Attachment 1 - SOW - VISN19 EAP Services.docx

STATEMENT OF WORK

A. GENERAL INFORMATION

Title: VISN 19 - Employee Assistance Program (EAP)

Background: VA Rocky Mountain Network (VISN 19) has a requirement to provide a responsible vendor to provide appropriate programs and services, related to treatment and interventions of alcohol, drug, mental, emotional, family, financial or other personal problems of employees and family members of employees, when authorized, which adversely impact job performance and/or the work unit at each of our facility sites. These services shall be provided by an independent, local counseling service. Costs of these services will be paid by the VA Rocky Mountain Network (VISN 19) fiscal office to the extent of services to be provided as stated herein. Costs of additional counseling services will be paid by employees or their health insurance providers. Referrals to this program for employees and/or eligible family members may be by self-referral or by any supervisor of the employee. This program shall also provide guidance and training for supervisors to effectively address performance and/or conduct problems with respect to services to be provided under this Statement of Work (SOW). Employees found to be using illegal drugs will be referred to the EAP for assessment, and for counseling and referral to treatment or rehabilitation, as appropriate. Employees who wish to seek assistance voluntarily may do so through existing program arrangements at their facility or through the employee’s servicing human resources management office.

The Employee Assistance Program (EAP) has been made available for all current VA Rocky Mountain Network (VISN 19) employees and their immediate family members at no additional cost. This program serves employees who are experiencing personal problems that may be affecting their job performance, attendance, or conduct. EAP counselors provide assessment, referral, and short-term counseling services to employees with family or marital difficulties, alcohol, or drug dependency, financial, mental, emotional, or other problems which affect their work performance.

Period of Performance:

The period of performance of the proposed contract will be for one (1) base year and four

(4) one-year government option periods.

Scope of Work: The contractor shall independently provide support services to satisfy the overall operational objectives as provided in this SOW. The contractor shall provide access to appropriate prevention, treatment and rehabilitation programs and services for employees of VA Rocky Mountain Network (VISN 19) staff, to include all facilities and support locations aligned under VA Rocky Mountain Network, with alcohol, drug, mental, emotional, family, or other personal problems which adversely affect job performance, and to provide supportive guidance for supervisors to effectively handle problems of employees, which adversely affect job performance.

Employee locations are listed below:

Eastern Colorado Health Care System (ECHCS) includes the following locations:

Rocky Mountain Regional VAMC; Alamosa VA Clinic; Aurora VA Clinic; Burlington VA Clinic; Denver VA Clinic; Golden VA Clinic; Jewel VA Clinic; La Junta VA Clinic; Lamar VA Clinic; PFC Floyd K Lindstrom Department of VA Clinic; PFC James Dunn VA Clinic; Salida VA Clinic; Union Blvd VA Clinic; and the York Street VA Clinic, all in Colorado.

Eastern Oklahoma VA Health Care System (EOVAHCS) includes the following locations:

Jack C. Montgomery VAMC; Ernest Childers VA Outpatient Clinic; McAlester VA Clinic; McCurtain County VA Clinic; Muskogee East VA Clinic; Tulsa Eleventh Street Clinic; Vinita VA Clinic; and the Yale Avenue VA Clinic, all in Oklahoma.

VA Oklahoma City Healthcare System (OKCHCS) includes the following locations:

Oklahoma City VAMC; Ada VA Clinic; Altus VA Clinic; Ardmore VA Clinic; Blackwell VA Clinic; Clinton VA Clinic; Enid VA Clinic; Fourteenth Street VA Clinic; Lawton VA Clinic; Norman VA Clinic; North May VA Clinic; South Oklahoma City VA Clinic; Stillwater VA Clinic; Tinker VA Clinic; Wichita Falls VA Clinic; and the Yukon VA Clinic, all in Oklahoma.

VA Cheyenne VA Medical Center (CHYVAMC) includes the following locations:

Fort Collins VA Clinic; Loveland VA Clinic; Rawlings VA Clinic; Sidney VA Clinic; Sterling VA Clinic; all in Wyoming.

VA Western Colorado Health Care System (VAWCHCS) includes the following locations:

Glenwood Springs VA Clinic; Grand Junction VA Mobile Clinic; Major William Edward Adams Department of Veterans Affairs Clinic; Moab VA Clinic; Montrose VA Clinic; all in Colorado and Utah.

Fort Harrison Montana VA Healthcare System (FTHMTVAHCS) includes the following locations:

Fort Harrison VA Medical Center; Anaconda VA Clinic; Benjamin Charles Steele VA Clinic; Browning VA Clinic; Cut Bank VA Clinic; David J. Thatcher VA Clinic; Dr. Joseph Medicine Crow VA Clinic; Glasgow VA Clinic; Glendive VA Clinic; Great Falls VA Clinic; Hamilton VA Clinic; Helena VA Clinic; Kalispell VA Clinic; Lewiston VA Clinic; Merril Lundman Department of Veterans Affairs Outpatient Clinic; Miles City VA Community Living Center; Plentywood VA Clinic; Travis W. Atkins Department of Veterans Affairs Clinic; all in Montana.

VA Salt Lake City Healthcare System (SLCVAHCS) includes the following locations:

George E. Wahlen Department of Veterans Affairs Medical Center; Cache Valley VA Clinic; Elko VA Clinic; Idaho Falls VA Clinic; Ogden VA Clinic; Orem VA Clinic; Pocatello VA Clinic; Price VA Clinic; Roosevelt VA Clinic; South Jordan VA Clinic; St George VA Clinic; all in Utah.

Sheridan VA Medical Center includes the following locations:

Afton VA Clinic; Casper VA Clinic; Cody VA Clinic; Evanston VA Clinic; Gillette VA Clinic; Riverton VA Clinic; Rock Springs VA Clinic; Worland VA Clinic; all in Wyoming.

Policies: VA Rocky Mountain Network (VISN 19), as an employer, recognizes mental and emotional disorders, alcoholism, and drug abuse as treatable health conditions.

1. The program will be available to all employees and immediate family members who choose to subscribe to the program.

2. All records and discussions of personal problems will be kept confidential and will not jeopardize an employee’s job security, promotional opportunities, or reputation. All individual records will be kept by the contractor and will not be forwarded to the participating agency without the written consent of the employee. Statistical data provided to the VA Rocky Mountain Network (VISN 19) will be compiled so the identity of individual employees cannot be ascertained. If it is impossible to provide statistical data and still protect the identity of an employee, protection of the employee’s identity shall take precedence.

3. Since problems at home may affect job performance, coverage will be extended to members of the employee’s families when appropriate. Coverage of family members is appropriate when the family member has a problem that relates to the employee’s alcohol or drug abuse, when the employee has a personal problem that may be helped by seeing the family member, or when the personal problems of the family member are affecting the employee’s ability to function on the job.

4. Supervisors may use the program to refer employees to the program or to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance. The intent of the program is to provide for intervention only when problems affect job performance or reflect discredit to the participating agency.

These policies do not alter nor replace any existing administrative policies or contractual agreements of VA Rocky Mountain Network (VISN 19); these policies are intended merely to assist the Agency in carrying out existing policies.

Program Requirements: The contract, at a minimum, shall provide:

1. Diagnostics Services, to include up to six visits per presenting problem for evaluation, assessment, and initial counseling directed toward identifying and assessing the complexity of personal problems, that may affect job performance.

a. Counselors will be located no more than 15 miles from the employees’ primary work sites. The contractor shall provide services of the type described herein to employees and their immediate families during regular work hours.

b. The contractor shall provide a toll-free line where callers speak immediately to a counselor that will be available seven days a week and 24-hours a day including holidays.

2. Referral services, including motivational counseling, referral to competent care, and follow up directed toward appropriate community resources within the employee’s means, for employees and dependents whose problems warrant additional treatment.

3. Ongoing contractor-employee conferences held during the treatment program to evaluate the effectiveness of treatment, problems encountered, and changes considered necessary. At a minimum, the contractor shall follow-up with the employee after 30 and again after 90 days from initial entry into the program.

4. Management consultation services, to include telephone consultations to assist supervisors in determining and implementing a course of action for dealing with an employee with performance problems that may be connected with mental, emotional, drug, alcohol, or personal problems within the scope of this contract. When VA Rocky Mountain Network (VISN 19) management requests a consultation with a contractor representative, the contractor must respond to the manager within a 24-hour period.

5. Training, orientation, and promotional material shall include:

a. Introductory, and quarterly thereafter, informational brochures highlighting EAP topics of employee interest. The brochures shall include, but not be limited to, how to obtain EAP services, what services are available, and who is covered under the program. Materials shall emphasize the confidential nature of the EAP program.

b. An EAP website that can be accessed at home or work so employees have another avenue to seek topics of interest and education.

c. A supervisory training DVD, approximately 30 minutes long, shall be provided. Copyrights to the DVD shall be released to the Agency for uploading onto facility websites. The DVD shall include, but not be limited to, the following topics:

· availability of advice and consultation for supervisors

· basic distinction between supervision and counseling

· general principals of crisis management needed for supervisors to emphasize privacy and confidentiality

· voluntary vs. involuntary referral (alternative to adverse administrative action)

· methods of reporting breakdown, adequacy, or continuity of treatment

· basic concepts of mental health, illness, alcoholism, and substance abuse treatment methods and prognosis

The DVD shall be submitted for approval to the COR within 60 days and in final form within 90 days after contract award.

d. An employee orientation DVD, approximately 15 minutes long, shall be provided and shall include, but not be limited to:

· how to obtain EAP services

· what services are available and for whom

· emphasis on the confidential nature of the EAP program The DVD shall be submitted for approval to the COR within 60 days and in final form within 90 days after contract award.

e. Employee Assistance Program Orientation sessions for employees shall include, but not be limited to,

· how to obtain EAP services

· what services are available and for whom

· emphasis on the confidential nature of the EAP

The contractor is expected to have orientation sessions for employees annually. The training shall be held on-site or virtually. If training is held on-site, the Contractor will not have access to the VA’s information technology (IT) equipment, and any audio-visual needs the Contractor has shall be facilitated through the COR. Materials for training sessions shall be provided to the COR 14 days in advance of scheduled training sessions.

f. Training sessions for supervisors shall be held on-site or virtually, which shall include, but not be limited to, the following topics:

· availability of advice and consultation for supervisors

· basic distinction between supervision and counseling

· general principles of crisis management

· the need for supervisors to emphasize privacy and confidentiality

· voluntary vs. involuntary referral (alternative to adverse administrative action)

· methods of reporting breakdown, adequacy, or continuity of treatment

· basic concepts of mental health, illness, alcoholism, and substance abuse treatment methods and prognosis

The Government reserves the right of final review and approval of all informational and training materials to be distributed to employees and supervisors. The contractor is expected to have orientation sessions for managers annually on-site or virtually. If training is held on-site, the representative shall always be escorted while in the facility by the COR or another designated VA employee. The Contractor will not have access to the VA’s information technology (IT) equipment, and any audio-visual needs the Contractor has shall be facilitated through the COR. Materials for training sessions will be provided to the COR 14 days in advance of scheduled training sessions.

Contractor will be notified by the COR at least 30 days in advance of orientation and training sessions for both employees and supervisors.

6. Statistical Reporting Required:

a. Quarterly, within 30 calendar days after the end of the quarter, the contractor shall provide a summary status report and individual status reports on all active cases, cases dropped, and cases resolved.

The information shall be classified as followed:

· Number of self-initiated (voluntary) referrals

· Number of management initiated (involuntary) referrals

· Number of referrals as a result of drug testing

· Number helped (restoration of job performance)

· Number not helped

· Number for whom it is too soon to tell

· Total number of new or re-opened cases

· Utilization rate (annualized in quarterly reports)

b. To reduce the possibility (or employee perception of the possibility) that information extracted from statistical data could be used to identify employees, data provided by the contractor will be limited to the above data elements.

Additional Services

1. The following additional services will be provided as requested by the Government on a fee-for-service basis.

a. Critical incident (trauma) intervention for groups or counseling for groups or individuals after a critical incident.

b. Training and orientation not otherwise provided under this contract, such as additional sessions.

c. Cost to be shown for each on cost sheet. (Listed as “trauma intervention” and “additional training.”)

Program Assessment

1. The contractor shall provide an assessment plan to assess employees’ and supervisors’ perception of the Employee Assistance Program. The plan shall be provided to the Government for approval before implementation and implemented not later than six months after contract award. The plan can be implemented earlier if approved by the Government. At a minimum the assessment shall include:

a. A method of surveying program users, including employees, family members, and supervisors about their experiences and overall satisfaction with the services provided (survey shall preserve the anonymity of the users from the Government).

b. A balance summary of employee and supervisor comments (without identifying employees) about experience with the program.

c. A summary of activities, including statistics of program utilization and the education and outreach activities, carried out by the contractor.

d. Major problems and/or obstacles encountered and how these were adjudicated.

e. Major successes of the program.

f. An executive summary of the findings; summary shall be no more than 3 pages.

g. The contractor should review and update the program assessment plan with the COR every six months for the first year and annually thereafter.

Administrative Capability

1. Contractor shall administer and manage the program staff; respond to and maintain compliance with applicable regulations, rules, and policies; provide efficient and effective liaison with the Contracting Officer’s Technical Representative; and assess established health insurer’s programs or services of other social service agencies for referral potential.

Licenses and Qualifications

1. All personnel under this contract shall be employees or assignees of the contractor who shall be responsible for validation of their qualifications to perform the services described herein.

2. The EAP staff shall have a demonstrated ability to work in an industrial or business setting and to advise supervisors and managers on dealing with troubled employees. At a minimum the EAP staff shall possess the following qualifications:

a. professionally trained psychologist, social worker, psychiatric nurse, psychiatrist, or physician.

b. applicable state requirements as to licensure and/or qualifications which are necessary to practice within the applicable state.

c. a minimum of 2 years’ experience in the field of alcohol and drug abuse counseling.

3. Any personnel proposed as EAP counselors shall have:

a. Mental Health Professionals (Master’s Degree) with at least 2 years’ experience in the field of alcoholism and drug abuse.

The contractor shall certify all employees or assignees have the required qualifications and credentials and are registered or licensed in the applicable state of performance by submitting copies of the licenses.

Maintaining Individual Case Files

The contractor shall be responsible for maintaining complete individual case files for every employee referred for assistance. Such case records shall be maintained in accordance with the confidentiality requirements of Public Law 92-282 and the implementing Federal Regulations.

Confidentiality of Records and Referrals

Contractor agrees to comply with requirements as to the confidential nature of patient records in accordance with Section 333 of Public Lab 91-616 (as amended by PL 92-282), Section 408 of PL 92-255, and Federal Regulations of the Special Action Office for Drug Abuse Prevention (21 CFR Part 1401). The Government agrees to provide the contractor with a copy of or a website address for these requirements upon written request. The contractor shall ensure the physical security of records and prevent of disclosure of the records, reports, or other private information of employees except with the employee’s informed written consent.

Privacy Act Notification

This procurement action requires the contractor to do one or more of the following: design, develop, or operate a system of records on individuals to accomplish an agency function IAW the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C.552) and applicable agency regulations. Violations of the Act may involve the imposition of criminal penalties.

Security Requirements

All training and orientation sessions shall be conducted on-site or virtually. If training is held on-site, the COR will arrange for use of a training or meeting room for training and orientation sessions. Upon arrival, all contractor personnel will sign in as visitors and will be escorted by the COR while on site. All training materials shall be provided to the COR 14 days in advance. Any IT equipment (laptop, flash drive, etc.) used by the contractor will not be connected to the VA network at any time.