A21_Combined Synopsis Solicitation_EAP and Worklife.pdf

Combined Synopsis/Solicitation Number: W912HQ21R0005 – Request for Offers

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format FAR 12.603 – Streamlined Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Offers are being requested and a written solicitation will not be issued. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-03, dated February 16, 2021.

This requirement is for a full and open competition AMONGST SMALL BUSINESSES (100% small business set-aside) under North American Industry Classification System (NAICS) code 624190, “Other Individual and Family Services”. The size standard for this NAICS code is $12M.

Description: This requirement is a Firm-Fixed-Price (FFP) Single Award Task Order Contract (SATOC) for Employee Assistance Program (EAP) and Work-life Services. The Contractor shall provide a broad range of EAP and work-life services including consultation, counseling, personalized searches and referrals, website data bases, critical incident support, promotional materials, and wellness educational seminars to federal employees and supervisors. Contract will offer services to full time and part time civilian employees, their dependents, and household members who are part of this PWS.

The ordering period for the SATOC will be five years from the date of award. There is a $25,000 minimum guarantee. This is a decentralized ordering vehicle open to all USACE Contracting Officers.

SATOC Contract Line Items:

CLIN Description Unit Price (Rate Per Person) 0001 EAP Services Each/Per Person 0002 Critical Incident Support JOB $5,000 0003 Training JOB $5,000 1001 EAP Services Each/Per Person 2001 EAP Services Each/Per Person 3001 EAP Services Each/Per Person 4001 EAP Services Each/Per Person

Basis for award: The Government will award a contract resulting from this combined synopsis/solicitation based on the tradeoff/best value analysis of responsible offers whose service meets the requirements as listed in the performance work statement.

Offerors must submit the following documents for this solicitation:

1. Price proposal using CLIN structure above;

2. A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. Refer to Addenda to 52.212-1 starting on page 43;

3. Past performance information, to include a list of recent and relevant contracts/subcontracts (three max) for the same or similar items and completed

Performance Assessment Questionnaires (including contract numbers, points of contact with telephone numbers and other relevant information) for each listed contract/subcontract;

4. Include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration;

5. Insurance documentation required by clause 52.237-7, INDEMNIFICATION AND MEDICAL

LIABILITY INSURANCE.

6. Completed Federal Acquisition Regulation (FAR) provisions 52.204-24 and 252.204- 7017. Regarding provision 52.212-3 ALT I, the Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://beta.sam.gov/. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision.

7. The Service Contract Act applies to this requirement. The primary place of performance of performance is at the contractor’s site. Contractor shall list the site(s) of performance and comply with the Wage Determinations for all proposed work site(s). The Wage Determination for each site will be incorporated into the resultant award. Wage Determinations can be found on https://beta.sam.gov/.

Offerors are required to be actively registered with the System for Award Management (SAM) at https://beta.sam.gov/ prior to award. Offerors are highly encouraged to download and review all attachments to this solicitation prior to submitting an offer.

Ordering Period, First Task Order Period of Performance, and Place of Performance:

SATOC: 5 Year Ordering Period, Starting May 9, 2021

Place of Performance: Contractor’s location, unless in cases of emergency.

USACE Participating Population Data (approximate):

Year 1 – 17,700 people Year 2 – 18,500 people Year 3 – 19,500 people Year 4 – 25,500 people Year 5 – 29,000 people

Attached is an excel spreadsheet of USACE Districts and Centers that have indicated interest in ordering off this vehicle. USACE anticipates additional Districts and Centers will use this vehicle in subsequent years.

Date, Time, and Place Offers are Due: The closing date for the delivery of a response to this combined synopsis/solicitation is on or before 5:00 pm Eastern Time (ET), on 1 April 2021.

All clarification requests/questions regarding this solicitation are due by 12:00 pm ET, on 12 March 2021. Offers and clarification requests/questions shall be e-mailed to the Point of

Contact (POC) shown below by the closing date and time. It is the offeror’s responsibility to ensure that the email transmission is received by the Government prior to the closing date and time. Upon receipt of an electronic offer, the Government will acknowledge receipt of that offer via email to the offeror.

POC: Amanda Eaton Address: 7701 Telegraph Road, Alexandria, VA 22315 Phone: 703-428-6318 Email: amanda.e.eaton@usace.army.mil

PERFROMANCE WORK STATEMENT (PWS)

Employee Assistance Program & Work-life Services U.S. Army Corps of Engineers

(USACE) IDIQ Contract

February 22, 2021

1. GENERAL: This is a non-personnel services contract to provide Employee Assistance

Program (EAP) and Work-life services. 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 responsible to the Government.

1.1Background: It is the responsibility of the U.S. Army Corps of Engineers (USACE) to implement and oversee the EAP services in assisting USACE Federal civilian employees in achieving increased job performance through resolution of the presenting problems and the prevention of the recurrence of these problems.

1.2 Objectives:

1.2.1 Empower employees in their efforts to resolve personal problems that may impact adversely on work performance

1.2.2 Assist employees in balancing their professional and personal lives by linking them with programs and services that can help them attain and maintain this balance.

1.2.3 Equip employees with information and referral resources that assist in the caring for dependent family members.

1.2.4 Provide high quality programs and services that will lead to a happier, more productive workforce

1.2.5 Support supervisors, managers, and other workplace leaders in managing the complex demands of the workplace.

1.3 Scope: The Contractor shall provide a broad range of EAP and Worklife services including consultation, counseling, personalized searches and referrals, website data bases, critical incident support, promotional materials, and wellness educational seminars to federal employees and supervisors. Contract will offer services to full time and part time civilian employees, their dependents, and household members who are part of this PWS. The program shall operate under the following concepts:

1.3.1 Program design and delivery shall emphasize:

1.3.2 Encouraging employees, supervisors, managers, and union representatives to call the EAP/Worklife Program to discuss personal concerns that are a cause of stress.

1.3.4 Reminding callers that EAP/Worklife professionals are qualified to discuss a full range of personal, family, financial, legal and work-related issues.

1.3.5 Informing callers that services are free of charge.

1.3.6 Analyzing agency demographics, identifying trends, developing prevention education programs, and designing other services in direct response to these findings.

1.3.7 Providing educational materials and seminars on EAP/Worklife issues in either a virtual or in-person setting.

1.4 Period of Performance: The SATOC will contain a five-year ordering period starting on May 9, 2021.

1.5 Recognized Holidays: The Contractor is not required to perform service on the following holidays (except for 24/7/365 National Service Center in para 3.0 and 5.2)

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

1.6 Hours of Operation: The Contractor Field Consultant is responsible for conducting business, between the core hours of 8:00 AM to 4:30 PM, arriving no earlier than 6:30 AM and no later than 6:30 PM Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.7. Place of Performance: The work to be performed under this contract will be performed in a contractor provided office space throughout the U.S. Contractor personnel may be requested to work at the Government’s alternate locations during emergencies and emergency exercises. Individual Contractor personnel may be designated as essential personnel to support contingency operations at alternate Government locations during actual emergencies and emergency exercises.

1.8 Type of Contract: The government will award a firm fixed price contract.

1.9 Security Requirements: The Contractor shall comply with all security policies and procedures that apply to USACE. Security procedures shall be made available to Contractor personnel.

1.9.1 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use.

At the close of each work period, government facilities, equipment, and materials shall be secured.

1.9.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.9.3 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting

Officer.

1.9.4 Contractor employees who are not sponsored by a government employee will not be granted access to any facilities under USACE control nor will USACE security approve logical access to information systems if a notice of visit containing either the DOD ID number or the social security number is not provided to the security office. All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

1.9.5 Contractor personnel who do not require a common access card may be granted physical access based on favorable results of an NCIC III records check.

Contractors who need a common access card must have the minimum of a favorably adjudicated NACI. If no investigation is on file the CAC will not be issued until a favorable FBI fingerprints check is received by the security office and the NACI has been initiated in PSIP. HECSA Security will initiate all NACI investigations. Contractors who require access to classified information must be performing work on a classified contract and the contract company is responsible for initiating all required investigations for the appropriate security clearance.

1.9.6 The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.

1.9.7 Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.9.8 Key Personnel: The personnel listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the Contracting Officer's written consent; provided that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer's consent required by this document.

1.9.8.1 Program Manager. Minimum Qualifications: Employees must demonstrate that they have successfully completed a master's or equivalent graduate degree OR have successfully completed two full years of progressively higher graduate level education leading to a master's degree in business, health care administration or related field or equivalent education. 5 years of experience in project management, including such areas as budget reconciliation, data management, billing, accounting and customer service. Proficient in Microsoft applications, specifically Word, Excel and web-based applications.

1.9.8.2 Service Center Manager, EAP. Minimum Qualifications: The Service Center Manager, EAP shall meet or exceed the requirements for a qualified Staff Counselor and, in addition, must be an experienced mental health clinician and clinical supervisor. Experience/Requirements: The position shall have five (5) years post-masters experience in Mental Health (MH)/Chemical Dependence (CD) or EAP service delivery settings, two (2) years direct clinical supervisory experience, and three (3) years supervised EAP experience.

1.9.8.3 Qualified onsite Staff Counselors. Minimum Qualifications: Shall hold a Masters and/or Doctorate degree from an accredited college or university recognized by the corresponding professional association(s) in a clinical mental health field. In addition, they: Shall have a current state license or state certification to practice as a mental health practitioner (e.g., social worker, clinical psychologist, marriage and family counselor, and professional counselor) in the state(s) where practice takes place. If such licensure/certification is not available in that state, the individual shall hold appropriate certification from a recognized national certification organization or board.

Any Counselor assigned to perform duties related to clients in other states, e.g., telephonic screening, CISM, assessment, counseling and referral; back-up for remote locations; and short-term temporary case-management must be licensed or certified in the state where he/she is physically located and have adequate knowledge of the state laws governing mental health issues and clinical practice for the population they are serving. Clinical supervision and consultation must be available (24 hours a day) and used to ensure adequate knowledge of state laws is appropriately integrated into the delivery of services. Shall be able to practice at the independent level without requiring state mandated clinical supervision. In rare cases, requests for waiver of this requirement will be approved at the discretion of the COR. Shall have demonstrated capability to complete accurate bio- psycho-social assessments including substance abuse assessments. Shall have or be covered by professional liability insurance coverage of at least $1,000,000 per occurrence; $3,000,000 aggregate.

The Contractor shall ensure that Counselors performing phone counseling have specialized experience and training in phone counseling. Shall have a minimum of five years of clinical experience after receiving the graduate degree that qualifies the Counselor for this position.

1.9.8.4 Financial Advisors/Licensed Attorneys

Minimum Qualifications: The Contractor shall ensure that all attorneys are licensed and certified by the Bar Association in the state(s) in which the client resides.

Attorneys and law firms shall be licensed in the state in which they practice and shall maintain a policy of Errors and Omissions coverage consistent with State requirements and/or a minimum of $300,000 coverage, whichever is greater.

Financial Advisors/Consultants/Planners shall be experienced and professionally qualified to perform the services provided.

1.9.8.5.2 Identification of Contractor Employees: All contract personnel attending meetings, answering federal government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are federal government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Contractor personnel will be required to obtain, use, and display a Common Access Card in the performance of this service.

1.9.8.5.2 Contractor Travel: The Contrator shall travel when ordered and required per task order. The Not-to- Exceed amount for travel is $5,000.

1.9.8.5.3 Data Rights: N/A

1.9.8.5.4 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.)

or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.10 Monthly Contractual Information Requirements: The contractor will provide monthly reports to the USACE COR and USACE technical representative that consists of information that is void of any confidential, PHI, or PII information to include:

1.10.1. The number of total services requested by category (e.g., financial, behavioral, WorkLife, Financial and Legal services, and Drug/Substance use/Abuse and location/organization (e.g., USACE MSC, FOA, Center, or Lab).

1.10.2. The overall trends of total services requested (e.g., financial, behavioral, workLife, Financial and Legal services, and Drug/Substance use/Abuse and location organization (e.g., USACE MSC, FOA, Center, or Lab).

2.0. SPECIFIC TASKS: CLIN 1

2.1. Program Management Support – The Contractor shall provide the following program management support:

2.1.1. The Contractor shall provide a dedicated Program Manager (PM) to work with the USACE Technical POC to support all aspect of this PWS including: demographics of the workforce, employee work schedules, and geographic distribution of employees, employee insurance coverages, specific job performance issues, current disciplinary policies and procedures, and types of personal problems already known to be of concern to employees. The PM shall develop and recommend guidelines and procedures concerning the identification and referral of employees who need help with personal problems. The Contractor shall review the overall functioning of the program on a monthly basis and coordinate needed adjustments with the COR and Technical POC.

2.1.2 The Contractor shall provide a continuous quality improvement program that measures the following: Quarterly reports will be emailed to agency COR and Technical POC at the end of following month after quarter ends.

2.1.3 Contractor employees who are not sponsored by a government employee will not be granted access to any facilities under HECSA control nor will HECSA security approve logical access to information systems if a notice of visit containing either the DOD ID number or the social security number is not provided to the security office. All contractor employees will be escorted in areas where they may be exposed to classified and/or sensitive materials.

2.1.4 Contractor personnel who do not require a common access card may be granted physical access based on favorable results of an NCIC III records check.

Contractors who need a common access card must have the minimum of a favorably adjudicated NACI. If no investigation is on file the CAC will not be issued until a favorable FBI fingerprints check is received by the security office and the NACI has been initiated in PSIP. HECSA Security will initiate all NACI investigations. Contractors who require access to classified information must be performing work on a classified contract and the contract company is responsible for initiating all required investigations for the appropriate security clearance.

2.1.5 The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.

Number of Employees Served Method of Referral (self-informal supervisory, formal supervisory) Incidence of Presenting Problems Demographic Profile of Employees Utilizing the EAP Case resolution Satisfaction Surveys result (confidentiality not compromise) Quarterly reports will be emailed to agency at the end of following month after quarter ends

2.1.6 The Contractor shall notify the USACE COR and Technical POC in writing whenever a malpractice claim involving a USACE 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 COR and Technical POC within 48 hours after any onsite Field Consultant 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.

2.1.7 The contractor shall permit on-site visits by the COR and Technical POC to assess contracted services, e.g. adequacy, compliance with contract requirements, record-keeping, etc.

2.1.8 The contractor shall make recommendations to the COR and Technical POC to ensure optimum counseling staffing levels and placement based on agency geographic dispersion, program utilization, affiliate counselor accessibility and other relevant factors to maintain program quality and access.

The contractor shall track staff counselor capacity and affiliate counselor assignment utilization. The contractor shall conduct an analysis of staff placement for all service areas and coordinate status with agency.

2.1.9 The contractor shall provide a standard, comprehensive statistical report on a quarterly basis. Reports will provide demographic and utilization data points. Report will be email to COR and Technical POC ne the last day of the following month after quarter end. Quarterly Utilization reports will be provided using population data provided by USACE.

3.0. Toll Free Number

3.1 National Service Center: The Contractor will ensure service is accessible through dedicated toll-free telephone number 24 hours a day, 7 days a week. Expert, credentialed staff will answer the phone immediately, establish eligibility for services, and identify the services needed (i.e., referral to a counselor or WorkLife specialist, referral to legal and financial experts, etc.). Access to language translators covering more than 100 languages will be available as well as a phone system utilizing dedicated TDD equipment for quick and easy access to services for those who are hard of hearing. This service shall serve as the gateway to EAP access and mental health professionals. Initial call must obtain information from employee regarding permission, specifying what information can be disclosed and to whom. The Contractor must ensure that a Contractor staff member answers 85% of calls within thirty-seconds

3.2 International Services: Employees in international locations who are seeking services will be instructed to call the dedicated toll-free number to reach Contractor’s National Service Center staff and securely refers the employee to an international affiliate or virtual option by a U.S.-based professional. International services including active phone number and services will be available 24/7/365. Additionally, telephone behavioral health services will be made available with a U.S.-based EAP provider for international deployees.

4.0 Web Based Services

The Contractor will provide a user-friendly suite of web services with fast and easy access to interactive tools and resources on a wide range of topics. The site provides valuable assessment tools; searchable databases; articles; information on topics such as depression, parenting, retirement, finances, substance abuse, workplace conflicts, family issues; and more

Website services complement the traditional EAP services by providing a "self-serve" option that enables employees to obtain accurate information and help on sensitive issues. In performance of this requirement, the Contractor shall provide all necessary personnel, infrastructure, and technical support to implement and maintain a comprehensive, professionally accurate, and user friendly EAP website. The Website must be compliant with Section 508 of the Rehabilitation Act of 1973, as Amended 29 U.S.C. 794 (d).

The Contractor shall provide easy entrance to the website. Employees must view the entrance and navigational process as user-friendly and not as a deterrent to use of the website. If the user elects to register, e.g., to enable the Contractor to alert them to new information on topics of special interest to the user, then the user will be alerted to the availability of the new information when the user next accesses the first page of the website.

4.1 On-Line Library

The Contractor shall have a comprehensive on-line library that enables employees to view and print professionally accurate informational, educational, and health and wellness promotional resources on a variety of EAP related topics. The Contractor shall maintain an up-to- date library of current information through regularly scheduled content refreshment.

4.2 Self-Assessment Tools

The Contractor shall have self-assessment tools such as: alcohol and other drugs, leadership, depression, anxiety, self-esteem, relationship satisfaction, Type A personality, etc. These instruments shall ask questions, summarize responses, and provide recommendations for addressing problems.

4.3 Self-Guided Skill Enhancement Tools

The Contractor shall have a robust set of skill enhancement tools to help employees manage certain conditions or situations, e.g., stress management, time management, dealing with difficult people, and diversity. These tools must be updated and refreshed on a once every two-month basis.

4.4 Online Chat

The Contractor will provide EAP staffed online chat during usual business hours to seek assistance.

Supervisor Links

The Contractor shall provide separate supervisor links that are designed to provide training on supervisor related issues. These sites shall include online interactive training and will allow managers to learn at their own pace and participate on demand.

Managers shall also be able to schedule consultation appointments with EAP professionals.

4.5 Message Forums

The Contractor may be required to develop and maintain message forums that provide overviews of newsworthy topics of interest. The Contractor shall be responsible for refreshing any such message board.

4.6 Employee Orientation

The Contractor shall provide recorded EAP Employee Orientation modules that can be used individually on a self-paced basis.

4.7 Website Branding and Page Customization: The Contractor shall customize the home page of the website to meet the Government’s needs.

4.8 Website Privacy

The Contractor shall maintain the privacy and confidentiality of website users including adherence to the following privacy guidelines:

o The Contractor shall not make the list of site members or users available to any third parties without the written permission of the COR.

o For services offered via the website that "push" content, e.g., bulletins or mass electronic mailings, members shall have the option of opting out of the service.

o The Contractor must treat any Government-provided employee information as proprietary. Such information may only be used for the purposes of supporting this contract. Under no circumstances should this information be shared with any third parties without the written permission of the COR.

4.9 Resource Links to Other Websites

The Contractor must ensure the trustworthiness and appropriateness of other websites linked from the Contractor’s website.

5.0 Access:

5.1 Basic EAP Services: The Contractor shall provide up to six (6) sessions of short-term counseling per issues, assessment/referral services for wide range of problems and life management issues that could adversely affect job performance or conduct. All clients are to receive an initial appointment in a timely fashion regardless of where the employee is located. Example of issues include but are not limited to the following:

Personal Health and Wellness Substance abuse/dependency including alcohol and drugs Marital, parenting and family issues Emotional conditions (such as depression, anxiety, traumatic) Compulsive disorder and addictions Grief and loss

5.1.1. Employees may initiate contact with the program or be referred by a supervisor, labor representative, drug-testing program coordinator, nurse from an occupational health center, or any number of other sources.

5.1.2. Qualified counselors must be available as part of the National Call

Service Center operations at all times to immediately and directly interact with the caller, e.g., when a direct counselor response is required by the Government, when the Customer Service Representative determines that a counselor’s involvement is needed, or when the caller requests to speak to a counselor.

Certain categories or groups of callers may be required to be immediately connected to specialized resources, e.g., law enforcement callers.

5.2. Both Face-to-face and telephonic counseling services are available through the program’s extensive national and international network of counselors, primarily during normal business hours.

5.2.1 Domestic Affiliate Counselor:

Regarding the location and Confidentiality of Services, all counseling sessions will be provided at private offices within 10 miles for urban areas, 25 miles for suburban areas and 40 miles for rural areas in relation to employee’s worksite and/or residence.

All counselors shall be licensed and/or certified in the state where services are being provided and have, at a minimum, a master's degree in the mental health field and at least five (4) years counseling experience.

Counseling shall be 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.

5.2.2 International Counselor: The program has a world-wide network of counselors. In international locations, the Contractor must provide services consistent with the laws of the host country and in accordance with any agreements with the host country. Additionally, international employees may be referred to U.S. behavioral health EAP services for telephonic or virtual support for life coaching or clinical services.

5.3. Management and Organizational Services – The Contractor shall provide unlimited consultation to supervisors and managers for concerns or issues related to an employee’s conduct or performance. The Contractor provides guidance and consultation to help supervisors and managers identify, interact with, and refer employees with performance or conduct issues to the program. Consultation regarding organizational issues may include sexual harassment, drug-free workplace, downsizing, conflict resolution, critical incident stress, and workplace violence.

5.4. Emergency Services for Non-Federal Employees and Employee Family Members. The Contractor provides services to federal employees and their immediate family members. It is recognized, however, that from time to time the program is called upon to assist with emergencies of non-federal employees (e.g., contract employees working onsite in an agency, spouses or partners of federal employees recently lost in the line of duty; or individuals who are “federalized” for a period of time to respond to national crises or to serve on a federal jury). In these situations, USACE shall ask the Contractor to provide temporary, limited emergency services such as bereavement counseling for family members and worklife support.

These services may include one (1) to two (2) phone consultations and/or face-to-face sessions for the purpose of stabilizing the situation and referring the individual to a community facility or another professional resource. The full range of programmatic services is not offered.

5.5. EAP will be available to USACE retirees for a period up to 3 months, following their retirement. In the event of a death of a USACE civilian employee, the Contractor will provide up to three months to the employee’s dependents and household family members to receive bereavement support.

6.0 Critical Incident Response Services.

The Contractor shall provide critical incident response (CIR) services to support employees, managers, and the organization after a disturbing or traumatic event in concert with the USACE Critical Incident Stress Management Team. The goal of a critical incident intervention is to minimize the potential impact of a traumatic event by helping employees and the organization return to normal productivity as quickly as possible. Crisis response activities may include individual consultations; psychological first aid; crisis management briefings; and/or grief education presentations. If a Critical Incident Stress Debriefing is performed, it will be done in concert with USACE CISM.

6.1. The Contractor shall assist with emergencies in the workplace to include unlimited crisis management briefings, support to the USACE Critical Incident Stress Management Team, and, grief counseling (events).

6.1.1. One event equals one provider per day for up to four (4) hours at one location. No charge when facility’s own onsite Field Consultant is providing the service.

6.2. Emergency Services for Non-Federal Employees and Employee Family Members. The Contractor provides services to federal employees and their immediate family members. It is recognized, however, that from time to time the program is called upon to assist with mental health emergencies of non-federal employees (e.g., contract employees working onsite in an agency, spouses or partners of federal employees recently lost in the line of duty, or individuals who are “federalized” for a period of time to respond to national crises or to serve on a federal jury). In these situations, the Contractor will provide temporary, limited emergency counseling services such as bereavement counseling for family members or emergency stabilization for contract employees. These services may include one (1) to two (2) phone consultations and/or face-to-face sessions for the purpose of stabilizing the situation and referring the individual to a community facility or another professional resource. Generally, the full range of programmatic services is not offered.

6.3. An agency may incur additional costs for a large-scale critical incident or disaster response and/or frequent critical incident responses due to the nature of the agency’s work. Travel and related costs associated with large scale response will be at the expense of the government.

7.0 WorkLife Services:

Employees have 24/7 access to bachelor and master’s-level consultants who have expertise in areas such as child development, education, and gerontology. Consultants find childcare, elder care, and other resources, which meet the specific needs of the employee, including location, cost, and confirmed availability. Services include:

7.1. Child Care and Parenting

Parenting tips and tools; childcare resource screenings (centers, in-home care, camps, etc.); caregiver counseling and education; child development; and transportation resources.

7.2. Adult Care and Aging

Care options and living arrangements; caregiver issues and concerns; community and local programs; emergency, respite, and hospice care; grief and bereavement; health insurance; home meal delivery programs; hospitals; in- home services; retirement; and support groups

7.3. Academics and Financial Aid

Information on pre-kindergarten through doctoral-level and continuing education;

grants and scholarships; tutoring services; extracurricular activities; and public and private options

7.4. Services for Children with Special Needs

Programs and childcare options for children with special needs, such as physical, behavioral or emotional disabilities; child development; and testing assessments

7.5. Pregnancy and Adoption

Prenatal care; birthing options; breastfeeding; formula feeding; adoption agencies and resources; managing international adoptions; legal issues; and support groups

7.6. Health and Wellness

Fitness (gyms, classes, yoga, etc.); diet and nutrition; weight loss; children, women, men and seniors’ health; prevention; support groups; medications; and emotional well-being

7.7. Everyday Responsibilities

Moving and relocation; pet care; home and lawn services; automotive repair; event planning; and travel

7.8. Senior Care Management (SCM). The program offers one in-person, in-home assessment (up to three (3) hours) from a highly qualified Care Manager – providing a thorough assessment of the senior’s home and activities of daily living. A detailed care plan will be provided summarizing the result of the assessment along with recommendations. The program also includes unlimited access to a Senior Care Specialist to help review the care plan; implement the recommendations; and provide referrals to local resources. This can include, but is not limited to, detailed overviews of senior care facilities and ongoing care coordination to get the necessary help in place for both the senior and their caregivers.

7.9. WorkLife Kits: which contain helpful educational materials and products. Kits are available in the following areas: prenatal, child safety, college, adult care, and general health (“Be Well”). The contractor will provide marketing materials to help advertise the availability of these kits. Sample kits for marketing or display purposes, or bulk shipments of kits, are not included but are available on a fee for service basis. Kits requested by employees are provided on a no-fee basis to include shipping.

Prenatal Kit for employees who are starting a family Adult Caregiver Kit to help caregivers better care for aging loved ones.

Child Safety Kit to help parents prevent common childhood safety hazards College Kit to help students safely transition to college Be Well Kit to help employees proactively manage their health Emergency Kit to help employees prepare for emergencies Pet First Aid to help keep pets safe and healthy

8.0. Legal and Financial Services.

The Contractor shall provide telephonic or face-to-face consultation with licensed, practicing attorneys to provide assistance with a wide range of legal issues, such as divorce, living will preparation, and health care power of attorney. Qualified financial consultants shall provide telephonic consultation on general tax information, financial planning, investment strategies and family budgeting. The program also provides a suite of identity theft services including information on how to prevent identity theft; consultation with specialists who provide support, answers, and guidance; forms; credit bureau contacts; and step-by-step action plans.

8.1. The Contractor shall provide a 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 50 different legal documents. The Contractor shall provide an online EAP and Work/Life program with information, assistance and resources for family & care giving, emotional well-being, health & wellness, etc.

8.2. The Contractor does not provide advice on issues regarding the USACE WorkLife Program, its employers, other providers or attorneys associated with this this Program, or matters relating to an employee’s job. In addition, legal and financial referrals are not endorsements or recommendations of any specific attorney, law firm or financial advisor. Employees are solely responsible for selecting and employing an attorney or financial advisor.

9.0 Drug-Free Workplace.

The Contractor will provide for the Drug-Free Workplace (DFW) as mandated of Executive Order 12564. The EAP educates employees and managers about substance abuse, assesses employees with potential substance abuse problems, identifies resources for treatment and rehabilitation for employees found to need them, and works with agencies to successfully transition employees back to the workplace.

9.1 Self-Referral/Prevention:

9.1.1 Provide counseling and assistance to employees who self-refer for treatment

9.1.2 Provide needed education and training to all levels of the [Agency] on types and effects of drugs, symptoms of drug use and their impact on performance and conduct, relationship of the EAP to drug testing, and related treatment, rehabilitation, and confidentiality issues;

9.1.3 Provide education and training to assist supervisors and managers in recognizing and addressing illicit drug use by agency employees.

9.2. Agency Referral due to Positive Drug and or Alcohol Test

9.2.1 USACE agency employees who test positive for drug and alcohol screenings as a result of their DFW are mandated to complete a substance abuse assessment by a qualified provider. Employees who are regulated under Department of Transportation will have an assessment completed by a Substance Abuse Professional (SAP) as outlined under DOT Order 3910

Contract shall have qualified substance abuse providers and qualified SAP under DOT Order 3910

Contract shall comply with DOT order 3910 for any DOT regulated employees

9.2.2 The Contractor will support located recommended treatment/education and monitor their compliance. As well as provide support to agency and employee on their return-to-work support.

9.2.3 The Contractor will provide an employee’s treatment

recommendation(s) (only on DOT referral), compliance, and progress to the Agency with the appropriate signed release of information.

9.2.4 All DFW and DOT referrals will be managed by National Call Center Workplace Support Team

9.2.5 The Contractor shall ensure that confidentiality of test results and related medical treatment and rehabilitation records are maintained in accordance with Federal Regulations.

9.2.6 EAP shall not be involved in the collection of urine samples or the initial reporting of test results.

10.0. Outreach.

The Contractor shall provide outreach to promote program benefits through orientations, educational presentations, marketing, and campaigns

10.1. Program Promotion - The Contractor shall provide standard promotional materials with USACE contact information and logo. Promotional materials such as brochure, flyer and posters will be co-branded with contractor and USACE.

10.1.1 Standard materials will be emailed to the USACE COR and Technical POC, to keep agency costs down and to align with governmental green efforts

10.1.2 Any customization of promotional materials will be at the expense of the

Agency.

10.1.3 Limited print materials will be provided for start of the contract, and for, planned annual events such as health fairs and periodic program orientations. This amount should not exceed:

One (1) brochure per employee per contract year Twenty (20) percent of employee population in commination of brochure and flyers for use at health fairs and orientations per contract year.

10.1.4 Additional material requests will be at the expense of the Agency

10.1.5 The Contractor shall ship printed promotional materials to select major command offices for Agency to distribute.

10.2. Campaigns and Routine Program Promotion. The Contractor shall provide monthly electronic campaigns to promote the program. Monthly campaigns are on various health and wellness topics. The Contractor shall also disseminate electronic tip sheets and informational resources during times of crisis or when issues arise that impact federal employees (e.g., furloughs). The Contractor shall provide co-branded logo materials. Additional customization of the promotional materials can be done at the expense of the government.

10.3. Supervisor and Employee Orientations

The Contractor shall provide supervisor and employee orientations to inform the Agency about the range of services offered.

10.3.1 During the supervisor orientation, supervisors learn about their roles and responsibilities for the successful implementation and utilization of the program, including techniques and procedures for referring employees to the program.

10.3.2 During the employee orientation, employees receive information about how to access the program and the range of services offered.

10.3.3 Supervisor and employee orientations are available online via the website and can be viewed at any time.

10.3.4 At program start up and throughout the life of the agreement, the Agency and Contractor negotiate the manner in which orientation sessions are delivered (in-person, telephonically, and/or online). As a general guideline and where geographically feasible, The Contractor will provide in- person orientations when there are at least 15 people attending.

In locations with multiple federal agencies, The Contractor will encourage joint orientation sessions.

10.3.5 The Contractor shall receive a minimum 30-day’s notice prior to a scheduled presentation or orientation

10.3.6 An orientation not done by Onsite Field Consultants at their own location will be on a fee for service

10.3.7 Contractor will Co-branding orientation and handout at the expense of the government. Orientation recorded on the contractor website will not be co-branded.

10.4 Educational Presentations, Seminars, and Health Fairs:

The program provides a variety of educational presentations and seminars, many of which are available online. Presentations and seminars provide information regarding behavioral health, emotional well-being, and everyday work or life concerns, and are a vehicle for promoting other services.

10.4.1 The Contractor has a nationwide network of presenters with experience in public speaking in various specialty areas.

10.4.2 The Contractor representatives shall also participate in agency-sponsored health fairs.