Attachment 0001 - EAP Services - Fort Hamilton_NY - PWS.pdf

Performance Work Statement

Employee Assistance Program (EAP)

USAG Fort Hamilton, New York

15 December 2022

1. General: This is a non-personal services contract to provide an Employee Assistance Program. 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.

1.1 Background: The Employee Assistance Program (EAP) provides group training and individual counseling regarding personal and job related matters to approximately 223 civilian employees and their immediate family members who are assigned to USAG Fort Hamilton, NY. Fort Hamilton is an Army installation consisting of

Active Duty Military and Retirees, Family Members, DOD Civilians and Contractor personnel. Contractor duties to be accomplished may include, but are not limited to alcohol/drug abuse, trauma, mental illness, relationship/ family conflicts, financial, stress, and job problems, and teaching classes.

1.2 Description of Services: This Performance Work Statement (PWS) is for a non-personal service contract to provide an EAP to all eligible employees and their family members as set forth in Executive Order 12564, dated

September 1986 and Army Regulation (AR) 600-85, The Army Substance Abuse Program, dated 23 July 2020. 0]

(See also DA PAM 600-85, Federal Drug-Free Workplace Procedural Guidance, dated 29 July 2020).

1.3 Scope: EAP services shall include short-term counseling which encompasses diagnostic evaluations, treatment planning, intervention, trauma debriefings, monitoring and referrals. In addition, EAP services shall include the development, administering, and providing of the training classes described herein. Clients requiring enrollment in the EAP may be afflicted with various mental health issues, existing family, substance abuse, or gambling problems addictions, and stress and/or legal concerns.

1.3.1 The Army Substance Abuse Program (ASAP) Manager and the Director of Human Resources (DHR) are the central points of contact for the operation of this program and the services required by this PWS shall be coordinated with these individuals. All services are the ASAP Manager and the DHR responsibility for monitoring quality assurance.

1.4 Period of Performance: The period of performance for this effort is one-year (365 days) from the date of contract award with the option to extend the period of performance for an additional four (4) one-year periods.

1.5 Quality Control: The Contractor shall establish a Quality Control Plan (QCP) in accordance with Exhibit A, Data Item AOOI to assure the requirements of the contract are provided as specified. A copy of the Contractor's

QCP shall be provided to the Contracting Officer for approval at the pre-performance conference. An updated copy must be provided to the Contracting Officer for approval as changes occur.

1.5.1 The plan shall include as a minimum:

a. The method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

b. An inspection system covering all services to be performed under this contract. It must specify the areas to be inspected on either a scheduled or unscheduled basis; how often the inspections will be accomplished;

and, the title of the person(s) who will perform the inspection.

c. A file of all inspections conducted by the contractor, deficiencies found and corrective action taken.

This documentation shall be made available to the ASAP Manager and/or the DHR during the term of the contract.

1.5.2 The Contractor shall meet with the ASAP Manager and/or the DHR monthly to review the Quality Control

Plan (QCP) and to review EAP accreditation standards. Meetings may be more frequent depending on workload, agency needs and Contractor performance.

1.6 Quality Assurance: The Government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7 Hours of Operation: An EAP counselor must be available twenty-four hours to authorized installation personnel when required. Emergencies may occur outside of may occur outside of these hours and will be handled on a case by case basis.

1.7.1 EAP is a customer service agency, therefore, the Contractor shall coordinate with the ASAP and/or the DHR and receive pre-approval for any period of time which they will be unavailable to perform duties, except in cases of emergency.

1.7.2 The Contractor is not required to report when the installation is closed for emergencies or inclement weather, as determined by the Installation Commander.

1.8 Recognized Holidays: The contractor is not required to perform services on 10 U.S. Federal holidays. These holidays are as follows: New Year's Day, Labor Day, and Martin Luther King Jr.'s Birthday, Columbus Day, President's Day, Veteran's Day, Memorial Day, Thanksgiving Day, Independence Day, and Christmas Day.

1.9 Key Personnel: The personnel performing work under this contract must meet the following basic education and experience requirements: A Master's degree from an accredited college or university in behavioral sciences

(i.e. counseling, psychology, social work, or marriage and family), current EAP certification, a current licensure from a recognized licensing body, a minimum of three years’ experience in providing the types of services requested in this contract, and a certification as addictions counselor with the State of New York or whatever agency so designated to be the addictions counselor certifying authority for the State of New York.

1.9.1 The Contractor personnel performing work under this contract shall demonstrate the following personal and professional qualities in the provision of their duties:

a. Skills in designing, developing and presenting education, orientation, briefing and training materials for individuals and groups.

b. Skills in marketing programs and services.

c. Skills in planning, executing and tracking resource, training and promotional items inventory.

d. Ability to write articles for public information and disseminations (i.e., news articles, pamphlets, instructive items for classes, etc.).

e. Ability to plan, manage, coordinate and direct the work of others and to gain support and active participation of many diverse groups toward a common goal.

f. Skills in utilization of the Windows operating system, to include utilization of Outlook, Word, Excel, other relevant programs, as well as interactive websites necessary for program implementation, documentation and reporting.

g. Familiarity and utilization of applicable Army Regulations, Standard Operating Procedures (SOP's), Memorandums of Understanding (MOU's) and Memorandums of Agreements (MOA's). All regulatory and agency documents required in the utilization of this contract will be will be provided to contractor personnel by the COR.

h. Ability to communicate well before audiences, all levels of command and diverse customers.

i. Knowledge of the impact of re-organization and re-alignment of a military structure.

j. Knowledge of people at varying point of career development will be needed.

1.9.2 The contractor shall provide a Contract Manager who shall be responsible for the performance of work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be provided to the COR, ASAP Manager, and/or DHR. The contractor shall be responsive, within 24 hours, to telephone calls or emails from the any of the previously mentioned individuals.

1.9.2.1 Home and/or cell phone contact numbers for the contract manager and alternate shall also be provide for emergency purposes.

1.10 Security Clearance: The contractor position requires a National Agency Check (NAC) covering a public trust position. The position, however, shall not have access to any documents or information with a higher security classification than "For Official Use Only."

1.10.1 Contractor personnel performing IT sensitive duties are subject to investigative and assignment requirements IA W AR 25-2, AR 380-67 and affiliated regulations.

1.10.2 Contractor personnel are not required to obtain a Computer Access Card (CAC).

1.11 Liability: The Contractor will maintain malpractice coverage on any clinical staff involved in this contract and is solely responsible for all clinical recommendations. The Contractor shall hold & save the Government free from damages due to the provision of counseling services in connection with Federal EAP, except for damages due to the fault or negligence of the Government.

1.12 Place of Performance: Contract performance shall primarily be performed at the contractor’s facilities.

However, in the event of an emergent situation involving an active shooter or suicide at Fort Hamilton, the contractor may be required to provide counseling/mental health assistance. Such assistance may be at a facility on

Fort Hamilton identified and approved on a case by case by case by the ASAP Manager and /or the DHR.

2. Government Furnished Equipment: In event of an emergency the Government shall furnish standard office supplies and equipment for use during the performance of this contract as needed. The Government shall not be responsible in any way for the damage to any contractor's supplies, materials, equipment or personal belongings brought into the building, due to fire, theft, accident or other disaster.

2.1 The Government property made available under this contract shall be for use only in the performance of the resulting contract. At the conclusion of the contract or the performance of any individual under this contract, all government furnished property and supplies that have not been consumed shall be returned to the government.

2.2 The Contractor shall ensure that government property utilized by contractor personnel is reasonably cared for and safeguarded. A Memorandum for Record will be completed to report lost or damaged property and submitted to the ASAP Manager and/or the DHR within 3 business days.

3. Physical Security: The Contractor shall establish and implement methods to ensure the physical security of all U.S. Government property and facilities. Methods established shall be in accordance with locally directed physical security and internal control procedures. Access to facilities shall be limited to those authorized by the Installation Commander

3.1 The contractor shall have keys issued to them through the ASAP Manager and/or the DHR if necessary.

3.1.2 The contractor will report any occurrences of lost keys to the ASAP Manager and/or the DHR and provide a written report of all details of lost key occurrences. The contractor shall reimburse the Government for replacement of locks and re-keying required as a result of the contractor or contract personnel losing keys. In the event a key is lost or duplicated, all locks and keys for that system will be replaced at the contractor's expense. In addition, the contractor will also be responsible for reimbursing the Government for any property stolen/lost as a result of the contractor losing a key.

3.1.3 The contractor shall ensure that the building key is returned immediately to the ASAP Manager and/or the

DHR upon resignation of any contractor employee.

4. Specific Tasks: The contractor will develop the Standard Operating Procedures (SOP's), Memorandums of Agreement (MOAs) and Memorandums of Understanding (MOU's) that govern the EAP to be provided to approximately 450 civilian employees and their family members who are assigned to USAG Fort Hamilton, NY.

The contractor shall be responsible for administering this program during the aforementioned period of performance. The EAP shall provide and/or meet the following requirements:

4.1 Clinical Services: The contractor shall provide all personnel and supplies necessary to provide short-term counseling services and a 24-hour emergency crisis hotline service.

4.1.2 The contractor shall be required to provide short-term counseling services to all authorized civilian employees (AF and NAF) beginning with a minimum of age of 18. Each individual is entitled to six short term counseling sessions. These sessions include diagnostic evaluations treatment planning and administering, interventions, trauma debriefings, referrals, and follow-up monitoring services. Note: If determined that an individual will require more than the stated amount of sessions above, the individual is to be referred to a low cost or no cost facility.

4.1.3 A 24-hour emergency crisis hotline service shall be provided and manned by qualified personnel as defined in paragraph 1.9 of this document. This service is to be available to employees in supervisory and non-supervisory positions. A call from any individual shall result in either immediately reaching an EAP counselor or staff member or a call back the same day. In no case should a call from an employee be returned later than the next business day.

4.1.4 Clear procedures for referral to the EAP and how the program can be accessed shall be developed and readily available to Fort Hamilton employees and their family members. Referral methods shall be marketed via email, brochures, or newsletters to ensure staff awareness. Approval of the information contained in the marketing media shall be received from ASAP Program Manager or DHR prior to distribution.

4.1.5 The Contractor will contact the employee 14 days after the referral is given to ascertain its appropriateness.

The Contractor will monitor cases in which an employee accepts treatment as part of a formal settlement agreement. This could extend to one to two years, depending on the case.

4.2 Utilization Reporting: The contract shall be required to provide written and verbal utilization reports in accordance with the requirements below.

4.2.1 The contractor shall provide a written utilization report in accordance with Exhibit B, Data Item B001. The reports shall be completed within thirty days after the end of each quarter and shall be submitted to the ASAP

Manager and/or the DHR. The report shall include the quarterly statistics of the number of new cases, types of referrals, age, gender, nature of services. The report shall also include any customer satisfaction survey data or outcome data for clients covered under this contract.

4.2.2 At the end of the base year or each option, the contractor shall submit an end of the contract year summary accordance with Exhibit C, Data Item C001 this report shall be submitted 30 days prior to end of the period of performance. The report shall also include any customer satisfaction survey data or outcome data for clients covered under this contract.

4.2.3 Up to thirty (30) days after submittal of the one of the quarterly and/or yearly utilization report, the

Government may, at its discretion, request briefing to be conducted face-to-face or telephonically. These briefing wills discuss program initiatives, program successes and areas that need improvement.

4.3 Correspondence: Government correspondence (i.e., letters, endorsements, memorandums, messages, reports, and office memorandums) shall be prepared by the contractor in accordance with AR 25-50, Preparing and

Managing Correspondence. All correspondence shall be submitted within established suspense dates.

4.4 Records: Functional files related to the requirements of this contract will be maintained in accordance with

EAP requirements and timelines, All files generated by the Contractor are subject to review by the ASAP

Manager and/or the DHR and are the property of the Government. The Contractor shall permit the ASAP

Manager and/or the DHR, and any other authorized Government representative access, as allowed by Law and

Army Regulation, to data and records used in the performance of services.

4.5 Confidentiality: The Contractor will assure the confidentiality of all information connected with an employee's use of the program in accordance with P.L. 98-24; 42 CFR Part 2, "Confidentiality of Alcohol and

Drug Abuse Patient Records, revised June 9, 1987, and the Privacy Act of 1974. Case files will be maintained on all employees seen in counseling and will be the property and responsibility of the Contractor. Case records will be maintained for at least three years after termination of the client case, or longer if required by state law.

Information obtained by the Contractor regarding customers shall be safeguarded per regulatory guidance.

Deviations from or violations of the provisions of this section may, in addition to criminal and civil remedies that may be provided by established law, subject the Contractor to termination for default or require the Contractor to remove the individual(s) involved.

4.5.1 Non-confidential information will be released to requesting military or community agencies on a need to know basis. Care shall be exercised to safeguard information within regulatory and professional standards. Only general information should be released to chain of command in referral cases. Files maintained on behalf of the government are subject to the Privacy Act and the Freedom of Information Act.

4.5.2 Information may be released to other military or civilian agencies pertaining to special problems, with specific consent or request of the client. Circumstances requiring clarification of release of information guidelines will be reviewed with the ASAP Manager and/or the DHR may require guidance of the servicing Staff Judge

Advocate

(SJA).

4.6 Training: During performance of this contract the contractor is required to develop, administer, provide and attend training. All training requires shall be coordinated with the ASAP Manager and/or the DHR.

4.6.1 The contractor shall develop, administer, and provide the supervisor training described herein. Two sessions of each training class are to be offered. The place of performance these classes shall be determined by the contractor and ASAP Manager and/or DHR thirty (30) days prior to performance. The contractor shall be required to provide each employee training one (1) time per every year (365 days) of the period performance. A description of each supervisor training required by this PWS is provided below.

a. Basic Supervisor Training: This training explores the principles of being a good supervisor, managing people to get the work done, and dealing with employee personal problems that are brought into the workplace. How do you support and mentor employees, communicate your needs, and take disciplinary action when necessary? What are the barriers to confronting problems and what are the consequences if you do not? Learn how to use the EAP to help resolve employee and productivity problems. Review the mandate regarding handicapped employees and reasonable accommodation. Basic Supervisor Training should be 1 ½ to two hours in length.

b. Violence in the Workplace Training: The goal of this training is to alert supervisors to the signs of the potentially violent employee and how to appropriately deal with early signs of trouble before it turns violent. This workshop will help an organization devise a plan of action; know what steps to take, and who to contact. As part of the prevention program, managers and the organization will be asked to evaluate themselves for violence-producing policies or behaviors. Violence in the Workplace Training should be 1 ½ to two hours in length.

c. Drug Free Workplace Training: This training will help supervisors become aware of the signs of drug abuse, its prevalence, causes, progression, and the most commonly abused drugs. What are the requirements of Executive Order 12564 and how to best meet them? What is the role of the supervisor in the drug-free workplace? How to confront the potential or identified drug abuser? What resources are available to treat drug-abusing employees and how effective are they? How should you respond to the former drug abuser returning to work and what will be the role of the EAP? This training will be limited to 25 participants and available to all employees as requested. An estimated one such training will be required per year. Drug Free Workplace Training should be one to two hours in length.

d. Conflict Resolution Training: This training will be available for all supervisors to learn how to resolve conflict in a more effective manner and enhance the productivity of the workplace. This training will provide supervisors with the skills to problem solve, negotiate conflict, and manage confrontation - with employees, coworkers, and the public. Self-awareness, empathic listening skills, effective styles of communication, and management of emotions can be used to achieve optimal results. The class size is limited to 25 participants and be available to eligible to all employees. Two of each training will be required per year. Conflict Resolution Training should be approximately 2 hours in length.

4.6.2 The contractor shall develop, administer, and provide the employee training described herein. Each employee training should be 1 hour in length. Two sessions of each training class are to be offered. The place of performance these classes shall be determined by the contractor and ASAP Manager and/or DHR thirty (30) days prior to performance. The contractor shall be required to provide each employee training one (I) time per every year (365 days) of the period performance. A description of each training class required by this PWS is below.

a. Health/Education Workshops and Employee Orientation (all employees): A one-hour seminar for non-supervisory employees explaining how the EAP works, how counseling can help with personal or work-related problems, how to call for an appointment, use of administrative leave, and confidentiality protections. Also, one-hour workshops will be available to interested employees on topics such as Stress management, parenting Skills, Eldercare, and other Family Life issues. One session will be conducted per year.

b. Critical Incident Stress Debriefing: A customized training session to help employees process a traumatic event to prevent the development of chronic stress-related symptoms. Terrorist attacks, bombings, shootings, assaults, accidents, or deaths are examples of events that may trigger the need for this training. It may consist of one or a series of meetings, depending on the circumstances.

c. Annual Substance Abuse Prevention Training: A two-hour annual training shall be provided to supervisors and employees. This training (at a minimum) will inform them the definition/indicators of substance abuse and its effects.

4.6.3 Ten days prior to the first scheduled training session, the contractor shall submit a report in accordance with Exhibit D, Data Item D001. This report shall contain a detailed description of the intended lesson plan to the

ASAP Manager and DHR. 4.6.4 The contractor personnel shall administer participant evaluations following each training session. Ten days after the last scheduled training session for a specified class, the contractor shall submit a report in accordance with Exhibit E, Data Item E001 to the ASAP Manager and DHR. This report shall contain an evaluation of class, the results of the participant evaluations, and class attendance sheets.

4.6.5 The Contractor may attend a maximum of five program manager and program related training, subject to approval of ASAP Manager and/or the DHR and availability of funds. Utilization of contract hours to participate in training is authorized.

DELIVERABLE SUBMISSION

A001 – Quality Assurance Plan Pre-Performance Conference

(revisions made as required)

B001 – Quarterly Utilization Report Every 90 Days

C001 – Yearly Report No Later than 330 Days after beginning Period of

Performance

D001 – Lesson Plan 10 Days Prior to First Scheduled Training Session of Specified Class

E001 – Class Information 10 Days After Scheduled Training Session of

Specified Class