million

Net 30

N/A

X

36C257

Department of Veterans Affairs West Texas VA Health Care Facilities Multiple Locations - See SOW

36C257

NCO 17

Department of Veterans Affairs North Texas Veterans Health Care Center

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

See Continuation Page

See CONTINUATION Page

X X

X 1

Yomika Brock Contracting Officer

36C25722Q0030

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK

PART 1 -GENERAL INFORMATION

PART 2-DEFINITIONS & ACRONYMS

PART 3-GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES ..23

PART 4-CONTRACTOR FURNISHED ITEMS AND SERVICES

PART 5-SPECIFIC TASKS

PART 6-APPLICABLE PUBLICATIONS

PART 7-TECHNICAL EXHIBIT LISTING

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...32

C.5 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.7 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

ITEM

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

• Name/address of organization contract was with

• Contract number/title

• Brief description of contract scope and dollar value

• Point of contact information (name/title/phone number/e-mail address) References may be from Federal/State/Local Government organizations or from commercial organizations in which the contractor performed as a Prime Contractor.

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (FEB 2021) (JUL 2020) (DEVIATION)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: _______________________ Address: _______________________ City, ST, Zip _______________________ Phone: _______________________ POC Name: _______________________ POC Email: _______________________

DUNS: _______________________

TIN: _______________________

b. GOVERNMENT: Contracting Officer 36C257

Yomika Brock Yomika.brock@va.gov

Department of Veterans Affairs NCO 17 North Texas Healthcare System NCO 17 Network Contracting Activity

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

This is accomplished through the

Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp

This is mandatory and the sole method mailto:Yomika.brock@va.gov for submitting invoices.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVICE

S

QUANTIT

Y

UNI

T

UNIT

PRICE AMOUNT

12.00 MO ________

Employee Assistance Program Services Contract Period: Base POP Begin: 05-01-2022 POP End: 04-30-2023

Employee Assistance Program Services Contract Period: Option 1 POP Begin: 05-01-2023 POP End: 04-30-2024

Employee Assistance Program Services Contract Period: Option 2 POP Begin: 05-01-2024 POP End: 04-30-2025

Employee Assistance Program Services Contract Period: Option 3 POP Begin: 05-01-2025 POP End: 04-30-2026

12.00 MO ________ ________________

Employee Assistance Program Services

Contract Period: Option 4 POP Begin: 05-01-2026 POP End: 04-30-2027

GRAND

TOTAL

B.3 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

0001-

SHIP TO: Department of Veterans Affairs West Texas VA Health Care System Facilities Multiple Locations - See PWS

USA

ALL

MARK

FOR:

Sherre Davis 432-264-4820 sherre.davis@va.gov

B.4 STATEMENT OF WORK

EMPLOYEE ASSISTANCE PROGRAM

For the West Texas VA Health Care Facilities

PART 1 -GENERAL INFORMATION

1.General:

This is a non-personal services contract to provide Employee Assistance Program (EAP) and Work/Life services to employees of the West Texas VA Health Care System (WTVAHCS) located in Big Spring, Texas which are assigned to the Veterans Integrated Service Network 17.

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is accountable to the Government.

2.Description of Services/Introduction:

2.1 The purpose of EAP is to provide appropriate one-on-one professional counseling services for prevention, treatment, and rehabilitation of employees with alcohol, drug abuse, or other biopsychosocial problems that are adversely affecting the employee’s job performance and/or conduct. Biopsychosocial problems may include physical, emotional, financial, marital, family, legal, or vocational issues. EAP services may be made available to immediate family members as needed in assisting the employee.

2.2 The contractor will be expected to provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform EAP services as defined in this Statement of Work except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

2.3 Services will be provided in locations convenient for employees working at and primarily residing near the facility locations identified in technical exhibit 3. There shall be no hidden charges, fees, or billed services to the WTVAHCS employees for services rendered in accordance with this performance work statement which shall include parking expenses at the contractor’s site location.

3. Background:

The WTVAHCS provides health care services to Veterans of the U.S. armed services. Part of the care provided to Veterans involves providing services in the form of guidance and support to hospital staff. WTVAHCS facilities are in need of contracted support for employee counseling services.

Objectives:

• Provide EAP and Work/Life Services for the West Texas VA Health Care Facilities’ Employees

• Provide ongoing EAP awareness training and outreach

• Provide Team Building/Conflict Resolution/Organization Development Assessments

• Provide Critical Incident Stress Management

4. Scope:

4.1 The contractor shall establish and coordinate an EAP to provide services as specified herein based on the fixed estimate of the number of employees anticipated to seek assistance in a given month for each health care system. The program shall be established in close collaboration and under general oversight of the Contracting Officer’s Representative (COR) at each health care system. Services will be provided at the contractor’s facilities. One counseling facility must be provided and located within a 30-minute commute or 15 miles of each location identified in technical exhibit 3.

4.2 The contractor shall provide all resources necessary to accomplish the tasks and deliverables described in this Statement of Work. The contractor will independently provide support services to satisfy the overall operational objectives of WTVAHCS. The primary objective is to provide services and deliverables through performance of employee counseling and assistance services that may be needed by the Department of Veteran Affairs employees employed at WTVAHCS facilities, to include outlying clinics and locations (CBOC, mobile clinics etc. or equivalent). These services are to be brief, focused, crisis intervention with referral for appropriate treatment.

4.3 The program provided shall be multi-faceted, providing confidential assessment, short-term counseling and/or referral for those presenting with personal problems; biannual training seminars for managers and supervisors on using EAP services to help deal with the troubled employee or for conflict resolution, sexual harassment, workplace violence, for staff as requested by Human Resources; workshops for staff to identify and help resolve behavioral, health, or job performance problems; education, assessment referral, and back-to-work services for alcohol and drug problems, as needed to comply with the policies of the VAMC; and for consultation with Human Resources regarding employees with job performance issues, who may benefit from referral to EAP.

4.4 Any care, which cannot be accomplished within the six sessions, per problem, per person and/or is not classified by the most current edition of the DSM (Diagnostic & Statistical Manual of Mental Disorders), as a psychiatric disorder will be referred to an appropriately credentialed treatment provider, if so desired and agreed upon by the employee. The Program Coordinator or appropriately trained counselors shall only make referrals. Charges for services not covered by this SOW will be the responsibility of the employee. Contractor is required to inform the employee of the charges he/she will be responsible for, prior to performing or scheduling any services. Additionally, with regard to referrals, the contractor shall make every effort to locate services for which the employee’s insurance will provide coverage, locate services with options for financial assistance available, and/or suggest veteran employees eligible to seek treatment through VA seek that as an option. Recommendations for treatment and/or referral may be made, but case file documentation must support that the employee is aware that it remains the employee’s responsibility to maintain job performance whether they choose to utilize EAP or not.

4.5 Counselors may refuse to provide services, if a client is unwilling to cooperate. However, every effort to encourage an employee to seek/continue treatment shall be made. In the case of failure to cooperate or an employee dropping out of the program prior to satisfactory resolution, the case file shall be documented to indicate the relevant facts.

4.6 When management referrals to EAP are due to unacceptable, unusual, or deviant behavior, the Program Coordinator or EAP Counselor shall have documented dialogue with the referring office/individual to define the job behavior, which resulted in the referral. The referred employee will be required to comply with attendance for at least one session.

5. Period of Performance:

The period of performance shall be for one (1) Base Year and four (4) Option Years. The Period of Performance reads as follows:

Base Period May 1, 2022 - April 30, 2023 Option Year One May 1, 2023 – April 30, 2024 Option Year Two May 1, 2024 – April 30, 2025 Option Year Three May 1, 2025 – April 30, 2026 Option Year Four May 1, 2026 – April 30, 2027

6. General Information

6.1 Performance Monitoring and Problem Resolution

6.1.1 Monitoring of contractor performance shall be done by the COR and/or their designees, including Human Resources EAP Coordinator. Incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the CO.

6.1.2 All issues identified by the COR shall be acknowledged verbally by Contractor on same business day and via writing within one (1) business day. Contractor shall create corrective action for each problem identified within two (2) business days, unless issue is deemed urgent by Government, in which case corrective action shall be addressed within one (1) business day of issue identified by Government.

6.2 Recognized Holidays:

Contractor is not required to perform in person services on the following holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

6.3 Hours of Operation:

6.3.1 The contractor shall provide general services from 8:00 am to 4:30 pm, Monday-Friday.

Evening hours from 4:30-9:00 pm will be available as needed for evening appointments. This does not preclude the contractor from offering services after the stated hours for emergency intervention or employee convenience; however, there shall be no additional charge for after-hours service or during federally recognized holidays. Routine appointments shall be established within 24 hours of initial contact and occur within 3- days or at the client’s earliest convenience.

6.3.2 Telephonic emergency crisis intervention service shall be available 24 hours per day, 7 days per week. Emergency appointments shall be available within 24 hours of contact.

6.3.3 Secure web (online) resources and information and tools available twenty-four (24) hour, seven (7) day per week.

6.4 Place of Performance:

The majority of the work to be performed under this contract will be performed at the contractor’s facility. For Specific Tasks B, C, and D in section 5 work may be performed at the closest Government Facility.

6.5 Security Requirements:

6.5.1 Confidentiality: Proper confidentiality should be maintained regarding identifying and personal information of clients and/or family members to include social security numbers, telephone numbers, and interview information. Security will be maintained both physically and with automation equipment. Ethics and standards of confidentiality will be followed according to industry professional standard of conduct.

6.5.2 To ensure employee confidentiality, the contractor shall be monitored by a blind survey procedure during the contract performance period. The contractor will coordinate the dates/times for these training sessions thru the COR.

6.5.3 Case Files – Privacy Act: The contractor shall maintain complete, individual case files for all employees referred for assistance, consistent with industry standards. Case files shall be maintained in accordance with the confidentiality requirements of PL 93-282 and the implementing Federal Regulations, section 2.11(n) of 42 CFR Part 2 and PL 93-579 (Privacy Act).

6.5.4 Client records are kept in a confidential manner in accordance with all applicable federal and state confidentiality laws, regulations, and guidelines including those pertaining to the confidentiality of alcohol and drug abuse patient records such as 42 C.F.R. Part 2, Confidentiality of Alcohol and Drug Abuse Patient Records, HIPPA, the Privacy Act of 1974, the National Archives and Records Administration General Records Schedule 1, and other applicable regulations and guideline governing confidentiality of counseling and medical records.

6.6 VHA Privacy Awareness:

Pursuant to the Veteran Health Administration (VHA) Privacy Principles and Practices, Contractors are required to read and sign the VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information and return to COR overseeing or monitoring the contract for their file.

6.7 Health Insurance Portability and Accountability Act of 1996 (HIPAA):

In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate standard. This contract and its requirements meet the following exception and does not require a Business Associate agreement in order for Covered Entity to disclose Protected Health Information to a health care provider for treatment. Based on this exception, a Business Associate agreement is not required for this contract.

6.8 Eligibility for Services:

6.8.1 Services shall be provided for all employees located at each health care system and their outlying clinics (CBOC, mobile clinics etc. or equivalent). EAP Services may be made available to immediate family members as needed in assisting the employee per Veterans Health Administration Handbook 5019, paragraph 2b. Immediate family is defined as spouse, children, and stepchildren. Significant other is defined as the individual whom the employee shares a household with and has a significant emotional relationship. Significant emotional relationship is defined as a relationship similar to that of a spouse.

6.8.2 Verification of eligibility will be made by viewing employee identification issued by the health care system, samples of the employee badges will be provided during the contract kick off meeting.

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

6.10 Referrals:

6.10.1 Requests for employee assistance program services may be made by the employee (self-referral) and by the Contracting Officer’s Representative (management-directed).

6.10.2 Management-directed referrals include those requested by a manager/supervisor, union representative, or member of the facility’s occupational health office and may involve a single employee or a group of employees.

6.10.3 The contractor agrees to assign referrals to the appropriate qualified staff as represented in its proposal.

6.11 Special Qualifications of Contract Personnel:

6.11.1 The contractor shall ensure all personnel performing under this contract:

• Licensed and/or certified staff for the specialty area required by the inquiry. This includes but is not limited to all applicable state and professional licenses for the specialty concerned.

• Master’s Degree for Social Worker and PhD for Psychologist

• Standardized credentialing processes, including maintenance of credentialing records to ensure providers are properly credentialed and privileged to provide necessary services.

The credentialing process should verify the provider’s malpractice claims, verification of licensures/certifications, and any Medicare/Medicaid sanctions.

• Contractor’s patient records shall be maintained in accordance with all applicable regulations.

• The contractor agrees to assign referrals to the appropriate qualified staff as represented in its proposal.

• Contractor shall identify each person functioning as Key Personnel under this contract.

At a minimum, key personnel are defined as the project manager who will interface with the CORs, and a clinician who will be serving in the close proximity of each primary facility location.

6.11.2 The contractor shall provide, at the request of the Contracting Officer or Contracting Officer’s Representative, documentation of qualifications, training, and experience, of personnel performing under this contract. Failure to ensure personnel meet the necessary qualifications may be cause for termination of the contract. Qualifications of contractor personnel shall be subject to review.

6.11.3 The Government will have the right to request the Contractor replace any individual who is determined by the government to be a security risk, has been determined to have violated client confidentiality/privacy, or has been determined to be under the influence of alcohol or drugs or is physically or mentally impaired to the extent that they cannot perform tasks established in this SOW. This determination shall be made within the sole discretion of the Contracting Officer or his/her designee. This determination shall not relieve the Contractor from meeting the performance requirements of this contract.

6.12 Substitution of Personnel:

6.12.1 The contractor agrees that during the first ninety (90) days of the contract performance period, no personnel substitutions shall be permitted unless such substitutions are necessitated by an individual’s sudden illness, death, or termination of employment. In any of these events, the contractor shall immediately notify the Contracting Officer or the Contracting Officer’s Representative and provides the information required below.

6.12.2 After the initial 90-day period, all proposed substitutions must be submitted, in writing, at least fifteen (15) days in advance of the proposed substitutions to the Contracting Officer or the Contracting Officer’s Representative and provides the information required below.

6.12.3 Requests for substitutions shall include: a detailed explanation of the circumstances necessitating the proposed substitution; resume for the proposed substitute; financial disclosure statement; and other information requested by the Contracting Officer or the Contracting Officer’s Representative necessary to review and approve or disapprove. All proposed substitute personnel shall have the equivalent qualifications as the person they are replacing.

6.13 Transportation and Travel Time: The contract price shall include the transportation of contractor personnel. No additional charges shall be authorized for any transportation expenses incurred during the performance of this contract.

6.14 Performance Survey Procedures: The contractor shall provide a performance survey form. The anonymous performance survey shall be offered to all employees at the conclusion of their counseling. Surveys of services provided shall be provided to the Contracting Officer’s Representative in an analysis format on a quarterly basis.

6.15 Contractor Reports: The contractor shall provide statistical reports on a quarterly basis.

The report shall include, at a minimum, demographic information, as well as types of service provided. See Technical Exhibit 5, Deliverable Specifications.

6.16 Verification of Management-Directed Referrals: The contractor shall issue a verification of attendance with the Contracting Officers Representative on the next business day on all employees who have been management-directed to obtain counseling services, whether the employee has requested leave to attend counseling.

6.17 Financial Disclosure Statement: If requested by the Government, the contractor agrees that all personnel performing under this contract shall provide a financial disclosure statement detailing the extent of any financial interest in any community treatment facility or other resource to which employees might be referred as a result of their counseling under the EAP.

6.18 Correspondence. All correspondence shall be submitted through the COR within the established suspense dates and time limits and shall be accurate, complete, and submitted to the correct office or person. Client confidentiality will be protected at all times when preparing and sending written material, or electronic messages.

6.19 Release of Information. Non-confidential information will be released to requesting military or civilian agencies on a need-to-know basis as determined by the COR. Confidential information will be released upon obtaining the appropriate consent for release of information form signed by the client.

6.20 Training. Cost of needed training will be at Contractor’s expense.

PART 2-DEFINITIONS & ACRONYMS

DEFINITIONS AND ACRONYMS:

DEFINITIONS:

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note:

The only individual who can legally bind the Government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.

ACCESSIBILITY – Those provisions as stipulated by the Americans with Disabilities Act of 1990, as they apply to the Federal community through the Rehabilitation Act of 1973, as amended, providing disabled consumers physical and communications access to services. In addition, it also relates to “the opportunity of consumers to obtain services based on the location of service, hours of operation, and affordable fees.” Council on Accreditation (COA) Glossary, 7th Edition/Version 1.1

ACCREDITATION – The formal evaluation of an organization against generally accepted criteria or standards. A professional society, non-governmental organization or a governmental agency may conduct accreditation activities. Currently, there is no Federal, state, or local requirement for an EAP to obtain accreditation in order to provide services.

AFFILIATES – “An individual or group of professional mental health practitioners,” or other service-oriented entities “who, through a contractual relationship with the prime Contractor, provide EAP services to Federal employees.” Federal Occupational Health (FOH) definitions, as modified by the subcommittee. This arrangement occurs when the prime contractor, in an attempt to satisfy the elements of a Federal EAP contract, hires subcontractors to perform some or all of the requirements of the contract, as part of an external or blended EAP model.

AGENCY POPULATION – Those Federal employees who are full-time, part-time, wage-grade, term, and other directly compensated employees, receiving a W-2 for tax purposes, who are not employees of contractors. This count is usually the number used in tabulating the agency’s EAP utilization rate. (Also see Covered Lives)

ASSESSMENT – An ongoing process or evaluation in which professional expertise and skills are exercised to collect and analyze data, which in cooperation with the client, results in identifying, defining, and prioritizing the client’s physical, mental, and social issues, problems or challenges. An assessment provides for an accurate diagnosis of the client and the basis for a treatment or problem-solving plan. COA Glossary, 7th Edition/Version 1.1 and subcommittee language

ASSESSED PRIMARY PROBLEM – An issue or problem determined by the EAP counselor to be the core issue (such as a mental health concern, work/life issue, and/or medical manifestations) that, once addressed, should result in the resolution or mitigation of the symptoms and/or problems of the client.

ASSESSED SECONDARY PROBLEM – Additional issues that directly affect the primary problem and are often a consequence of the primary problem.

ASSESSED TERTIARY PROBLEM – Additional problems or issues may need to be addressed, which may be related to, or be independent of, the primary or secondary problem.

ASSESSMENT AND REFERRAL EAP – An EAP that offers services limited to providing assessment and information and referral to its respective clients. Sessions are limited to conducting the assessment and providing that information to the client including a treatment or problem-solving plan.

BACK-TO-WORK CONFERENCE – A conference usually arranged by the EAP counselor with the prior consent of the employee/client, to meet with the client’s supervisor, EAP counselor, union representative and other appropriate management and treatment personnel as may be pertinent to the situation, to facilitate the employee’s successful return to work. (Before involving a union representative, the employee’s supervisor should contact the labor relations office to determine what, if any, obligation exists to notify/invite representation.) Such a conference is scheduled following an extended hospitalization or other long-term medical treatment. The conference agenda usually considers the employee’s ongoing treatment and aftercare needs in coordination with the agency’s expectation of the employee’s performance, conduct and attendance. Sub-committee language and Employee Assistance Professionals Association (EAPA) Glossary of Employee Assistance Terminology, 1994, page 4.

BIOPSYCHOSOCIAL ASSESSMENT – An assessment based on a model of health and illness that links the nervous system, the immune system, behavioral styles, cognitive processing, and environmental factors.

American Psychological Association (APA) definition of Psychosocial Model The assessment is performed by a well-trained and licensed mental health professional and is a precursor to any diagnosis, or any short or long-term mental health counseling or referral.

BLENDED EAP MODEL – See EAP MODEL

BRIEF/SHORT-TERM COUNSELING/TREATMENT – Services provided by the EAP counselor to the employee/client for approximately 1 to 6 sessions. The basis for the number of sessions is often determined by the philosophy of the agency and/or financial considerations. When counseling is required beyond the number of sessions originally provided, the EAP counselor is expected to ensure the employee is referred out and the linkage to the new counselor is made.

CAPITATION RATE – A per-employee dollar amount per year, paid by a Federal agency to an external EAP provider for EAP services, under the terms of a contract. In exchange for the payment, the EAP vendor usually provides all contracted services regardless of the level of use (utilization) by agency’s employees and covered family members.EAPA Glossary of Employee Assistance Terminology, 1994, page 4, and subcommittee modification. Thus, if only one employee received services the entire year, the contractor would receive 100% of the agreed-to payment. If hundreds of employees were to receive services, the contractor would have to provide the services at the agreed-to price without any additional consideration.

CAPITATED RISK – The assumption of responsibility by a clinician or an organization for providing specific services to clients under a pre-established reimbursement agreement,8 and where the contractor assumes the financial risk should the EAP services delivered exceed the contractor’s cost projections. COA Glossary, 7th Edition\Version 1.1, page 2

CASE – Represents a discrete unit of contact as defined by the sponsoring Federal EAP (host organization). A case may be defined by agency policy and/or within the parameters of an EAP contract. Thus, an agency can have a counseling (clinical) case, a management/supervisor consultation case, an assessment, and referral only case, or an information & referral only case.

When determining utilization, the reporting EAP should identify what type of cases they are reporting and report each as an individual incident rate (i.e.: Counseling cases = 6%, I&R only = 4%, etc.)

CASE OPENED – A formal documented client relationship between an EAP counselor and an employee or covered family member, in which a written or electronic record is established after contact has been made between the counselor and the client. As an example, an EAP can report having a specified number of opened “counseling cases,” “I&R cases,” or “assessment and referral cases.”

CASE MANAGEMENT – The coordinating, monitoring, and discharge planning of overall services, by the EAP counselor for the EAP client and Federal agency, to ensure treatment gains are realized and that the employee makes the most benefit of the resources at hand. This is usually a standard component of the EAP vendor’s service and may or may not be provided at an additional charge, when provided by a contractor.

CHEMICAL DEPENDENCY – Physiological and psychological dependence on a chemical, such as alcohol, tobacco, barbiturate, or narcotic, which results in a number of physical and emotional symptoms such as increased tolerance and withdrawal symptoms when the chemical is removed.

CLIENT – An individual who is eligible to receive EAP services, as defined by agency policy or contract requirements. A client might include an employee or the employee’s spouse, dependent child, parent, or domestic partner, or a retiree.

CLIENT RECORD – A written and authenticated compilation of information that describes and documents the assessment and present, prospective, and past services to the consumer. The content of the record may be defined by the Federal agency or by the EAP contractor. The format and content of a client record is usually based on accepted practice standards applicable to the EAP.

CLIENT SATISFACTION SURVEY – An anonymous and confidential measurement solicited from the EAP client, by the EAP contractor or sponsoring Federal agency, which reflects client satisfaction with EAP services received. A Federal agency may design its own survey instrument or have the contracted EAP design one as part of its contract requirements, with or without the Federal agency’s input. Such measurements should be routinely taken by an acceptable and easily administered means. Whenever possible, the survey instrument should allow for easy tabulation and review. Client satisfaction assessments may include, but are not limited to, such items as timeliness of initial contact, timeliness of service delivered, follow-through, effectiveness in resolving the client’s issues, confidentiality, accessibility, and conformity with the agency’s culture.

CLINICAL – Of or pertaining to examination, assessment, and direct counseling or treatment, as opposed to experimental or laboratory study. COA, 7th edition\Version 1.1, page 3, modified by including the word “counseling.”

CLINICAL PERSONNEL/STAFF – Those persons the Federal agency has designated to provide assessment and counseling services through its EAP. Such personnel are usually licensed mental health practitioners or otherwise qualified and trained professionals who provide the treatment or counseling services.

CLINICAL SERVICES – Those services offered by an EAP counselor in which an assessment and counseling are provided.

COUNSELING SERVICES – Specialized services and therapeutic interventions provided by both licensed and non-licensed professionals (as permitted by the sponsoring Federal agency) with the purpose of identifying and mitigating or resolving clients’ personal, professional, financial, mental health, or addiction problems or challenges. COA, 7th edition\Version 1.1, page 4, and subcommittee language.

COUNSELOR, EAP – A specially trained individual, usually licensed in the field of mental health and addictions, who operates in an occupational setting and whose clients may be both management and employees in general.

COVERED LIVES – The total universe of persons who are eligible for EAP services as defined by the sponsoring (host) agency. A Federal agency might define covered lives as employees and their family members, while another agency may offer services only to employees.

CRISIS INTERVENTION – A brief type of therapy or counseling, offered to persons involved in a highly emotional or traumatic event, to prevent long-term psychological harm, with the intention of restoring the clients to at least their pre-crisis level of functioning, and referring to long-term treatment resources as may be warranted.

CRITICAL INCIDENT – An event, usually sudden, unexpected and potentially life-threatening, “in which a person experiences a trauma, i.e., feels overwhelmed by a sense of personal vulnerability and/or lack of control. Examples of a critical incident are a natural disaster, serious workplace accident, a hostage situation or violence in the workplace. EAPA Glossary, 1994, page 7, and committee language

CRITICAL INCIDENT STRESS DEBRIEFING (CISD) – A structured group or individual intervention that encourages the expression of thoughts and feelings about the incident, followed by identification and normalization of symptoms, familiarization with the process of recovery, and referral to appropriate services. The EAP (in cooperation with the host organization), usually schedules a CISD at the worksite with a group of employees directly affected by a critical incident as soon as possible following the traumatic event. A CISD is a concept coined by Jeffrey T. Mitchell, Ph.D.,15 and has become an integral part of the International Critical Incident Stress Foundation (ICISF). It was originally meant to be applied among public safety, disaster response, and military and emergency service personnel by a skilled intervention team. The ICISF contends that a CISD can also be used with virtually any population, including children, when employed by a skilled intervener. Some researchers contend that “scientific studies have resulted in numerous calls for caution and restraint in the use of CISD.”

CRITICAL INCIDENT STRESS MANAGEMENT – The constellation of services or activities that may be used by an organization to respond to and manage a critical incident (core concept was developed by the International Critical Incident Stress Foundation). Services and activities include, but are not limited to, debriefings, outreach to the workforce, psycho-educational activities related to trauma, anniversary responses, etc.

DIAGNOSIS – The process by which a social, physical, emotional, or mental problem and its underlying causes are identified by the treating physician, counselor, etc. The process involves collection and analysis of relevant information17 and should be performed by a qualified licensed professional. 17 COA, 7th Edition/Version 1.1, page 5, (modified with the additional phrase “by the treating physician, counselor, etc.”

DRUG ABUSE – An individual’s excessive use of substances (either legal or illegal) that are consumed in amounts hazardous to the health or safety of the person and/or community.

DRUG ADDICTION – A state of physiological dependence that results from the abuse of chemical substances. In the absence of the substance, an individual experiences symptom of withdrawal. 18 COA (See also Chemical Dependency)

DRUG FREE WORKPLACE – Those laws, regulations and policies emanating from Executive Order (EO) 12564 of September 15, 1986, and subsequently the Drug-Free Workplace Act of 1988, that ordered Federal employees to refrain from using illegal drugs, whether on or off duty.

It mandates that the head of each Executive agency shall develop a plan for achieving the objective of a drug–free workplace. Elements of the plan include establishing a program to test for the use of illegal drugs by employees in sensitive positions; training for managers and employees; and establishment of EAPs that emphasize high-level direction, education, counseling, referral to rehabilitation, and coordination with available community resources.

Executive Order 12564 and committee language.

EMPLOYEE ASSISTANCE PROFESSIONAL – An individual who assists the organization, its employees and their family members with personal and behavioral problems including, but not limited to health, marital, family, financial, alcohol, drug, legal, emotional, or other personal concerns which may adversely affect employee job performance and productivity. The specific activities of an EA professional may include any of the services described under the definition of Employee Assistance Program (below). EA Professionals providing clinical services must be licensed or certified in their state to provide these services. Additional credentials may be required by the host organization.

EMPLOYEE ASSISTANCE PROGRAM – An EAP is a worksite-based program designed to assist in the identification and resolution of work-related and non-work-related productivity problems associated with employees impaired by personal concerns including, but not limited to, health, marital, family, financial, alcohol, drug, legal, emotional, or other personal concerns which may adversely affect employee job performance. The specific core activities of EAPs include (1) services for individuals (such as identification and resolution of job-performance issues related to an employee’s personal concerns, and assessment, referral, and follow-up);

(2) services for managers and supervisors (such as assistance in referring employees to the

EAP, supervisor training, and management consulting); (3) services for organizations (such as violence prevention/crisis management, group interventions, and employee orientation); and (4) administrative services (such as the development of EAP policies and procedures, outreach, evaluation, and referral resources development).

EMPLOYEE ASSISTANCE PROGRAM ADMINISTRATOR – The agency staff person responsible for managing all EAP related policies, procedures, and services. This may include acting as the contracting officer’s representative (COR), supervising staff, providing information about the EAP to agency employees and managers, and ensuring the quality of all services provided. The Administrator is usually a Federal employee entrusted to look out for the Government’s best interest and may also act as the EAP Liaison.

EAP LIAISON – Those individuals employed by the sponsoring Federal agency (host) who are responsible for ensuring that the EAP contract is administered in accordance with established policies and procedures.

EAP MODEL – The method of delivering EAP services. While the types of services offered through the EAP may vary in breadth from agency to agency, they are typically delivered through one of 5 basic staffing models. These are:

1. Internal model, where the EAP staff is comprised of Federal employees and there are no contractors involved.

2. External model, where the sponsoring Federal agency has entered into a contract for an outside vendor to provide all EAP-related services.

3. Blended model, where both Federal and contract personnel are involved in the delivery of EAP services. The Federal employees usually have the role of monitoring the EAP contractor’s services, billing, and performance, while also providing counseling and other administrative services.

4. Consortium model, where a group of Federal agencies contracting with one agency or contractor to provide employee assistance services.

5. Peer-Based Programs (or Peer Support Program) – An in-house program, typically delivered through trained peer/coworker volunteers. Usually offers education, training, and referrals.

EMPLOYEE – See AGENCY POPULATION

ETHICS – Formal principles or values for evaluating practices that are right or wrong, good or bad. Most professional organizations have ethical codes of conduct that define general standards of appropriate professional conduct.

ETHICAL STANDARDS – A specific set of professional behaviors and values (code of ethics) the employee assistance professional must know and abide by, including confidentiality, accuracy, privacy, and integrity. A non-licensed EAP professional or counselor should, at a minimum, abide by the Employee Assistance Professionals Association (EAPA) Code of Ethics and Employee Assistance Certification Commission (EACC) Code of Professional Conduct.

EVALUATION – A qualitative or quantitative measure of EAP performance related to program goals. A process evaluation measures the activities associated with the daily operation of the program, such as number of employees seeking services, the waiting time between initial contact and help, and the number of consultation services resulting from supervisory referrals.

An outcome evaluation measures the results of EAP activities, such as return on investment and supervisor rating of employee’s performance after EAP intervention.

FEE-FOR-SERVICE – Payment to providers/contractors, by a Federal agency, only for those EAP services rendered. Usually based on an hourly fee for services actually performed, such as counseling time, training hours performed, or time spent providing information.

FITNESS FOR DUTY (FFD) – An employer’s determination of an employee’s preparedness to work. Fitness-for-duty policy and procedures are often associated with the use of alcohol or illegal drugs yet may also deal with an employee’s general physical or mental readiness to perform in a particular position. FFD procedures may require medical and/or psychological evaluation of an employee, or drug testing of an employee exhibiting unusual or bizarre behavior. FFD procedures may be regulated by Federal law. EAPA, page 10, with committee narrative added at the end. Federal EAPs must exercise extreme caution in becoming involved in determining an employee’s fitness for duty, in order to avoid confidentiality, legal and other ethical entanglements, and should especially refrain from conducting a FFD on an employee who had previously been an EAP client. To further delineate FFD reporting, the EAP’s Statement of Understanding should highlight any reporting requirements the Federal (host) agency has required in this regard and explain it to each employee/client before EAP services are rendered. For further discussion on agencies’ authority to require or offer medical examinations see 5CFR §339, “Medical Qualification Determinations.” Fitness-for-Duty determinations are to be distinguished from a counselor’s “duty to warn.”

FOLLOW-UP – One or more contacts with an EAP client to monitor progress and/or the impact of the EAP recommendations or referrals to treatment resources and to determine the need for additional services. Follow-up may consist of telephone contact, in-person interviews, written satisfaction and progress surveys/questionnaires, and a review of job-performance and attendance records. Follow-up is a monitoring process, not a therapeutic process such as aftercare.

HOST ORGANIZATION – The Federal agency or sub-agency that provides the resources to establish and support EAP services.

IMMEDIATE FAMILY -Defined as spouse, children, and stepchildren. Significant other is defined as the individual whom the employee…