Statement_of_Work-EAP.pdf

STATEMENT OF WORK

NIAGARA FALLS ARS, NEW YORK

CIVILIAN EMPLOYEE ASSISTANCE PROGRAM

6 July 2016

1. SCOPE AND COVERAGE: The Civilian Employee Assistance Program (CEAP) is designed to provide intake counseling, referral, follow-up and crisis counseling for Federal employees/family members with personal problem s.

Problems include, but are not limited to, alcohol and substance abuse; marital, divorce and other family concerns; job-related, career, interpersonal or other stress-related concerns; legal and financial issues; weight and eating disorders;

psychiatric, psychological, behavioral and mental disorders; child care and elder care referrals; other employee problems, concerns, or disorders that impact the employees ability to perform employment responsibilities.

a. Up to six on-site visits per year can be used for employee EAP orientations, supervisor EAP training, Critical Incident Stress Debriefings, and one-hour wellness topics during brown bag lunch type events.

b. The Contractor shall provide CEAP services to employees of the Niagara Falls ARS, NY. The contract shall provide diagnostic and short-term counseling and referral services to approximately 382 employees and their immediate dependents.

Employees and their dependents are covered under the CEAP during both on-and-off-duty hours, as long as the employee is employed by the Niagara Falls ARS, NY.

(Note: Short-term is defined as 3 or less sessions per episode. Employees and family member may be referred to other sources, when necessary, for long-term counseling services.)

c. The Contractor is solely responsible for compliance with Federal, state and local Jaws and regulations governing the practices and fulfillment of this service.

d. CEAP Staff shall also be familiar with the provisions of the Privacy Act [5 U.S.C. 552a (b)] as well as the Alcohol and Drug Patient Confidentiality Regulations provision s contained in 42 Code of Federal Regulations (CFR) Part 2.

2. REQUIREMENTS AND SERVICES TO BE PROVIDED:

e. Initial Contact. The contract services shall be available 24 hours a day. Upon receipt of a call by a program participant, the Contractor shall ascertain the activity, location, and telephone number of the employee for verification of eligibility and to arrange for contact with the CEAP Counselor. The participant is not to call an additional number to make an appointment. A request for assistance may be received either directly from the civilian employee, family member and/or dependent or from a supervisor or manager. When a participant calls for assistance, an appointment with the counselor shall be scheduled within 48 hours regardless of time or date.

When the participant is involved in a crisis situation (which is defined herein as any situation perceived by the participant or the counselor as a crisis), the Contractor shall provide or arrange for immediate assistance within two (2) hours of the request.

f. Intake Counseling. Upon a request for assistance, the CEAP Counselor shall conduct an initial assessment consisting of participant’s name, organization, issue with assessed criticality and appropriate scheduling of an appointment for counseling. Counseling services shall be provided either in person or by telephone at the participant’s option and at no expense to the participant. However, if the Counselor assesses that immediate in-person counseling is required; CEAP shall make immediate, in-person service available.

This initial intake and further intake counseling sessions shall become part of the participant's file. Intake counseling includes, but is not limited to:

I) An interview by a qualified CEAP counselor;

2) Screening and diagnosis of assistance requirements;

3) Evaluation of the participant and consultation, if necessary, with a specialist in the problem area;

4) Creation of confidential patient records;

5) Obtaining employee's written authorization to release information in the case of a supervisory referral;

6) Providing feedback on employees to the referring supervisor; and

7) Explaining the need for and recommending, if necessary, specialized assistance.

The Contractor shall provide, free of charge to the participant, up to six (6) intake sessions per issue (for the same problem). If the Counselor finds that the participant’s problem can be resolved with fewer counseling sessions, the Counselor should work with the employee toward problem resolution. If the problem cannot be resolved within 6 counseling sessions;

the Counselor will work with the employee to find proper referral services.

g. Referral. After intake counseling is completed and participant 's condition is evaluated, the Contractor shall accomplish the following:

1) When appropriate, specific referrals to appropriate counseling agencies shall be made with participant’s concurrence. The Contractor shall make specific appointments for care.

2) If referral is made to another agency, and if no-fee or low-fee service is available with no significant compromise in quality, referral to this service shall be attempted first. This includes services available through/covered under the employee's health benefits plan. The Contractor shall work with the participant to ascertain which, if any, Federal benefits apply.

3) Employees or dependents desiring extended counseling shall, upon request, be provided information concerning any public agency or community sources of assistance, which may be available to them. The Contractor shall not be responsible for any cost involved after intake and referral.

h. Follow-up. If a referral is made, the Counselor shall follow up with the employee within 48 hours to ascertain if the client participated in treatment by the agency referred to and to ascertain status of problem resolution. The Counselor shall also follow up within 48 hours to ascertain if the client participated in treatment as recommended by a supervisory referral. In that case, the Counselor shall provide the supervisor with the information on the employee's attendance and the prognosis.

i. Referrals under the Air Force Drug Free Workplace Program. In the case of a mandatory referral for a positive drug test or a request for "safe harbor" under the Drug Free Workplace Program, the contractor shall be able to meet the specific requirements under this Program as follows:

l) Administer a comprehensive written drug/alcohol assessment and provide a written referral to an appropriate drug/alcohol rehabilitation facility.

2) Obtain a written "Release of Information" from the employee and provide to the Drug Program Coordinator (DPC) within 24 hours.

3) The Contractor shall monitor the employee's compliance with rehabilitation facility requirements and report progress/compliance to the DPC. As appropriate, the Contractor shall provide a written ''Notice of Employee Completion" to the DPC within 24 hours when the Employee fails to complete the required rehabilitation.

f. Group Requirements. In the case where an entire work group is subjected to a traumatic incident, workplace conflict or stress, the CEAP Contractor shall provide Critical Incident Stress Management (CISM) services. Initial consultation services to determine services needed for group counseling or traumatic incident debriefing shall occur within one hour of being notified of the event. Also, an assessment will be made to determine the need of direct critical incident services (not to exceed three sessions, with the first occurring within 24 hours of the request) or as otherwise determined, whichever is in the best interests of the Air Force. This service may only be provided with the concurrence of the Human Resources Office and upon union notification as appropriate. The CEAP counselors providing CJSM services to a work group shall demonstrate training and experience in the provision of CISM services.

g. Management Consultations. When requested, the Contractor shall provide unlimited one-to-one guidance and advice to supervisors and managers within 24 hours of request on the most effective ways to approach an employee with a problem affecting work performance or conduct in order to make effective referrals for assistance.

h. Training. Provide annual training to all civilian personnel on the services provided by the h

Civilian Employee Assistance Program. Session shall be held on mutually agreed upon date.

The Contractor shall familiarize employees with the program through distribution of brochures. Provide annual Drug Awareness training in accordance with the Drug-Free Workplace Act (1986), Executive Order 12564. Annual requirements are included in the six

(6) sessions of coverage per year.

i. Professional services. Provide Substance Abuse Professional services, in accordance with the requirements of the Department of Defense and in accordance with the employees' Drug and Alcohol Testing program. Reference 5 U.S.C. 7361; 5 ILS.C. 7362;

5 CFR Part 792; Executive Order 12564, "Drug-Free Federal Workplace,"(September 15, 1986).

j. Reports. The Contractor shall submit a quarterly report for the utilization of CEAP services. The required report form is attached to the Performance Work Statement, (Attachment 2), and is provided to the Human Resources Office, 914th FSS/FSMC, 2720 Kirkbridge Drive, Niagara Falls ARS, NY 14304- 5000. This report is mandatory for this contract. A total of four reports are required no later than the 5th calendar day after the reporting period (i.e. 5 January, 5 April, 5 July and 5 October). The Contractor shall furnish additional data required for any annual or one-time reports up to 30 days past contract expiration. Data shall be provided in writing within five (5) days after request. Otherwise, information may be received telephonically within 48 hours after a telephonic request.

k. Maintenance of Records. The Contractor shall maintain separate records for each participant for audit purposes. Except when otherwise required by law, the Contractor shall rigidly observe the confidential nature of these records. Information may be released when a participant authorizes such release in writing, or as required by the Legal Office or Civilian Personnel Office. At the request of these offices the written, sanitized records shall be provided within 24 hours of the request for information. The Contractor shall ensure that confidential records are sanitized for this review.

l. Confidentiality. Confidentiality is a critical element of the EAP. Employees seeking help must feel confident that using the program will not jeopardize their jobs. The program is guided by the laws and regulations that protect client information. Counselors maintain records in accordance with these laws and regulations.

Before the release of any confidential information, the client's signature is required. This signature allows for the flow of information between the client, the program, and the requisite organization. Disclosure may occur when there is a danger to self, others, or property as outlined in the Statement of Understanding signed by the employee and as authorized by law.

Counseling records are used as documentation of the services rendered and/or as a source document for obtaining statistical data for management use. No record will be released except as permitted by the Confidentiality Regulations, the Privacy Act, and as otherwise authorized by law.

3. QUALIFICATION OF CONTRACTOR PERSONNEL. The Contractor shall ensure that counselors assigned responsibility for any part of the intake, counseling and referral process with employees, dependents or supervisors have the following qualifications:

a. A minimum of master's degree in psychology, counseling, social work or other directly related field of study. All advanced certificates should be documented in the Contractor's files and provided upon award.

b. Shall have a minimum of five years of actual clinical experience and work experience providing employee assistance referral assistance to business, industry or government agencies to assess the probable cause of an employee's work performance problems and misconduct.

c. Shall have a minimum of five years of experience and demonstrated knowledge in the area of alcoholism and other chemical dependencies. All advanced certificates should be documented in the Contractor's file and provided upon proposal.

d. Qualified counselors shall have verifiable credentials in the areas of substance abuse and family dynamics i.e. Licensed Clinical Social Worker (LCSW) or Substance Abuse Program(SAP), CEAP

4. CONTRACTOR FURNISHED MATERIALS. The Contractor is required to furnish all facilities, supplies and materials to be used during the performance of this contract. To include general brochures and posters for base dissemination. All materials must be non-sexist and non-discriminatory in content and tone.

5. CONTRACT TRANSITION PERIOD. The Contractor will give a 60 day notice prior to the end of the contract period if they are not going to renew the contract. Following the expiration of the contract, the Contractor is obligated to follow-up with appropriate treatment resources and track participation of employees in the CEAP until the transition to a new contract is completed (30 days). The obligation also requires the submission of corrected or supplement reports, if necessary.

6. EXPERT TESTIMONY. The Contractor shall agree to provide expert witness testimony for the agency as to all non-privileged communications, even if the contract has expired, provided that the appellant/employee concerned was a recipient of CEAP services prior to the expiration of the contract.

7. GOVERNMENT FURNISHED PROPERTY. The Government will furnish a temporary office located in the Manpower and Personnel Civilian Flight office to facilitate on site counseling when the government member is mentally not capable of traveling to the Contractor's place of performance.

8. GENERAL INFORMATION

a. Place of Performance. Contractor facility shall be within a 30 minute radius from Niagara

Falls ARS, NY.

b. Hours of Work. Contractor personnel are expected to conform to customer agency normal operating hours. Core duty hours are 0730 - 1630, Monday through Friday (excluding federal holidays). Circumstances may require the contractor provide services after normal duty hours.

c. Recognized Holidays. The Contractor is not required to provide services on the following days: New Year’s Day, Martin Luther King's Birthday, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day.

d. Period of Performance includes a 12-month basic period beginning 1 Sep 2016 through 31 Aug 2017, with two (2) successive option years as listed below:

Option Year I: 1 Sep 2017 through 31 Aug 2018 Option Year II: 1 Sep 2018 through 31 Aug 2019

e. Privacy Act. Work on this project requires that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

f. Facility Requirement. Shall be in compliance with local, state, and Federal laws [i.e. but not limited to, Americans with Disabilities ACT (ADA)].

g. Transition. The contractor shall provide for a two-week phase-out period for contract completion. The contractor shall submit a phase-out schedule five days after contract award.

h. Definition. Family member is interpreted to mean immediate dependent of employees, i.e. spouse, dependent children, or other immediate family member who qualifies as a dependent for Federal/state income tax purposes.

i. Exclusions. The primary function of this service is the identification of participant problems and solution assistance. Clinical Treatment and Maintenance Counseling are excluded from this contract. The Contractor shall not refer participants to any source for which the Contractor receives payment or other consideration or in which the Contractor maintains a financial interest.

j. Historical Usage: During the past two years no more than eight (8) employees have utilized this service and on-sight training classes have been conducted two (2) times/year by EAP counselors.

RFQ FA6670-13-Q-0002

BID SCHEDULE

NON-PERSONAL SERVICES

CIVILIAN EMPLOYEE ASSISTANCE PROGRAM

Cost Base Year:___ ____________________________________________

First Option Year:__ ________________________________

Second Option Year:__ _______________________________

Total Cost for Three Years:__ __________________________