DJD-14-R-0009_Solicitation_02.19.14.pdf

Solicitation Number

DJD-14-R-0009

TABLE OF CONTENTS

PART I—THE SCHEDULE

SECTION A – SOLICITATION/CONTRACT FORM 1

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Items to be Acquired 2 B.2 Minimum Guaranteed and Schedule 2 B.3 Issuance of Task Orders 3 B.4 Consideration and Payment 4 B.5 Additional Resources/Surge 4

SECTION C – DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 Introduction 5 C.2 Objective 5 C.3 Authorities 6 C.4 Scope of Work 7 C.5 Labor Categories/Duties/Personnel Qualifications 20 C.6 Privacy/Patient Data 25

SECTION D – PACKAGING AND MARKING

D.1 General Packaging and Marking Requirements 29

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Clauses Incorporated by Reference 30 E.2 Inspection and Acceptance 30

SECTION F – DELIVERIES OR PERFORMANCE

F.1 Clauses Incorporated by Reference 31 F.2 Period of Performance 31 F.3 Place of Performance 31 F.4 Deliverables 31

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 Contracting Officer’s Representative (COR) 40 G.2 Contract Administration Points of Contact 40 G.3 Invoice Requirements 41 G.4 Contractor Performance Assessment 41 i

G.5 Scheduled and Unscheduled Closures of Government Offices 43 G.6 Task Orders 44 G.7 Authorization of Contract Modifications 45

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Official Travel Requirements 47 H.2 Final Invoice and Release of Residual Funds 48 H.3 Information Resellers or Data Brokers 49 H.4 Government-Furnished Resources 49

H.5 Permits and Licenses 49 H.6 Limitations on Future Contracting 50 H.7 Former Employment or Assignment with DEA 51 H.8 Organizational Conflicts of Interest 52 H.9 Orders Issued Through or Beginning Next Performance Period 52 H.10 Contractor Personnel Reporting Requirements 53 H.11 Continuing Contract Performance During a Pandemic 53

Influenza Outbreak or Other Biomedical Emergency or Catastrophe

H.12 Security of Systems and Data, Including Personally Identifiable 54 Data

H.13 Key Personnel 56 H.14 Public Trust Positions—Security Requirements for Access 57

To DEA Sensitive Information/U. S. Citizenship Required

PART II -- CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

I.1 FAR Clauses Incorporated by Reference 77 I.2 FAR Clauses Incorporated by Full Text 80

PART III -- LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J – LIST OF ATTACHMENTS

EXHIBIT A DEA Locations 83 EXHIBIT B Glossary 83 EXHIBIT C Statement of Client Understanding 83 EXHIBIT D Formal Supervisory Referral 83 EXHIBIT E Release Confidential Information 83 EXHIBIT F Service Extension Request 83 EXHIBIT G Training 83 EXHIBIT H Training Protocol 83 ii

EXHIBIT I Client Satisfaction Survey 83 EXHIBIT J EAP Department Analysis 83 EXHIBIT K System of Records 83 EXHIBIT L Investigation of EAP Complaints 83 EXHIBIT M Area Clinicians Application Standards 83

PART IV—REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS OR RESPONDENTS

K.1 Annual Representations and Certifications 84 K.2 Information Regarding Responsibility Matters 88

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICE TO OFFERORS OR

RESPONDENTS

L.1 Solicitation Provisions Incorporated by Reference 90 L.2 Type of Contract 90 L.3 Service of Protest 90 L.4 Protests Filed Directly with the Department of Justice 91 L.5 Commitment of Government to Award a Contract and 92

Expenditure of Funds L.6 Alternate Proposal Information 93 L.7 Offeror Acceptance Period 93 L.8 Communications 93 L.9 Proposal Preparation Instructions 93 L.10 Time, Date and Place for Submission of Proposal 98 L.11 Final Proposal Revisions 98 L.12 Dispositions of Proposals 98

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 Notice Listing Solicitation Provisions Incorporated By Reference 100 M.2 Evaluation - General 100 M.3 Basis for Award 100 M.4 Evaluation – Technical Factors 101 M.5 Determination of Contractor’s Responsibility 104 iii

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

DJD-14-R-0009

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

02/19/2014

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

202-307-7987

8. OFFER DUE DATE / LOCAL

TIME

03/19/2014 14:00:00

CODE D-HQ

DEA Headquarters 8701 Morrissette Drive, Attn: Eric VanderVeen/FACA Springfield, VA 22152

9. ISSUED BY UNRESTRICTED OR X SET ASIDE:100.00 % FOR

X SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 624190

SIZE STANDARD: $10,000,000

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

NET 30

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

D-HQCODE15. DELIVER TO

DEA Headquarters 8701 Morrissette Drive Attn: Eric VanderVeen/FACA Springfield, VA 22152

CODE D-HQ16. ADMINISTERED BY

DEA Headquarters 8701 Morrissette Drive, Attn: Eric VanderVeen/FACA Springfield, VA 22152

FACILITY

CODE

CODE

TELEPHONE NO.

17a. CONTRACTOR/

OFFEROR

D-HQCODE18a. PAYMENT WILL BE MADE BY

DEA Headquarters

INVOICE.ADMIN@USDOJ.GOV

Springfield, VA 22152

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

OFFER SEE ADDENDUM

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

CHECKED

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

The Drug Enforcement Administration (DEA) has a requirement for Employee Assistance Program (EAP) Support Services in accordance with this Solicitation.

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

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

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

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

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

Zavala, Eliana M.

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

DJD-14-R-0009 Page 1 of 104

SECTION B--SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 The Contractor shall provide the Drug Enforcement Administration (DEA) with Employee Assistance Program Services as set forth in the Statement of Work on an as needed basis. The services shall be in accordance with the terms, conditions and specifications set forth in this contract.

B.2 This is an Indefinite Delivery Indefinite Quantity (IDIQ), Firm Fixed Price (FFP) contract. The guaranteed minimum amount under this contract is $500,000.00 and is guaranteed for the base year only. There are no guaranteed minimum amounts for the option years. The minimum / maximum amounts are estimates only and are not guaranteed by this contract. If the government’s requirements do not result in orders in the quantities described, that fact shall not constitute the basis for an equitable price adjustment.

SCHEDULE:

BASE PERIOD: MAY 31, 2014 THROUGH MAY 30, 2015

CLIN NO. ITEM DESCRIPTION

MIN/MAX

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services

(C.4.3) 0/400 SESSIONS

3 Basic Training/Preventative Education (C.4.5) 300/1200 SESSIONS

4 Specialized Training (C.4.5) 140/400 SESSIONS

5 Organizational Consultations (C.4.4) 400/1000 SESSIONS

6 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

BASE PERIOD GRAND TOTAL

OPTION PERIOD 1: MAY 31, 2015 THROUGH MAY 30, 2016

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services

(C.4.3) 0/400 SESSIONS

1003 Basic Training/Preventative Education (C.4.5) 300/1200 SESSIONS

1004 Specialized Training (C.4.5) 140/400 SESSIONS

1005 Organizational Consultations (C.4.4) 400/1000 SESSIONS

1006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 1 GRAND TOTAL

OPTION PERIOD 2: MAY 31, 2016 THROUGH MAY 30, 2017

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services

(C.4.3) 0/400 SESSIONS

2003 Basic Training/Preventative Education (C.4.5) 300/1200 SESSIONS

2004 Specialized Training (C.4.5) 140/400 SESSIONS

2005 Organizational Consultations (C.4.4) 400/1000 SESSIONS

2006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 2 GRAND TOTAL

OPTION PERIOD 3: MAY 31, 2017 THROUGH MAY 30, 2018

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services

(C.4.3) 0/400 SESSIONS

3003 Basic Training/Preventative Education (C.4.5) 300/1200 SESSIONS

3004 Specialized Training (C.4.5) 140/400 SESSIONS

3005 Organizational Consultations (C.4.4) 400/1000 SESSIONS

3006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 3 GRAND TOTAL

OPTION PERIOD 4: MAY 31, 2018 THROUGH MAY 30, 2019

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services

(C.4.3) 0/400 SESSIONS

4003 Basic Training/Preventative Education (C.4.5) 300/1200 SESSIONS

4004 Specialized Training (C.4.5) 140/400 SESSIONS

4005 Organizational Consultations (C.4.4) 400/1000 SESSIONS

4006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 4 GRAND TOTAL

B.3 The Government will issue task orders for services specified in the contract per Contract

Line Item Number (CLIN) in accordance with Section G clause “Task Orders.” Services may be ordered by CLIN at any time during the effective period of performance at the price specified.

B.4 The Government will pay the Contractor the fixed unit rate for Sessions that is in effect on the effective date of the task order, even if the task order is later modified for any reason and/or performance under the task order crosses into another performance period.

B.5 The Government reserves the right to request additional resources from the Contractor in the event of a surge of nationwide services as a result of an unprecedented incident or catastrophe. In event of a surge, the Contracting Officer (CO) will negotiate with the Contractor and incorporate the necessary changes to account for the surge with a modification.

[END OF SECTION]

SECTION C--DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 INTRODUCTION

The Drug Enforcement Administration (DEA) is a federal law enforcement agency that employs approximately 10,000 employees to include 5,000 Special Agents. Other professions within DEA include Diversion Investigators, Intelligence Specialists, Chemists, Technicians, Lawyers, Program Analysts, and Administrative personnel. DEA employees are stationed throughout DEA’s Domestic Divisions, which includes all fifty (50) states, U.S. Virgin Islands, Puerto Rico, Guam, and the Bahamas. (See Exhibit A for full list).

The DEA realizes that it can accomplish its mission most effectively through employees who maintain sound physical and mental health. An employee with an alcohol, drug, or emotional problem can reduce or hinder performance and productivity. In addition, illegal drug use is antithetical to DEA’s law enforcement mission.

The DEA Employee Assistance Program (EAP) is a voluntary and confidential service designed to meet the unique needs of DEA employees and their family members (as defined in Exhibit B) for prevention, resolution and/or management of individual, family and vocational problems. The DEA EAP became fully operational in 1980 and requires a Contractor who can provide the staff and infrastructure to successfully maintain excellent, continuous service in a law enforcement oriented program.

An effective EAP can reduce absenteeism, increase productivity, and improve employee health and safety. An effective professional counseling service should be the basis of DEA's EAP. It is required that the counseling service provide expertise in handling alcohol and drug-related problems as well as other mental health problems, such as those related to stress or family situations.

The Contractor will be responsible for providing EAP services, either as the direct provider, or through subcontractors. In either case, the Contractor will be held accountable for the full implementation and management of the program and provide services to all DEA Domestic Divisions including the Caribbean Division.

C.2 OBJECTIVE

The purpose of this contract is to provide Employee Assistance Program (EAP) services to the employees of DEA and their families. The Contractor is responsible for recruiting, hiring, supervising and administering services privately through a network of licensed health Clinicians.

This network shall be operational on the first day of the contract’s period of performance. The Contractor shall ensure that each Division is serviced by a minimum of two (2) “Area Clinicians,” located within the geographic area of the respective Division, (as defined in Exhibit B).

The Contractor shall provide prevention, diagnostic, trauma response, consultation, short-term counseling, training, and information and referral services for organizational and individual needs which impact the quality of life and job performance of DEA employees and their families. These needs include but are not limited to drug abuse, alcohol abuse, trauma, mental illness, relationship/family conflicts, financial stress, spouse employment, and relocation concerns as well as social, physical, and emotional problems. Federal employees of the DEA EAP staff at times perform services such as: short term counseling; EAP training classes;

management consultations; traumatic incident responses; and traumatic briefings. These services are described in further detail in the SOW.

The Contractor shall deliver a high standard of clinical, educational, consultative, administrative, and managerial services in carrying out EAP services listed below in a timely manner with full compliance to patient confidentiality and contractual terms. The Contractor shall provide a secure and confidential patient record system to include the statistical accounting and reporting of all services provided, appropriate use of technology, monitoring and assurance of their quality, evaluation of human capital management policies and procedures, appropriate follow up to assess client satisfaction and a demographic analysis of DEA EAP patients. The Contractor shall secure the services of licensed mental health professionals to provide clinical/counseling services, trauma response, management services, and training services to DEA employees including supervisors, and eligible family members.

C.3 AUTHORITIES

The Contractor shall comply with all applicable laws, regulations, administrative directives and policies governing Federal Employee Assistance Programs. Additionally, the Contractor shall operate within applicable federal, state, and local laws governing occupational health programs including the following authorities:

1. Public Law 99-570, The Federal Employee Substance Abuse Education and Treatment Act of 1986, and 5 Code of Regulations (CFR) Part 792, require Federal agencies to establish appropriate prevention, treatment, and rehabilitative drug and alcohol programs for Federal civilian employees and to report annually to Congress on these programs (5 U.S.C.7361 and 7362)

2. The authority for substance abuse programs is found in Sec. 201 of Public Law 91-

616, 84 Stat. 1849, as amended and transferred to Sec. 520 of the Public Health Service Act by Sec. 2(b) (13) of Public Law 98-4(42 U.S.C. 290dd-1), and Sec. 413 of Public Law 92-255, 88 Stat. 84, as amended and transferred to section 525 of the Public Health Service Act by Sec.2 (b) (1.6) (a) of Public Law 96-24 (42 - U.S.C.

290ee-1. Executive Order 1.2564 requires agencies to establish drug-free Federal workplace programs, including an EAP, as an essential element in achieving a drug-free workforce.

3. Public Laws 96-180 and 96-181 authorize agencies to provide counseling services, to the extent feasible, to family members of employees who have alcohol and drug problems, and to employees with family members who have substance abuse problems. In addition, Public Law 79-658 authorizes agencies to establish health services programs for the purpose of promoting and maintaining the physical and mental fitness of Federal employees.

4. Confidentiality of all information in connection with an employee's use of the program, shall be 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.

C.4 SCOPE OF WORK

C.4.1 Clinical Services

The Contractor shall provide a full spectrum of clinical services to all DEA employees and family members. Clinical services shall include diagnostic assessments, treatment planning, short-term counseling of up to six sessions, clinical briefings, specialty referrals, monitoring, and follow-up services to clients as clinically indicated. The Contractor shall also provide information and referral (I&R) services to include, but not be limited to, referral for inpatient psychiatric and substance abuse treatment, psychotropic medication evaluation and social service referrals.

The Contractor shall produce and distribute to each Area Clinician a “Handbook” detailing all aspects of Clinician-relevant EAP operations, and specifying all forms and protocols necessary for them to effectively function. In addition to producing an Area Clinician Handbook, the Contractor shall provide quarterly orientations and refresher trainings to new Area Clinicians through podcasts, webinars or teleconferencing. The Contractor shall demonstrate a plan to show how it will provide orientations and refresher trainings to include a review of all policies and procedures necessary for the Contractor’s Key Personnel and staff to perform under the terms of the contract.

The Contractor shall offer an array of self-assessment instruments for DEA clients to confidentially access information and conduct self-assessments on clinical areas such as depression, anxiety and substance dependence. These instruments are not intended to replace a formal evaluation by a mental health professional, they are intended to provide DEA EAP clients with a set of assessment tools to gain a preliminary idea about the presence of mild to moderate symptoms of disorders such as depression, anxiety, substance abuse, eating disorders, post-traumatic stress disorder and provide immediate feedback and contact information to schedule an appointment or learn more about resources and referrals offered by the DEA EAP.

The Contractor shall maintain a national I&R system to refer DEA employees and their families to the most practical and geographically appropriate clinical service provider (such as substance abuse resources, elder-care resources, wellness resources, etc.). The Contractor must provide patients with well-researched, comprehensive, pre-screened referrals per the patient’s request.

Referral information must be provided to the patient within 3 days of their initial request. Within 14 days following a referral, the Contractor shall determine if the referral was used and whether it resolved the patient’s issues. The results of these 14-day ‘callbacks’ shall be noted in the patient’s record. When referring patients to other sources, the Contractor shall check the following and advise the patient on:

• Relevant licensure, accreditation, certification and experience

• Services compatible with employee benefits and needs

• Fees

• Reimbursement policies

• Intake/admission procedures

• Treatment regime

• Services and hours compatible with employee/organization needs

Clinical Parameters. The Contractor shall:

A. Accept Formal Supervisory Referrals from DEA management and self-referrals from DEA employees and eligible family members.

B. Assess each patient’s presenting problem and, as indicated, provide guidance, short-term counseling, information, referral, and/or treatment alternatives. This includes locating providers, programs and/or treatment facilities that shall accept the patient’s health insurance benefits.

C. Refer patient’s self-reporting or testing positive for alcohol and/or illegal drugs to appropriate treatment resources. Toward this end, the Contractor shall identify and develop referral liaisons with law enforcement-specific substance abuse treatment facilities.

D. Develop forms necessary to initiate, administer, track, finance and document all contractually-provided EAP services and the demographics and service satisfaction levels of all EAP patients. Drafts of each form are to be submitted to the EAP Administrator/COR for approval within 30 days of contract award.

E. Unless clinically inappropriate, advise each patient of the provider’s clinical assessment, treatment plan, intervention alternatives and any referral options.

F. Annotate patient records in the event of treatment program termination against medical advice (AMA). In addition, the counselor must note the patient’s condition at termination and the patient’s reason for terminating treatment. In the event such information is not known, the counselor must state why such information is not available.

G. Advise patients of their responsibility to pay for any treatment and rehabilitation services provided under EAP referral to private or community resources and EAP Clinicians after the initial 6 sessions.

H. Advise patients on how best to utilize their health insurance. Review their personal health benefit information with them. Benefit information may be accessed at the Office of Personnel Management (OPM) web site www.opm.gov.

I. Assist DEA managers/supervisors with defining and resolving performance and conduct problems exhibited by one or more employees. Requests for management consultations are initiated by the DEA manager/supervisor in person or by telephone.

Management consultations must be documented to include the name of the manager/supervisor, description of the problem, dates and times of consults, recommendations, accomplishments, termination notes and follow-up requirements if appropriate.

In all cases where a Formal Supervisory Referral to the EAP is required, the Contractor shall refer the manager/supervisor to the EAP Administrator/COR or EAP Specialist who shall provide the management consultation and guidance to the DEA manager/supervisor (see Exhibit D).

J. In cases where the Supervisor/Manager or Executive requests a work-site consultation or group intervention, the Contractor must document the supervisor’s request and submit the rationale for the intervention and the estimated time required to the EAP Administrator/COR for approval before such services can be agreed to or undertaken.

K. Provide aftercare services to all DEA EAP employees and their families who complete a course of treatment in/with a substance abuse or mental health treatment facility. Aftercare includes, but is not limited to, the Clinician’s arranging for and participating in Aftercare Planning and Back-to-Work Conferences; relapse prevention services; and 12-month follow-up (24 months for pilots) services with the patient. Follow-up services shall be monthly and conducted either by telephone or in person. In the event of relapse, the Clinician must assist the patient by referring them to appropriate clinical services and continuing to follow and assist with their progress.

L. Provide monitoring services to employees referred to inpatient and/or outpatient treatment programs by EAP Clinicians to ensure that the most appropriate services have been obtained and the patient is satisfied. Such contact should be initiated within two weeks of the patient’s initial appointment/admission. In the event the patient is not satisfied with the service, the Contractor shall determine the cause and advise the patient what steps are available, including reporting their concerns to the EAP Administrator/COR and their insurance company. If the patient is pleased with their treatment or has decided not to utilize the services, no further contact is needed.

These results shall be documented in the Clinician’s notes and the Contractor’s database.

M. Within three (3) days after patient’s case closes, provide copies of EAP patient files to the EAP Administrator/COR and EAP patient upon completion of an appropriate Release of Information Form (in conformance with Federal confidentiality regulation and law).

N. Inform all patients that EAP contact and or participation shall not jeopardize their job security or promotional opportunities (see Exhibit C).

O. Advise each patient regarding confidentiality limitations per Federal and state laws, regulations, and DEA policies. The Contractor shall ensure the security, privacy and confidentiality of all electronic protected health information as required by law (Privacy Act and Health Insurance Portability and Accountability Act (HIPPA)).

P. Adhere at all times to professional ethics and principles of confidentiality stated in the

Privacy Act of 1974. Counseling records and information from employee visits to the EAP will be kept in a confidential manner, in accordance with Section 122 and 303 of PL 93-282, the Privacy Act of 2974, 42CFR, Part 2, “Confidentiality of Alcohol and Drug patient Records” and the EAP case maintenance system. Since the regulations prohibit implicit and negative disclosures about persons with alcohol and drug abuse problems (e.g., whether or not an individual had attended the EAP), the confidentiality of all participants must be maintained.

Q. Accommodate the diverse needs of DEA EAP clients related to culture, language, customs and or disabilities.

R. Provide patients access to a comprehensive electronic library, which includes materials related to life issues that DEA clients may be faced with.

S. Provide effective integration with DEA’s other employee support vendors and internal programs with a particular emphasis on coordination with the health and wellness services, work/life services and peer support services.

C.4.2 Counseling Services

The Contractor shall provide counseling services to all DEA employees and family members telephonically and/or in-person. The Contractor shall:

A. Provide telephonic EAP program access to process calls for service. Access is defined as 7 days a week, 24 hours a day, 365 days per year through a toll-free telephone dedicated solely to DEA patients including deaf patients using a telephone device for the deaf (TDD). The acquisition of this line shall be structured so that at the conclusion of the contract, ownership of the toll-free telephone number/line shall be transferred to the DEA. The Contractor shall manage the volume of calls to keep waiting time to less than one minute absent a catastrophic event. The Contractor shall have Master’s Degree level mental health Clinicians answer the EAP phone line 24 hours per day, 7 days per week, and 365 days per year (24/7/365).

B. Have Key Personnel designated in the contract available in their office to receive patient service requests from 9:00 a.m. Eastern Time until 8:00 p.m. Eastern Time.

During non-core hours, the phone line must be answered by Master’s Degree level mental health Clinicians who have access to Key Personnel at all times. At least one Key Personnel staff member must be available after hours via cell phone at all times.

C. Assure that clinical network face-to-face appointment times are available to EAP patients Monday through Friday from 9 a.m. Eastern Time to 8 p.m. Eastern Time and Saturdays from 9 a.m. to 1 p.m. in the respective time zone where an EAP therapist’s office is located.

D. Make sure that each Clinician identified for an EAP Patient is located within 25 miles of the patient’s preferred departure point (most often their office or residence) (see Exhibit B). Provide other modes of counseling care at a distance if any of the below circumstances occur.

E. Provide an appointment time to all self-referred clinical patients within 24 hours of their initial contact. Those initial clinical appointments shall be scheduled to occur within 72 hours of request, unless the patient wishes it to be later. Unless a change of Clinician is requested by the patient or the EAP Administrator/COR, the same Clinician shall work with each patient for the entire duration of EAP services.

Modes of Counseling. The Contractor shall provide multiple modes of counseling through telephonic counseling, and information technologies to provide counseling care at a distance, when and if one or more of the following occurs:

A. The patient’s request is strictly for I&R related services, which can be easily obtained and provided over the phone, by mail, or by electronic transfer, i.e. internet. The Contractor’s case file shall log the time spent to satisfy each request. The log data shall include the date of the request; a start and stop time for the work performed to satisfy the request; the name, occupation, location and the telephone number of the patient; and a description of the request with all information provided.

B. The patient’s work location or home is more than a one hour drive from the counselor’s office; is located in a remote area with no available, qualified mental health practitioners; or is preferred by the patient.

C. The EAP Administrator/COR approves the individual circumstances for telephonic counseling prior to the counseling and such approval is referenced in the patient’s record.

D. It is specifically requested by a patient.

Session Limits. DEA employees and/or family members needing assistance with personal, family, and/or work-site problems may call the EAP Contractor or EAP Headquarters staff for advice and direction regarding the initiation of EAP services. During that initial contact the employee/family member is referred to the most geographically appropriate EAP Area Clinician for diagnostic evaluation, brief intervention, and, if necessary, referral services for up to 6 sessions per problem.

A. If the initial assessment determines that more than 6 sessions are needed, the

Contractor shall assure that an appropriate referral is made without additional EAP sessions occurring.

B. In unusual circumstances, the employee may seek additional sessions beyond the six-session limit. However, the Contractor must justify the need for additional sessions to the EAP Administrator/COR (see Exhibit F). Extensions shall be granted only when it is deemed to serve the best interests of the patient and the Government. The EAP Administrator/COR shall approve or disapprove such requests in writing. The decision document must be maintained in the patient’s file.

Clinician Self-Referral. If, after the initial six sessions with an EAP Clinician, a patient requests long-term counseling (more than six sessions), an EAP Clinician may request that they retain the patient for further services without referring the patient out. This request must be made in writing to the Administrative Clinician and EAP Administrator/COR. It shall be approved only if such additional care is clinically indicated and Clinician continuity is clearly appropriate. The Clinician must also have the patient sign a form noting that they have a right to be referred to other appropriate clinical services and the limits of their insurance coverage (i.e., deductible, out of pocket cost, etc.). This form must be retained in the patient’s files. A sample form must be submitted and approved by the EAP Administrator/COR 30 days after the first day of the period of performance. The Contractor shall publicize the expectation of a “brief intervention (six sessions) model” as the EAP standard of care. Any Clinicians found to be violating this standard shall be considered for removal from DEA EAP participation.

Substance Abuse & Inpatient (SA/I) Monitoring and Follow-up Services. The Contractor shall provide monitoring and follow-up services to patients who are receiving services or have successfully completed any inpatient mental health or substance abuse treatment program. The Contractor shall monitor the patient's treatment plan implementation, treatment progress, cooperation with the provider, prescribed treatment regimen, and, where appropriate, job adjustment or integration of treatment gains in the patient’s workplace. All monitoring activity must be documented in the EAP patient's file. The EAP counselor shall maintain awareness of the patient’s status in treatment at all times, follow the referral through completion of treatment;

and plan and participate in, as appropriate, back-to-work or discharge planning conferences with the patient’s manager.

The Contractor shall:

A. At a minimum, maintain weekly telephonic contact with the patient admitted to an inpatient or outpatient program as may be allowed by treatment program; and monthly contact with the treatment personnel of the treating facility. The Contractor shall act as an advocate for the patient as permitted by the patient when dealing with the treatment facility.

B. Coordinate a back-to-work conference with the treating counselor, patient and patient’s manager as allowed by the confidentiality requirements. The goal shall be to assist the employee and Supervisor with the integration of rehabilitative progress into the correction of previously noted job performance and/or conduct problems.

C. Provide patients who successfully complete treatment for alcohol abuse with monthly follow-up contact for at least 12 months to provide support and prevent relapse (minimum 24 months for pilots). Follow-up shall consist of telephonic contacts up to 15 minutes in duration, unless otherwise stated and approved in writing by the EAP Administrator/COR (see Exhibit F) and recorded in the patient’s treatment plan.

C.4.3 Trauma Response

When requested by the EAP Administrator/COR, the Contractor shall provide individual group clinical briefings and other psycho-educational and support services for victims of traumatic incidents through its Area and Remote Clinicians. The Contractor must have an on-call briefing team (two or more clinical briefers) who can depart within a 48 hour window to any domestic or Caribbean post to assist DEA employees involved in a traumatic event when local Area Clinician resources are insufficient or unavailable. The EAP Administrator/COR shall determine the type of services needed for each traumatic incident and coordinate with the Administrative Clinician.

Clinical Briefers: The Contractor may choose to recruit additional, trauma response-experienced personnel to respond to employees, family members and Task Force Officers (TFOs) involved in traumatic incidents. These Clinical Briefers shall be in addition to Area and Remote Clinicians and are required to meet all recruitment and hiring standards outlined in this contract.

Travel: The Contractor shall, upon approval from the EAP Administrator/COR, arrange for travel to send Area and Remote Clinicians and/or Clinical Briefers to provide trauma response services at locations where catastrophic events have occurred to DEA personnel.

The Contractor is responsible for assisting the briefing Clinician(s) in making any necessary travel and hotel arrangements, and may request local assistance from a Trauma Team Member or the EAP Administrator/COR. Such travel shall occur only in the absence of appropriate and available trauma response personnel in the incident locale.

Post Incident Clinical Briefing Services: Each DEA employee and TFO involved in an operational incident, included but not limited to events such as a: shooting; hostage taking;

threat on life; physical assault; plane or vehicular accident; suicide, shall be offered the opportunity to meet with a Clinical Briefer and participate in a clinical briefing session.

Family members of DEA employee are also eligible for trauma response services and are encouraged to take advantage of this service. The family's utilization of services is at the discretion of the employee. The employee's manager, the Trauma Team Member (TTM), and the designated Area Clinician and/or Clinical Briefer are responsible for reminding the employee of the availability of this service for the family. Up to three (3) clinical briefing sessions may be provided to each participant.

Location and Timeliness: Clinical Briefing Services shall be held at the convenience of the EAP Employees, either at work, hospital, home or other location mutually agreed upon by all parties. It is DEA Policy that post-trauma clinical briefings be held within 48 hours following a traumatic event, if practical.

Traumatic Incident Response: In the event the Contractor is notified directly from the Special Agent-in-Charge, Assistant Special Agent-in-Charge, Trauma Team Member, or any other DEA official, the Contractor must immediately inform the EAP Administrator/COR before initiating response, travel and deployment preparation.

Contractor Traumatic Incident Recording: Upon notification of a traumatic incident, the Contractor must establish a traumatic incident management case file, record the requesting DEA caller's name, position, relationship to injured party, date and time of call.

Clinical Briefing Procedures:

A. All briefers must appropriately introduce themselves, present/discuss their qualifications/background; provide a business card with the DEA EAP helpline number, a phone number, the EAP Administrator/COR’s phone number, and instructions to call any time the affected employee has concerns or symptoms. The employee must be informed that the clinical briefer shall provide the EAP Administrator/COR with an initial and final oral report regarding the employee’s response to the traumatic incident.

B. The Area Clinician and/or clinical briefer shall explain confidentiality and limits and allow the employee an opportunity to discuss what occurred, how it has or has not affected him/her, and what help they might need, if any. The Area Clinician and/or Clinical Briefer shall also explain the purpose of the briefing to the participant(s). The Area Clinician and/or Clinical Briefer shall explain that his/her role is to support and inform the employee on how traumatized individuals may react to a traumatic incident; address and alleviate the emotional impact of the incident; prevent further psychological injury to the employee; offer the same service to the employee's family members where appropriate; and educate both the employee and their manager about the emotional reactions that result from critical incidents.

C. If desired, the Area Clinician or Clinical Briefer shall review the events of the traumatic incident with the employee and, where appropriate, the employee's family.

D. The Area Clinician or Clinical Briefer shall indicate if they recommend medical and/or mental health intervention for the victim(s) and why. In that event and if the victim(s) accept the recommendation, the Contractor shall contact the Area Clinician and EAP Administrator/COR so that appropriate referrals can be made to the EAP and Worker’s Compensation programs.

E. The Area Clinician or Clinical Briefer shall not keep records regarding the briefing except:

• Appropriate patient information to identify the victim;

• The date and duration of the interview; and

• Related correspondence and copies of reports as may be requested by the EAP Administrator/COR.

Clinical briefing services are considered diagnostic and psycho-educational in nature and are not to be construed as “treatment.” Neither EAP Case Files nor formal records of employee attendance should be created or maintained.

F. Within 24 hours of a traumatic event, the Contractor must provide a description of the trauma response intervention plan and any themes or special concerns to the EAP Administrator.

Contractor Traumatic Incident Management Report Requirements: At the conclusion of each traumatic incident case, the Contractor must issue a report to the EAP Administrator/COR detailing their services. The report shall note the location, employee name, occupation, date of occurrence, time call was received, name of caller reporting the event, relationship of the caller to the employee, Area Clinician and/or clinical briefer name, date and time the Area Clinician and/or clinical briefer arrived, incident type, number of employees briefed, and if the briefing was declined. In addition, the Contractor shall include in the EAP Quarterly Report all trauma response services conducted during the period. The report shall count and note by location, occupation, date of the occurrence, incident type, number of employees who received services, Clinician and/or Briefer names, and if any services were declined.

The EAP Annual Report must also reflect the number of incidents by location, type and the number of employees involved for each location for the reporting year.

C.4.4 Management Services

Organizational Development. The Contractor shall provide Organizational Development (OD) assessment and intervention services and shall ascertain what problems or challenges are confronting a work unit/location; develop a strategy to overcome those problems or challenges through local teams; implement the plan to resolve the noted issues; and evaluate the effort once the plan has been implemented.

C.4.5 Training Services

Prevention/Education Services (Training). The Contractor shall utilize a wide array of EAP prevention/education tools such as workshops, webinars and virtual teleconferencing to create EAP awareness and prevention of workplace problems. The Contractor, through its Area Clinicians and Clinician Trainers, and in coordination with its Key Personnel shall provide orientation, education, and prevention programs for all accessible DEA personnel throughout DEA’s Domestic Field Divisions including the Caribbean Division with ten or more assigned agency personnel. A list of proposed training topics and their respective curricula must be submitted with this proposal. The Contractor shall be responsible for conducting EAP on-site training as necessary to achieve comprehensive annual presentation of each fiscal year’s core and elective trainings (as defined in this contract).

The Contractor shall be responsible for overseeing the timely development, scheduling, and implementation of all training deliverables. The Contractor shall be responsible for developing all training materials, assuring the academic quality, topical content and population relevance of all curricular content and participant materials. The Contractor shall assure that the first training of this comprehensive national program occurs no later than 60 days after contract award.

A. Scheduling: the Contractor shall work closely with the EAP Administrator/COR and each Division Training Coordinator (DTC) and other DEA executives to annually develop and quarterly update the Division Training Schedule with EAP topical offerings.

The Contractor shall develop an annual “national training matrix” of projected training allocations for each eligible site (those with ten or more DEA employees). “Core trainings” (see Exhibit G) are defined as EAP Orientations, Supervisor Trainings, DEA’s Trauma Response Protocol, and Law Enforcement Stress Management and shall be scheduled on a biannual basis and undertaken before scheduling “Elective trainings” shall be annually chosen by the EAP Administrator/COR to supplement biannual core trainings. Special Agents In-Charge (SACs) and DTCs (and their equivalent) may request different or additional elective trainings to meet specific Division/site needs. The Contractor shall meet all scheduling deliverable deadlines detailed in the Training Protocol (see Exhibit H). The Contractor shall implement the Training Scheduling Protocol per the terms of the final, negotiated transition plan.

B. Training Coordination: the Contractor shall assure that collaborative working relationships are established and maintained with SACs, or appropriate site executive, and DTCs. Subject to the availability of funds, the Contractor shall coordinate with the DTC (or Training Officer at smaller sites) in integrating EAP training into the Division’s/site’s annual omnibus training schedule. This integration is a "critical element" in the success of the training program. In advance of all trainings, the Contractor shall supply DTCs (and Training Officers at smaller sites) with copies of attendance and evaluations forms, and at training completion have them sign EAP Training Receipt(s). Any irresolvable difficulty in the implementation of the DEA’s Training Program should be immediately reported to the EAP Administrator/COR.

C. Training Size: When scheduling on site workshops, the Contractor shall schedule trainings for DEA work sites that have a minimum of 25 EAP eligible employees. Sites that have less than 25 eligible employees should have access to training webinars developed by the Contractor and/or information regarding DEA developed materials and training through the DEA Learning System (DEALS) and other virtual training scheduled workshops. "Training eligible" employees include DEA Contractors and Task Force members, though these latter two groups are excluded from Orientations and receipt of clinical services (except group trauma briefings). Small DEA offices (less than 10 employees), can be jointly scheduled with similarly sized offices at common off-site locations so that trainings reach the 25 participant threshold. Training requests from offices with fewer than 25 employees that have "special" needs shall be referred to the

EAP Administrator/COR. Multiple sessions should be scheduled for training sites where the number of 50 is exceeded, and if possible scheduled on the same day. One week before a training class is scheduled to occur, the Contractor must call the training site and verify that at least 20 employees have registered or been scheduled to attend. The meeting of this threshold and the “best estimate” of class size must be reported to the Contractor not less than five (5) working days before the training is to occur.

D. Program Evaluation: The Contractor shall ensure that a content-appropriate “Participant

Program Evaluation Form” is created, completed, and retained for all participants in each training class undertaken. The Administrative Clinician, Area Clinicians and Clinician Trainers shall review all Program Evaluation Forms after each training class and make appropriate alterations to the content and delivery of the presentation. All evaluations from the previous month’s trainings shall be forwarded through the Contractor to the EAP Administrator/COR with the monthly report and voucher. When possible, EAP instructors should seek active feedback from the DTC (or other appropriate attendees) on their observations on content, relevance, and participant response. Suggestions for altering a module’s curriculum or participant materials should be directed by the Training Clinician to the Contractor who shall forward (as appropriate) any suggested changes for review to the EAP Administrator/COR.

E. Advertising and Registration: The Contractor shall assure that for each scheduled training class the Contractor sends a "DEA/EAP Training Announcement" and a "DEA/EAP Training Registration Form" to the training site. This shall be accomplished not later than four (4) work weeks prior to the scheduled event date. The Contractor shall arrange with the DTC or other Division staff member to be the designated "point of contact" for the posting and announcing of each scheduled training. This person must clearly understand the policy regarding minimum training size and cancellation deadlines. Any training that fails to meet the prescribed attendance guidelines should be canceled and evaluated as to the appropriateness of rescheduling by the Contractor and EAP Administrator/COR.

F. Core Trainings: The Contractor shall offer and provide core trainings (see Exhibit G) to all eligible DEA Domestic Field Divisions including the Caribbean Division.

Accordingly, the Contractor shall assure that these trainings are presented to the required target populations at the frequencies specified in this SOW. As is necessary to meet these requirements, core trainings must be accommodated into each Division’s/site’s scheduling of EAP topics before elective scheduling can be arranged.

G. Elective Trainings: Once core training requirements are fulfilled and if Division operations do not interfere with scheduling, the Contractor shall meet the remaining balance of each Division’s/site’s fiscal year EAP training allotment by conducting elective trainings. Up to four elective training topics shall be chosen each year by the EAP Administrator/COR from the curricula available on the EAP Training Course List (see Exhibit G) and new curricula proposed/developed over the previous year. SACs and other DEA Executives may request different or additional elective trainings to meet specific Division/site needs. The Contractor shall attempt to meet all scheduling deliverable deadlines detailed in the Training Protocol (see Exhibit H).

H. Continuity of Curricula/Scheduling: The Contractor shall initiate all required prevention/education training workshops, webinars and virtual training seminars utilizing existing Program curricula, and shall continue with…