Attachment 01 Performance Work Statement PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES CRANE ARMY AMMUNITION ACTIVITY

1. REQUIREMENT FOR EAP SERVICES. The Army Substance Abuse Program (ASAP) is designed to help employees, and their family members whenever feasible, with problems that may affect their well-being and their ability to do their jobs. Crane Army Ammunition Activity (CAAA) has a requirement for Employee Assistance Program (EAP) services to be provided in accordance with (IAW) Chapter 2 of Department of the Army Pamphlet (DA PAM) 600-85, dated 29 July 2020, Employee Assistance Program (EAP) Services, and the guidelines of Army Regulation (AR) 600-85, dated 23 July 2020, The Army Substance Abuse Program.

a. Basic EAP Services: The EAP Contractor will provide the following basic EAP services:

(1) Screening/assessment, and short-term counseling.

d. Contract References: The contractor shall reference the following in performance of this contract:

2. TRANSITION PERIOD. A transition period shall occur 30 days prior to expiration of the current contract in the event the contract is awarded to a new contractor. The incumbent contractor will work with the new contractor to ensure a smooth transition so that no break in service occurs, ongoing cases are transferred, and files are closed as appropriate.

List of Contractor Employees: Within 10 days after beginning performance of work, the contractor shall provide the Contracting Officer and the EAPC a list of all employees who will perform this work and in what work assignment. The contractor will notify the EAPC in writing of any changes, additions, or deletions in work assignments within five (5) calendar days of each change.

3. CONTRACTOR QUALIFICATIONS. The provider shall possess a Masters of Science (M.S.) degree in the field of psychology, social work or counseling, a Masters of Social Work (MSW) degree, or a more advanced degree in these fields. The provider shall be certified (as of solicitation close date) as a Certified Employee Assistance Professional (CEAP) and must maintain that certification for the duration of the contract. The provider shall have at least two years of applicable experience in effectively managing a client caseload of similar size and scope requiring similar technical and management skills. The provider must have a certified addiction specialist (licensed by the Behavioral Health and Human Service Licensing Board) available for clients with substance abuse problems and/or those that have a positive drug test.

4. SERVICE POPULATION: The total population to be serviced is approximately 750 CAAA personnel plus eligible family members. In addition, EAP services shall be provided to military reservist while on site at CAAA for annual training exercises. Of the 750 CAAA personnel, approximately 400 employees are employed in Testing Designated Positions (TDP) due to handling of explosives.

Eligible Family Members: Eligible family members include immediate family members that live with the employee, or others that live in the home in a family-type relationship such as significant other, step children, or grandchildren.

5. FREQUENCY OF EAP SERVICES. Types and Frequency of EAP Services: The types and frequency of EAP services provided during the 2022 contract year are provided below.

a. Estimated EAP Participation: Other services for training and supervisory consultations have typically run less than 100 hours annually.

NOTE: These types and frequency of services, and the EAP participation rates are provided for informational purposes only. The types of EAP services required shall be IAW this PWS and the frequency shall be as required unless specifically noted elsewhere in this document.

b. Maximum Visits Per Employee: EAP Services shall be limited to a maximum of five (5) visits per employee or family member to screen, assess, and provide short term counseling. If additional counseling services are recommended for the client, the client will be referred to an outside provider within the employee’s insurance network when possible. The EAP Contractor will follow-up to ensure that contact was made between the client and the referral service. If the client is referred to an outside provider, the referral shall be to a vendor other than the current provider, unless permission is received from the COR.

6. PLACE OF PERFORMANCE: Services shall be provided within a 50-mile radius of CAAA.

Scheduled Leave: The EAP Contractor is responsible for notifying the EAPC 2 weeks prior of upcoming leave. The contractor is responsible for making other arrangements for coverage during the leave period and will notify the EAPC of the alternate name, telephone number, and emergency number. The alternate provider shall have the comparable skills, qualifications, knowledge, and training to provide EAP services as stated in this PWS.

7. SCHEDULING OF APPOINTMENTS Employees and eligible recipients may contact EAP and schedule an appointment. The EAP Contractor shall schedule the appointment within 24 hours of being contacted. Rescheduling of appointments based on duty requirements shall be submitted to the COR within a minimum of three (3) days if possible.

a. Management Referral for EAP Services: Employees may contact EAP as a result of a management referral. Although CAAA management cannot force an employee to go to EAP, management may suggest that the employee contact EAP and schedule an appointment.

b. Client Release Note: At the end of each appointment the EAP Contractor will provide the client a release note in order to return to work. The release note must include arrival time and departure time of each visit, and location of each appointment.

c. Attendance Report and Progress Updates: The EAP Contractor shall provide CAAA management and EAPC with a report of attendance at scheduled appointments and provide client progress updates, only if a Consent for Release of Information signed by the client is on file.

8. CLIENT CONFIDENTIALITY. Proper confidentiality shall be maintained regarding identifying and personal information of clients and/or family members to include social security numbers, telephone numbers, and interview information. Hardcopy and computer files shall be secure at all times. Ethics and standards of confidentiality shall be followed in accordance with applicable laws, in accordance with the Employee Assistance Professionals Association (EAPA) Code of Ethics and the current State of Indiana Professional Code of Ethics.

Release of Client Information: Non-confidential information will be released to requesting military or civilian agencies on a need-to-know basis as determined by the EAPC. All information regarding a client is confidential to include his/her identity, with limited exceptions, as stated by law. Confidential information will be released upon obtaining the appropriate Consent for Release of Information Form signed by the client.

9. CLIENT WORK RELATED ISSUES: If the employee’s issue is work related, the EAP Counselor will request that the employee sign the appropriate Consent for Release of Information Form. With the employee’s informed written consent, the EAP Contractor may consult with the employee’s Supervisor to gather information, make recommendations, and report attendance and/or progress. The EAP Counselors may act as consultants to any supervisor or manager to give guidance on intervening with employees that have problems that affect their work performance, morale, conduct or attendance.

10. 24-HOUR ASSISTANCE: The contractor shall provide a toll free telephone number available on a 24-hour basis for eligible recipients who require EAP assistance. A mental health provider meeting the requirements of paragraph 3 above, will receive calls directly (i.e. no use of an answering service or receptionist). Referrals to providers shall be received by the employee within 24 hours, for a scheduled appointment within 3 business days of the employee’s initial call. During the initial call and in-take, the EAP contractor will request the employee’s insurance information in order to set the employee up with a provider in the insured’s network. This ensures a seamless transition between the allotted EAP sessions and private pay if the employee wishes to continue care after their 5 sessions have been utilized.

11. GENERAL: Point of Contact (POC): The contractor shall designate an individual who shall act as the central POC on all matters relating to this contract.

a. Correspondence: All correspondence shall be submitted through the EAPC within the established suspense dates and time limits and shall be accurate, complete, and be addressed to the correct office and person.

b. Client Files: The contractor shall maintain all client files IAW Army Regulations, Guide to Recordkeeping, DA PAM 25-403 and ARIMS, AR 25-400-2. A sample client file and instructions are available from the Contracting Officer. Client files will be retained by EAP COR in the event of contract cancellation, revocation, or expiration.

c. Technical Requirements: Contractor must provide services via a variety of methods such as but not limited to: In person, via telephone, video chat or text. The contractor’s website is required to be accessed via the Army Network on Army Furnished Government Equipment as well as personal devices. In order to comply with cybersecurity policies, the contractor’s website must NOT:

12. GOVERNMENT SURVEILLANCE: Appointment of Contracting Officer’s Representative. The Contracting Officer will designate an individual to act as the Contracting Officer’s Representative (COR) under this contract. The COR will represent the Contracting Officer in the technical phase of the work, but is not authorized to change any of the terms and conditions of the contract.

a. Monitor Contractor Performance: The government will monitor the Contractor’s performance by periodic inspections, review of reports/documentation, and customer feedback in accordance with the government Quality Assurance Surveillance Plan (QASP). When deficiencies are found, the contractor will be so advised in writing by the Contracting Officer. As directed by the Contracting Officer, the contractor shall promptly take the necessary action to correct the deficiency and/or take necessary action to ensure against future deficiencies.

b. Customer Satisfaction Data: Customer satisfaction data will be collected by the contractor on a quarterly basis to ensure quality services are being provided to employees and their eligible family members. Either an online questionnaire or a hardcopy questionnaire will be utilized to gather data. Clients will be provided the web address for the online questionnaire, or provided the hardcopy questionnaire with a pre- addressed, return envelope. This questionnaire will be developed by the EAP Contractor within 30 days after award and approved by CAAA management.

c. Replacement of Contractor Personnel: The government reserves the right to direct the contractor to replace any contractor employee who is determined by the government to be a security risk, has been determined to have violated client confidentiality, 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 IAW this PWS. This determination shall be made at the sole discretion of the Contracting Officer with input from the COR. This determination shall not relieve the contractor from meeting the performance requirements of this contract.

d. Access to Procedures, Records, Data and Facilities: The contractor shall allow the Contracting Officer and/or the COR access to and the right to examine any of the books, documents, papers or other records related to this contract with one exception as follows. With reference to the Privacy Act, any confidential case records containing identifying or personal information regarding clients shall be accessed by authorized personnel for inspection purposes only. The contractor shall make such data available at all reasonable times and provide a work area suitable to the Contracting Officer and/or COR in coordination with the authorized inspection, where the data can be examined or inspected by authorized inspectors. The contractor shall be responsible for the removal and return of all data to its respective file.

NOTE: Records cannot be examined by anyone with the exception of authorized DA personnel during a DA ASAP inspection, by court order or by an employee who has requested to review, or have a copy of, their own file record. For the Crane EAP Coordinator to review records, each client would have to sign a Consent for Release of Information Form providing voluntary consent.

13. CONTRACT DELIVERABLES

a. Quarterly Usage Reports: The EAP Contractor will compile a Usage Report summarizing the client services provided for each quarter. This report shall be presented to the EAPC at each quarterly management meeting. This summary will be a written statement indicating how many clients the provider has seen or spoken with via phone, and if contact with the client was through a self-referral or a management referral.

b. Quarterly Meetings with Management: The EAP Contractor shall meet quarterly with the EAPC to discuss current utilization rates, consultation services, and quality of services.

c. Quarterly Customer Satisfaction Report: The EAP Contractor will compile a report summarizing results from the customer satisfaction questionnaires and present to EAPC at the quarterly management meeting.

d. Brochures and Pamphlets: The EAP Contractor shall provide marketing material such as but not limited to pamphlets, cards and posters as requested by CAAA with the company name, phone number and website if applicable. In addition, the same shall be provided electronically in pdf format.

e. Physical Representation: The EAP Contractor shall provide in person company representation twice per year at CAAA or immediate vicinity for the purpose of providing information regarding the EAP program and its’ offerings to our employees. Representatives need not comply with Education and Certification requirements in paragraph 3 above.

f. Timely Posting of Invoice in WAWF: The EAP Contractor shall submit monthly invoices through WAWF by the 3rd business day of each month.

g. Employee Engagement/Program Promotion: The EAP Contractor shall provide informational campaigns/regular newsletters/focused topics/ digital posters in pdf. Format (promotional activities/prevention campaigns) to highlight the various services EAP provides to include the company name and contact information.

14. INDEMNITY

a. Damage. The Government will not be responsible in any way for damage due to fire, theft, accident, or other disaster of the Contractor’s property.

b. Injury. Neither the Government, nor any of its officers, agents, or employees, shall be held responsible for any injury that may occur to the Contractor during the execution of this contract.