Final_Employee Assistance Program SOW - FY21.pdf

EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES

FOR LINCOLN VA REGIONAL OFFICE

1. BACKGROUND

The Department of Veterans Affairs Lincoln VA Regional Office has a requirement to provide Employee Assistance Program (EAP) services to 398 employees and their immediate families. Immediate family includes spouse, children, including adopted children and employee’s parents.

1. EMPLOYEE ASSISTANCE PROGRAM (EAP) POLICY.

The program is available to all employees and their immediate families, since problems at home may affect work. Immediate family includes spouse, children, including adopted children and employee’s parents.

a. All records and discussions of personal problems will be confidential and will not jeopardize an employee’s job security, promotional opportunities or reputation. These records will be kept by the designated counseling resource; furthermore, an individual’s specific records will not be reported to the regional office.

b. Verification of usage will be accomplished through VA auditors or auditors suggested by contractor or independent auditors selected by the VA, ensuring confidentiality is maintained for the user.

c. Supervisors may use the program to obtain guidance when personal problems of subordinate staff cause unsatisfactory job performance and/or to refer employees to the program. It is the policy of the regional office to intervene only when problems affect job performance or reflect discredit to the regional office.

d. Employees in treatment or rehabilitation will be eligible for sick leave on the same basis as is granted for other health problems; if sick leave is not available, annual leave or leave without pay will be considered.

e. This policy does not alter nor replace existing administrative policy or contractual agreements, but serves to assist in their utilization.

2. PROGRAM REQUIREMENTS

The EAP Contractor is expected to provide, at a minimum, the following:

a. Diagnostic Services: Problem assessment visits (unlimited) and initial counseling directed toward identifying and assessing the complexity of personal problems which may affect job performance;

b. Short-Term Counseling Services: Performed in-house directed toward clients whose problems can be addressed in one visit;

c. Referral Services: Motivational counseling and referral to competent care and follow-up directed toward appropriate community resources for employees and dependents whose problems warrant specialize and/or longer-term counseling.

d. Work-Related Issues: Issues covering job dissatisfaction and/or work-related problems will be referred to the VA’s EAP Coordinator(s).

e. Program Availability: Diagnostic and referral services will be available from a minimum of three (3) locations in and around the Lincoln metropolitan area. A 1-800 number will be available for Fid Hub out-based employees located in North/South Dakota, Nebraska, Kansas, Oklahoma, and Texas to use. Contractor will have referral capability in the out-based areas.

f. Emergency (crisis capability with psychiatric/psychological backup) and after-hours EAP calls must be responded to by a professional staff member on a 24-hour daily basis.

Contractor to forward medical emergency calls to 911 when applicable.

g. Appointments will be made so that the client will be seen within three (3) working days or sooner as appropriate.

h. Additional Services: Contractor will provide the VA brochures, posters and other materials to promote and maintain employee awareness, to familiarize employees and supervisors with services available through the EAP, and to enhance employee and supervisory understanding of how personal problems can affect job performance.

i. Contractor will provide the VA, quarterly update statistical reports and cumulative utilization data for each of the three sites summarizing diagnostic and referral activity. No identifying data on individual employees or their dependents will be provided the VA unless the employee would provide in writing in advance, an approved release for such information.

j. Upon request, Contractor may provide VA with program evaluation data obtained by Contractor through the seeking and evaluation of client and/or supervisory feedback of services rendered. Such evaluation must pertain to diagnostic and referral services provided as well as services provided by referral sources. This follow-up activity with clients and/or supervisors may be conducted on a quarterly basis for one year following initial intake.

k. Eight (8) one hour sessions per employee per issue per month.

3. ADMINISTRATIVE CAPABILITY: Contractor must have ability to administer/manage program staff, respond to and maintain compliance with applicable regulations, rules and policies; provide efficient and effective liaison with VA’s EAP Coordinator, and assess established health insurer’s programs or services of other social service agencies for referral potential.

4. PROGRAM CAPABILITY: Contractor to provide the necessary intake staff and other resources to conduct a successful EAP. Staffing must include, but not be limited to, the following: Experienced (minimum of two years) Chemical Dependency Counselor, Mental Health Counselor/Social Worker (or related field). The contractor must have access to psychologists and/or psychiatrists for referrals.

5. CONFIDENTIALITY OF RECORDS AND REFERRALS: Contractor will ensure that no VA employee will be assigned for diagnosis; referral or counseling to a VA affiliated person unless specifically requested by the employee. Contractor agrees to comply with requirements relating to the confidential nature of patient’s records in accordance with 42 USC Section 290dd-2. The VA agrees to provide Contractor with a copy of these requirements upon request. Contractor shall maintain counseling records which comply with the Privacy Act, and which are accurate and complete. Contractor shall ensure the physical security and prevention of disclosure of the records, reports or other private information regarding veterans. This information even with the veteran’s informal written consent cannot be used without the VA’s approval. These records must be maintained on the business premises in a secured locked file.

6. LEGAL RESPONSIBILITY.

a. All services are to be provided by the contractor to employees without regard to race, color, creed or national origin. The Contractor is considered an agent of the Department of Veterans Affairs when providing services to employees and as such is bound by the same rules governing confidentiality of the Department of Veterans Affairs.

b. Fees paid by the Department of Veterans Affairs shall not be greater than fees paid to the contractor by any other referral source for the same service. Fees cannot be paid for the services not authorized.

c. The contractor agrees to save and hold harmless the Department of Veterans Affairs and its employees from any and all claims and liabilities of any type whatsoever and for damage to, loss or destruction of/on any property of a person, firm, corporation and/or other party; and for the injury to or death of any person or persons which now or hereafter arise out of or result from or be in any way connected, directly or indirectly, with said provision of services or the performance of this agreement.

7. VA RESPONSIBLITIES: To assure adequate acceptability and utilization of these diagnostic and referral services, the VA agrees to participate in program exposure and employee education of the services available. Mailing to employees shall be at the expense of the VA.

8. PUBLISHING RESULTS: None of the information or data gathered in connection with the services specified in this contract, or studies or materials based thereon or relating thereto, shall be publicized without the prior approval of an authorized official of the Regional Office.

9. REQUIRED PROPOSAL CONTENT—VENDOR TO SUBMIT:

On separate letterhead, provide additional, direct, concise, and complete information regarding the program requirements of this solicitation. Please address as follows:

a. Summary Statement: A short summary of your program, including a description of your mission statement, philosophy, or any other unique program features, which may be of benefit to the Regional Office.

b. Program Description: Vendor is asked to describe how clients are to be served in terms of “client flow”. Thus, vendor should indicate:

1. How a client will normally enter the “flow”, including the length of time between request for and provision of service:

2. How the assessments interview will be conducted. Identify the number and credentials of staff assigned to this activity, any diagnostic techniques and/or instruments to be used and how crisis situations and specialize needs will be handled;

3. How information concerning available referral resources is collected, up-dated, and used in determining appropriate referrals;

4. How referrals to external services will be handled. Include a description of the level of assistance which will be provided to clients encouraging the use of external services, as well as how services will interact with the VA’s current health plan providers;

5. When direct assistance to a client will be terminated and under what conditions will a case be reactivated. Provide a description of the expected time from initial contact to termination of assistance.

6. And describe the information which will collected for client records, how follow-up will conducted (who is contacted, how frequently, et.) and provide sample of reports which will be generated for VA use in documenting program utilization and evaluating its activities.

c. Training and Education Services: Describe available continuing services, addressing the following topics:

1. Supervisory Training: length of each session, minimum and maximum attendance required if applicable, provide and outline of each session content, and credentials of trainer(s).

2. Other Training: provide a brief summary of additional training services available, including the descriptive items listed above.

3. Provide three copies of each brochure, poster, or other informational material available to promote an Employee Assistance Program.

d. Administrative Capability: Explain how the capability requirements will be assured to the VA.

Vendor must describe his/her organizations structure and staffing and provide an organizational chart.

e. Program Capability: Identify how staff will be made available to provide diagnostic and referral services and training sessions. Document the specialized knowledge and ability of staff. Vendor performance with other contracted employers will be checked. Provide a list of at least four other employers served by the same staff and indicate company size.

f. Accessibility: Specify the locations of facilities and their hours of operation. Detail procedures for dealing with crisis needs for service.

g. Resource/Referral Information: Provide at least two resources to whom referrals have been made within the last twelve month in each of the following areas (and/or indicate when Vendor provides these services completely in-house):

1. Marital/personal relationships

2. Emotional

3. Other family relationships

4. Alcohol/drug abuse

Vendor to include in the description of these resources the name of a contact person, staff size, address, telephone number, and the vendor’s rationale for selection of the resource. At any time in the contract period, upon request, the vendor will furnish the Regional Office with the names of referral sources utilized, based on assessed problem(s) of Regional Office’s client population.