16QDO30_EAP_Open_Market_-_Best_Value_Services_RFQ.pdf

REQUEST FOR QUOTES

EMPLOYEE ASSISTANCE PROGRAM (EAP) SERVICES

The Uniformed Services University of the Health Sciences (USU) is the Nation's federal health sciences university and is committed to excellence in military medicine and public health during peace and war.

We provide the Nation with health professionals dedicated to career service in the Department of Defense and the United States Public Health Service and with scientists who serve the common good.

We serve the uniformed services and the Nation as an outstanding academic health sciences center with a worldwide perspective for education, research, service, and consultation; we are unique in relating these activities to military medicine, disaster medicine, and military medical readiness. USU is located in Bethesda, MD on the grounds of the Naval Support Activity Bethesda.

Additional information regarding USU can be found on our website: www.usuhs.edu.

USU has a requirement for Employee Assistance Program (EAP) services, to include a base period of one (1) year with four (4) one (1) year options.

This requirement is subject to the availability of funds per FAR clause 52.232-18.

These services were previously procured under order HU0001-11-M-DV29 from Janus Associates doing business as Business Health Services, in the amount of $39,525.00, which included a base period of one

(1) year with four (4) one (1) year options, and a two-month extension.

This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This is a request for quotes (RFQ) for commercial items in accordance with the procedures of FAR Part 12 – Acquisition of Commercial Items and FAR Part 13 – Simplified Acquisition Procedures. This RFQ incorporates all provisions and clauses in effect through Federal Acquisition Circular (FAC) 05-86 (February 1, 2016) and Defense Federal Acquisition Regulation Supplement (DFARS) (December 30, 2015).

This requirement is set-aside for small business concerns under NAICS code 624190 (Other Individual and Family Services) with a size standard of ($11,000,000.00 in annual receipts). In order to be eligible for award, offerors must be registered in www.SAM.gov, with completed representations and certifications by the close date of the solicitation.

Offerors interested in responding to this requirement must provide a quote comporting with the CLIN structure listed below, and at minimum provide the requested services outlined in the statement of work, also below. A single firm fixed-priced (FFP) purchase order will be awarded.

CLIN Description Unit of Issue Unit Price Total Price

0001 Base Year Months (12) 1001 Option Year I Months (12) 2001 Option Year II Months (12) 3001 Option Year III Months (12) 4001 Option Year IV Months (12)

STATEMENT OF WORK

GENERAL DESCRIPTION

The objective of this effort is to assist the Uniformed Services University of the Health Sciences (USU) in meeting legal and regulatory requirements in the establishment, operation, maintenance, and evaluation of an effective and comprehensive Employee Assistance Program (EAP) that is beyond current in-house support capabilities.

The USU is the Nation’s federal health sciences university and is committed to excellence in military medicine and public health during peace and war. USU provides the Nation with health professionals dedicated to career service in the Department of Defense (DoD) and the United States Public Health Service and with scientists who serve the common good. To carry out this scientific, highly technical mission, the agency largely employs faculty personnel such as professors, assistant professors, research associates, etc., as well as administrative and support personnel. USU has a total of approximately 750 civilian employees located in Bethesda and Rockville, MD, Washington, DC, and San Antonio, TX. Any contractors responding to the proposal must have the previous experience and resources necessary to handle the number and type of problems arising in such a generally technical but diverse workforce.

The contract shall provide for:

a. Professional, comprehensive and confidential counseling and referral services for USU employees for a wide range of personal problems (e.g., alcohol abuse, drug abuse, financial, personal, emotional, psychological, marital, family, legal, stress related, etc.);

b. The prevention and resolving of employee drug use through active participation in the USU Civilian Employee Drug Testing Program;

c. Counseling and referral services to families of USU employees with personal problems and to USU employees whose family members have personal problems;

d. On-going publicity/promotion of the employee assistance program and services;

e. Employee (both supervisory and non-supervisory) orientation, education, and training relative to the employee assistance program and services;

f. Statistical data gathering and analysis sufficient to satisfy agency reporting requirements, and (g) an end-of-the-contract year cost/benefit analysis.

The program will emphasize problem prevention and will also include services for situations needing crisis intervention.

The Workforce Relations Division (WFR) of the Civilian Human Resource Management Directorate (CHR) is responsible for the operation and implementation of the Employee Assistance Program (EAP). In addition, the WFR will monitor and evaluate the contractor's performance and ensure compliance with the contract provisions.

BACKGROUND

Pursuant to Public Laws 99-570, 96-180, and 96-181 Federal agencies are required to develop and maintain appropriate prevention, treatment and rehabilitation programs and services for civilian employees with alcohol and drug problems. The statutes encourage agencies to extend these programs and services to families of agency employees with personal problems and to employees whose family members have alcohol, drug, and/or other personal problems in an effort to promote and maintain physical and mental fitness of employees.

USU conducts mandatory training for supervisors concerning effective use of the EAP in resolving on-the-job employee conduct and performance problems and for new employees so that they are aware of the program’s services. USU requires periodic reports documenting use of counseling services and discharge of training responsibilities which reflect the extent of employee alcohol and drug problems and the effectiveness of the EAP promotion and publicity for the program, though not specifically required by law or regulation, are inherent to the overall success of the program.

The University also conducts random drug testing in accordance with Executive Order 12564. It is critical that the University have an effective, comprehensive, and operational EAP, not only to meet legal and regulatory requirements, but also to improve employee morale, increase productivity, reduce employee turnover, absenteeism, and to correct or prevent performance and conduct problems.

TASKS/TECHNICAL REQUIREMENTS

A. Counseling

1. The contractor shall provide at no charge to the client up to three (3) personal counseling sessions per client (i.e., USU employee and or employee family member), per problem, unless the problem warrants immediate referral to an outside resource for treatment, rehabilitation, therapy, etc. The contractor may seek an exception to the three sessions maximum when:

(a) counseling results from a supervisory referral and an additional session is needed.

(b) counselor determines that there is a compelling clinical need for an additional session to appropriately assess and refer the employee for longer term counseling. Before providing an additional session, the contractor must obtain approval from the WFR.

2. The contractor shall provide access to an experienced professional, credentialed employee assistance counselor off-site and on-site by a mutually agreed appointment time (within a 10 mile radius of worksite), but no later than 72 hours, as part of the three personal counseling sessions in Paragraph A.1, at no charge to the client. In the case of an emergency, such as a workplace or public tragedy or violence, the contractor will provide access to a counselor on-site within 2 hours, if requested by the University.

3. The contractor shall provide local telephone access to an experienced professional, credentialed employee assistance counselor 24 hours per day, seven days per week, at no charge to the client.

Emergency long distance client calls for counseling will be authorized and paid for by the University only when local counselors are unavailable and with the prior approval of the Contracting Officer’s Representative (COR).

4. The contractor shall have a counseling staff that as a whole has the expertise to provide assistance on a broad range of problems. Counseling expertise in the area of alcohol, drug abuse and AIDS is mandatory. Expertise in other areas of counseling, such as personal, emotional/psychological, stress-related, marital, family, legal, and financial problems is highly desirable. Counselor and contractor qualifications will be demonstrated in professional resumes.

5. If a supervisory referral is made, the contractor shall consult with supervisor and personnel office representatives, as appropriate, on actions to assist in resolving the problem.

6. The contractor shall seek feedback on the services rendered from clients who participate in the program. The contractor will share this feedback with the COR, the Director, CHR, or the Chief, WFR ONLY if the clients have authorized this in writing. If the clients do not authorize consent, then the contractor is not required to release this information to the COR.

B. Civilian Employee Drug Testing Program

1. General.

The contractor shall play an important role in preventing and resolving employee drug use by:

• demonstrating USU's commitment to eliminating illegal drug use;

• providing employees an opportunity with appropriate assistance to discontinue their drug use;

• providing educational materials and training to supervisors, managers and employees on drug issues;

• assist supervisors in confronting employees use who have performance and/or conduct problems and making referrals to appropriate treatment and rehabilitative facilities; and

• follow-up with individuals during the rehabilitative period to track their progress and encourage successful completion of the program.

The contractor, however, shall not be involved in the collection of urine samples or the initial reporting of test results. Specifically, the contractor will be responsible for the following:

a. Becoming familiar with the provisions of Executive Order 12564, "Drug-Free Federal Workplace."

b. Providing counseling and assistance to employees who self-refer for treatment or whose drug tests have been confirmed positive, and monitoring the employees' progress through treatment and rehabilitation.

c. Providing needed education and training to all levels of USU employees on:

• types and effects of drugs;

• symptoms of drug use and its impact on performance and conduct;

• relationship of the EAP with the drug testing program; and

• related treatment, rehabilitation, and confidentiality issues.

d. Ensuring that confidentiality of test results and related medical treatment and rehabilitation records is maintained in accordance with BRIEFINGS, RECORDS, REPORTS, DATA, and OTHER DELIVERABLES.

2. Voluntary Referral

Employees may contact the EAP contractor themselves, or may be referred by their supervisors, for help in obtaining counseling and treatment for a drug abuse problem. USU encourages employees who use illegal drugs to voluntarily seek counseling and other appropriate assistance. When feasible, the contractor must also be available to families of employees with drug problems, and to employees with family members who have drug problems. A supervisor wishing to refer an employee to the contractor should discuss his or her concerns with the employee, suggest the need for assistance, and offer to contact the contractor to arrange an appointment. Employees are not required to pursue this type of supervisory referral to the contractor.

3. Mandatory Referral

a. Employees who are found to use illegal drugs will be referred to the contractor for assessment, counseling, and if appropriate, referred to an outside source for treatment or rehabilitation. This mandatory referral to the EAP counselor shall be in addition to any other applicable personnel actions, and will be made with maximum respect for individual confidentiality consistent with safety and security. Employee participation in treatment or rehabilitation programs provided by or referred through the contractor does not preclude USU from taking any disciplinary action authorized upon a finding of illegal drug use including removal from the Federal service and revocation of security clearance.

b. Once a referral to the USU EAP is made, and the employee agrees to the appointment with the counselor the contractor will encourage but not require the employee to sign consent for release of information to the supervisor. This consent will cover the release of information pertaining to the employee's compliance with the agreed upon treatment plan and the employee's progress during and at the end of treatment. The counselor shall assess the problem(s), review the employee's health insurance coverage and refer the individual to an appropriate treatment resource in the Community. The EAP contractor is not responsible for payment of treatment and rehabilitation expenses incurred by employees attending outside treatment resources. The counselor shall monitor the employees' treatment and if consent for release of information was signed, keep the supervisor advised as to the progress being made. The counselor shall periodically follow-up with the employee and his/her supervisor after any treatment, which occurs and offer support and assistance as needed.

4. External Programs

The contractor has the responsibility for referring the employee to a treatment and rehabilitative program. The Director, CHR, or his/her designee, has the authority to disapprove a program not recommended by the contractor, and the employee is required to sign a release form which allows the contractor to monitor the rehabilitative progress and subjects the employee to subsequent follow-up testing.

5. Outside Referral - The contractor shall:

a. Maintain and update as necessary a list of rehabilitative or treatment organizations which provide counseling and rehabilitative programs for drug and alcohol abuse. This list shall be provided to the University upon request and shall include the following:

1. Name, address, and telephone number of the facility.

2. Types of services provided.

3. Hours of operation, including emergency hours.

4. The contact person's name and telephone.

5. Fee structure, including insurance coverage.

6. Client specialization.

7. Other pertinent information.

b. Periodically visit rehabilitative or treatment organizations to meet administrative and staff members, tour the site, and ascertain the experience, certification, and educational level of staff, and the organizations policy concerning progress reports on clients and post-treatment follow-up. A report of such visit will be provided to the COR with the contractor's findings and recommendations within 30 calendar days after completion of the visit.

c. Make client referrals to professional specialists, clinics, programs etc., as appropriate for treatment/rehabilitation, not affiliated with the contractor (arm’s length-no conflict of interest) when:

1. Client's problem is not resolved in the three counseling sessions provided by contractor.

2. Client requests referral to outside specialists, clinics rehabilitation facilities, hospitals, and/or drug & alcohol programs.

3. Immediate referral of client to outside source is necessary, because the nature of the problem is such that the contractor counseling would unnecessarily delay commencement of needed regular treatment not within capability of contractor to provide.

d. The contractor shall offer the client at least two outside referral sources and shall indicate which outside sources are free-of-charge, sliding fee scale, and UCR (usual, customary and reasonable charge) scale. In making referrals, the contractor shall consider the nature and severity of the problem, location of the treatment, cost of the treatment, intensity of the treatment environment, availability of inpatient/outpatient care, other special needs such as transportation and childcare, and the preference of the employee.

6. Follow-Up

a. The contractor shall follow-up with the client who has been referred to an outside source by the contractor within one month of the referral and if necessary, periodically during subsequent treatment, to evaluate the client’s progress and adequacy of treatment by outside source.

b. The contractor shall seek written feedback on client satisfaction with referrals, and shall share such feedback with the COR, Director, CHR, or Chief WFR only after written consent is obtained from the client to release this information. If consent is not given then the contractor shall not reveal this information. In the event the employee is not satisfied with the program of treatment or rehabilitation, such employee may seek review of the contractor's referral by notifying the WFR prior to completion of the program. The decision of Chief, WFR, with the concurrence of the Director, CHR, will be final and will not be subject to further administrative review.

c. Upon request and with concurrence of the University, USU will provide statistical data not prohibited from release by law, rule, or regulation, which is necessary for reports or effective program management.

d. Upon request and with the written concurrence of employee, the University will furnish information concerning the employee's personal history that is maintained by the University as long as the information is not prohibited from release by law, rule, or regulation.

Unless authorized by the employee to the contractor, information released must be kept confidential.

BRIEFINGS. RECORDS. REPORTS, DATA AND OTHER DELIVERABLES

A. Orientation, Education, and Training

The contractor shall provide educational materials and conduct a minimum of two (2) orientation/training sessions and seminars each contract year for USU supervisors, managers, and employees as outlined below, on the EAP, its services, appropriate use of the program to assist in resolving underlying problems affecting on-the-job performance and conduct, handling of problems of substance and employee personal problems, AIDS, and orientation for all USU employees on the USU civilian employee drug testing program and the effects of illegal drugs. After this initial series of sessions, the drug testing program orientation will be absorbed into the routine sessions and seminars described below. The contractor shall contact a representative from the WFR to coordinate the time, place, topic, content, and notification procedures to employees for all training sessions and seminars, and for the receipt and use of educational and training materials. The contractor shall provide educational and information materials within 30 calendar days after award of the contract and within 15 calendar days of subsequent requests thereafter.

B. Supervisory Training

A minimum of two (2) training sessions shall be conducted each contract year to educate supervisors on their responsibilities under the EAP, the handling of problems of substance abuse and employee personal problems, the civilian employee drug testing program, and AIDS. New supervisors are required to attend at least one of these sessions as soon as possible after their placement in a supervisory position. Such training should include but not be limited to:

C. Explanation of the responsibilities and roles of the USU employee assistance program and its relationship with the USU drug-testing program.

1. The specific services provided by the EAP.

2. Techniques for supervisory confrontation and referral of an employee to the EAP.

3. How an employee may be self-referred to the program.

4. Drug awareness, symptoms of drug and alcohol use, and what employee performance and behavioral changes should be recognized in alcohol and drug abuse cases.

5. Recommended methods for dealing with the suspected or identified drug user and substance abuser on a day-to-day basis.

6. Supervisory responsibility under E.O. 12564.

7. General principles of rehabilitation including techniques for supervisors to assist employees in returning to the worksite, given specific USU needs and requirements.

8. Personnel management issues (e.g., relationship of the EAP to performance appraisal and disciplinary programs; leave usage; and supervisory notes and documentation).

9. Specific information on how to recognize and handle AIDS related situations, which arise in their organizations, and on the importance of maintaining confidentiality of medical and personal issues.

D. Health and Wellness Literature

The contractor shall prepare and submit to the WFR informative health and wellness literature, generally once per month, which will be reprinted and distributed by the University to all employees.

1. Publicity and Promotion Literature.

a. Within the first month of the contract, the contractor shall prepare/revise the proof for a brochure that describes EAP services, procedures, and access. The WFR must approve the proof as acceptable. The University will reproduce and distribute brochures to all employees.

b. Within the first month of the contract, the contractor shall prepare/revise the proofs for a wallet-size card and telephone sticker that contain pertinent EAP information for emergency use. The WFR must approve the proof as acceptable. The University will reproduce and distribute cards and stickers to all employees.

c. Throughout the length of the contract, quarterly the contractor shall prepare/revise the proofs for 12 X 18"(minimum) size posters that describe the EAP services and contain pertinent EAP information for emergency and non-emergency use. The University will reproduce and display the posters.

2. Records

a. Any contractor hired to satisfy any part of this program will comply with confidentiality requirements of this program, and all applicable Federal laws, rules, regulations, and guidelines. The University will provide the USU instructions implementing the EAP and drug testing programs to the contractor.

b. The contractor shall maintain only those civilian employee drug testing program records necessary to comply with the program. After a supervisor refers an employee to the EAP, the contractor will maintain all records necessary to carry out their duties. All medical or rehabilitation records concerning the employee’s drug abuse, including EAP records of the identity, diagnosis, prognosis, or treatment, are confidential and may be disclosed only as authorized by 42 CFR, Part 2, including the provision of written consent by the employee.

c. With written consent, the patient may authorize the disclosure of those records to the patient's employer for verification of treatment or for a general evaluation of treatment progress. If the client refuses to sign the consent, then no information will be released.

3. Reports

(a) The contractor shall provide bi-monthly statistical reports to the USU COR containing, at a minimum, the following information:

1. The client's category (i.e., USU employee, spouse or child of USU employee).

2. Employee's work location.

3. Type of referral (self, supervisor, other).

4. New case (yes/no)/Reopened case (yes/no).

5. Case status (client helped, client not helped, too early to judge).

6. Type of problem (alcohol, drug, emotional/psychological, personal, stress-related, marital, family, financial, legal, etc).

7. Outside referral made (yes/no).

8. Number of clients referred to outside source after one visit, after two visits, after three visits.

9. Type of visit (telephone/personal consultation, on-site/of site).

10. Number of on-site counseling hours spent with clients by work location.

(b) The contractor shall provide to the USU COR and Chief WFR the following summary statistical reports:

1. An annual end of fiscal year (30 SEPT) statistical report (due by 30 October of each year) that contains the following counseling data; broken down by type of problem: alcohol, drug, or other (all types of emotional, personal problems).

• Number counseled or referred.

• Number completing program.

• Number not completing program.

• Number too early to judge.

• Number of self-referrals.

• Number of supervisory referrals.

2. An annual end of fiscal year (30 September) financial report (due by 30 October of each year) of funds spent specifically on alcohol and drug abuse counseling, referral, and educational efforts, apart from funds spent for other problems. The report will also reflect the contractor’s analysis of program strengths and weaknesses, assessment and updating of outside referral sources used, and recommendations for changes based on USU’s needs.

CONTRACTOR PERFORMANCE

USU’s decision about the success of the EAP program will be based on periodic, end-of-the contract-year review and evaluation of the following:

• the quality of the educational, counseling, and referral services provided;

• the timeliness and quality of the statistical reports and other deliverables;

• the extent and growth of employee participation;

• the satisfaction of participants who received counseling and referrals or attended seminars (as measured by their evaluations and feedback); and

• the results of the cost/benefit analysis.

The contractor will also be evaluated on the success of their system for maintaining confidentiality and safeguarding the privacy of participating employees.

TEST REQUEST(S)

Test Requests will be issued via:

a. Direct contact by phone in a voluntary status.

b. The employees’ supervisor will make an appointment in a mandatory status when a test is confirmed positive after informing the employee of the result.

DOD-WIDE CONTRACTOR MANPOWER REPORTING REQUIREMENTS

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for USU via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October for the period of performance of the preceding fiscal year. Contractors may direct questions to the help desk at help desk at:

http://www.ecmra.mil.

EVALUATION

The Government intends to award a single firm-fixed priced (FFP) purchase order to the offeror representing the best value to the Government based on the evaluation factors listed below. Evaluation factors are listed in order of importance, with most important listed first. The Government will conduct a trade-off between price and non-price factors. The Government is not required to award to the lowest priced offeror or the highest technically rated offeror.

The Government reserves the right to award without discussions.

Evaluation Factors (listed in order of importance):

• Technical Approach: Offerors are required to submit their technical approach to meeting the requirements outlined in the statement of work listed above. Offerors must display a clear understanding of the requirements. Quotes submitted by offerors who fail to demonstrate a clear understanding of the requirement may not be considered further.

Quotes submitted by offerors that include the following statement, or similar, without any supporting information, may be determined to not have a clear understanding of the requirement and may not be considered:

“The offeror understands the requirements and the submitted quote has met all stated objectives.”

• Corporate Experience: Offerors are required to provide a narrative of their corporate experience in providing Employee Assistance Program (EAP) services, to include: professional, comprehensive and confidential counseling and referral services for employees having a wide range of personal problem (e.g. alcohol abuse, drug abuse, financial, personal, emotional, psychological, family, legal, stress related issues.)

• Past Performance: The Government shall evaluate the offeror’s present and past performance on similar tasks completed within the past three years. Offerors must provide a minimum of two (2) customer references or CPARS reports for similar work performed. The Government reserves the right to select which reference(s) to contact. The following must be provided for each listed reference:

http://www.ecmra.mil/ http://www.ecmra.mil/

a. Name of client and address

b. Name of current point of contact including telephone number , e-mail address and title

c. Contract number

d. Contract value

e. Contract period of performance

f. A clear description of the supplies/services provided

USU may request additional information at any time.

Offerors will have an opportunity to address any adverse past performance history. Offerors who do not have any past performance history will not be rated favorably or unfavorably, but will instead receive a Neutral/Unknown rating for past performance. Offerors must clearly state in their quote if they do not have at least two (2) past performance references. Failure to provide this information may render an offeror’s quote non-responsive and may not be considered for award.

A strong history of relevant past performance may be more advantageous to the Government than a less relevant record of favorable performance. Offerors may provide past performance information for subcontractors and must provide the same level of detail as outlined above;

however past performance information for the prime will be considered more important to the Government. The Government reserves the right to use data provided by the offeror and data provided by alternative sources in conducting its assessment of past performance history.

• Price: Interested offerors are to provide a firm fixed price (FFP) quote. All applicable costs must be included in the quote. The total quoted price, inclusive of options, will be the evaluated price.

Offerors must submit the following with their quote:

• Completed copy of provision 252.209-7991

See attached list for applicable provisions and clauses for this requirement.

Deadlines:

Questions/clarifications regarding this solicitation must be submitted via email to malika.graham@usuhs.edu by February 12, 2016. Any question received after February 12, 2016, will not be answered. Questions will not be answered over the phone or submitted by any other means. All questions will be answered in an amendment to the solicitation posted on or around February 16, 2016.

Quote packages are due by 10:00 PM Eastern Local Time on February 19, 2016. Quotes must be submitted via email to malika.graham@usuhs.edu. Quotes will not be accepted by any other means.

Late quotes will not be considered. Offerors will receive an email confirmation that they quote was received and whether it was on time or late within two (2) business days.

mailto:malika.graham@usuhs.edu mailto:malika.graham@usuhs.edu

Quote packages should include a cover sheet that provides the following information:

• Company Name

• Point of Contact, to include email and phone number

• DUNS Number

• Statement that includes acknowledgement of latest amendment number (if applicable). Failure to acknowledge the most recent amendment number, may render an offeror’s quote non-responsive.

• Statement if Visa is an acceptable form of payment, without a fee