Sources-Sought-PC_ADTC_Services.pdf

Version – July 2015

SOURCES SOUGHT FOR

PREVENTION COORDINATOR/ALTERNATE DRUG TESTING COORDINATOR

SERVICES

INTRODUCTION

The 410th Contracting Support Brigade/Regional Contracting Office-Miami is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support the requirement for Prevention Coordinator/Alternate Drug Testing Coordinator. The intention is to procure these services as an 8(a) direct award.

Only 8(a) small business categories will be considered. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

PLACE OF PERFORMANCE

Location

% On-Site Government

% Off-Site Contractor

US Army Garrison-Miami 9301 NW 33rd street, Doral, FL 33172

100% 0%

DISCLAIMER

“THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS

NOT A “REQUEST FOR PROPOSAL (RFP)” TO BE SUBMITTED. IT DOES NOT

CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A

COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT

OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A

CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE

AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS

ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO

THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY. RESPONSES WILL

NOT BE RETURNED TO THE RESPONDER. NOT RESPONDING TO THIS NOTICE

DOES NOT PRECLUDE PARTICIPATION IN ANY FUTURE REQUEST FOR

QUOTE (RFQ) OR INVITATION FOR BID (IFB) OR RFP, IF ANY ISSUED. IF A

SOLICITATION IS RELEASED, IT WILL BE SYNOPSIZED ON THE

GOVERNMENT-WIDE POINT OF ENTRY (GPE). IT IS THE RESPONSIBILITY OF

POTENTIAL OFFERORS TO MONITOR THE GPE FOR ADDITIONAL

INFORMMATION PERTAINING TO THIS REQUIREMENT.”

PROGRAM BACKGROUND

The requirement is Prevention Coordinator /Alternate Drug Testing Coordinator services. The contractor shall provide professional, logistical and/or technical services for the prevention education mission, to include the Suicide Prevention Program (SPP) component, in support of the Army Substance Abuse Program (ASAP) Division of the Human Resources Directorate. The Prevention Coordinator/Alternate Drug Testing Coordinator supports the US Army Garrison – Miami and HQ US Southern Command. IAW in established schedules and standards.

REQUIRED CAPABILITIES

The contractor shall provide Prevention Coordinator/Alternate Drug Testing Coordinator services in support of the areas specified in Program Background (above). Further detail is provided in the draft Performance Work Statement (PWS) attached to this announcement (Attachment 1).

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

The Government will evaluate market information to ascertain potential market capacity to: 1) provide services consistent, in scope and scale, with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules;

cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

SPECIAL REQUIREMENTS: (The following list provides some aspects that may be unique to Government and Department of Defense contracts. Only include those that are absolutely necessary.)

Personnel and Facility Security Clearances. A DD Form 254 Contract Security Classification Specification shall apply to this requirement and the prime contractor shall have or demonstrate ability to obtain a Secret Facility Clearance.

Service Contract Act

ELIGIBILITY

The applicable NAICS code for this requirement is 541611 with a Small Business Size Standard of $15M. The Product Service Code is R699. Businesses of all sizes are encouraged to respond;

however, each respondent must clearly identify their business size in their capabilities statement.

ADDITIONAL INFORMATION AND SUBMISSION DETAILS (CAPABILITIES

STATEMENT)

A draft Performance Work Statement (PWS) are attached for review. (Attachment 1)

Interested parties are requested to submit a capabilities statement of no more than ten (10) pages in length in Times New Roman font of not less than 10 pitch. The deadline for response to this request is no later than 9 am, EST, 8 August 2018. All responses under this Sources Sought Notice must be e-mailed to Catherine Richardson, Contracting Officer, catherine.p.richardson.civ@mail.mil.

This documentation must address at a minimum the following items:

1.) What type of work has your company performed in the past in support of the same or similar requirement?

2.) Can or has your company managed a task of this nature? If so, please provide details.

3.) Can or has your company managed a team of subcontractors before? If so, provide details.

4.) What specific technical skills does your company possess which ensure capability to perform the tasks?

5.) Please note that under a Small-Business Set-Aside, in accordance with FAR 52.219-14, the small business prime must perform at least 50% of the work themselves in terms of the cost of performance. Provide an explanation of your company’s ability to perform at least 50% of the tasking described in this PWS for the base period as well as the option periods.

6.) Provide a statement including current small/large business status and company profile to include number of employees, annual revenue history, office locations, DUNs number, etc.

7.) Respondents to this notice also must indicate whether they qualify as a 8(a) Small Business, Small, Small Disadvantaged, Women-Owned, HUBZone, or Service Disabled Veteran-Owned Small Business Concern.

8.) Include in your response your ability to meet the requirements in the Facility and Safeguarding requirements.

The estimated period of performance consists of 12-month base period plus one (1) 12-month options with performance commencing in September 2018. Specifics regarding the number of option periods will be provided in the solicitation.

The contract type is anticipated to be firm fixed price contract.

The proposed contract is anticipated to include tasking that would be accomplished by labor categories that are subject to the Service Contract Act.

Your response to this Sources Sought, including any capabilities statement, shall be electronically submitted to the Contracting Officer, Catherine Richardson, in either Microsoft Word or Portable Document Format (PDF), via email catherine.p.richardson.civ@mail.mil.

All data received in response to this Sources Sought that is marked or designated as corporate or proprietary will be fully protected from any release outside the Government.

No phone calls will be accepted.

All questions must be submitted to the Contracting Officer identified above. The Government is not committed nor obligated to pay for the information provided, and no basis for claims against the Government shall arise as a result of a response to this Sources Sought.

Attachment 1

5. Specific Tasks:

5.1. Basic Services. The contractor shall, under the guidelines of DoD Directive 1010.1, AR 600-85, DA Pam 600-85, and local Standard Operating Procedures (SOP), and in coordination with the Substance Abuse Program Manager, assist in the planning, coordination, implementation, and evaluation of the Army Prevention Program at USAG-M in support of the Headquarters USSOUTHCOM. The contractor shall provide one Contracted Manpower Equivalent (CME) to provide the Prevention Coordinator (PC) and Alternate Drug Testing Coordinator (ADTC) services to include Administrative support for all Prevention and associated requirements of the Army Substance Abuse Program (ASAP).

5.2. Prevention Coordinator. The contractor shall have and maintain Prevention Professional certification requirements, conduct required prevention education training (AR 600-85) of military and civilian personnel as, conducting Army Unit Prevention Leader (UPL) certification training, keeping and submitting training records, inventory of education and outreach supplies stored in the warehouse, and ordering of prevention education supplies. The contractor shall provide the following services for Prevention Education Program support:

5.2.1. Prevention Coordination. The contractor shall:

5.2.1.1. Provide training and any other services to assist organizations in ensuring all military are provided prevention education training (minimum of four hours annually for military personnel). PCs shall track all training conducted by unit or directorate as appropriate.

5.2.1.2. Design, develop, and administer target group-oriented alcohol and other drug prevention education and training programs in coordination with the ASAP staff and other installation prevention professionals.

5.2.1.3. Maintain class rosters for all training annotated on the DA Form 3711 and track all substance abuse training on the installation by unit.

5.2.1.4. Conduct pre- and post-deployment substance abuse training.

5.2.1.5. Schedule sufficient training opportunities to provide prevention education and drug testing (UPL) training not less than 25% of supported unit population per quarter.

5.2.1.6. Promote ASAP services using marketing, networking, and consulting strategies.

5.2.1.7. Develop, in consultation with ASAP staff members, a substance abuse prevention plan annually.

5.2.1.8. Coordinate with the installation training officer to assist in integrating the preventive education and training efforts into the overall installation training program.

5.2.1.9. Maintain lists of available continuing education and training courses and workshops provided by ACSAP, IMCOM, and appropriate civilian agencies for ASAP Garrison staff and coordinate allocations for military and civilian training courses through the IMCOM.

5.2.1.10. Maintain liaison with schools serving military family members, civic organizations, civilian agencies, and military organizations to integrate the efforts of all community preventive education resources.

5.2.2. Administrative Duties. The contractor shall:

5.2.2.1. Maintain a vital Prevention Program in accordance with (IAW) all directives above.

5.2.2.2. Maintain all ASAP files and records as directed including the Training Program Software and associated records.

5.2.2.3. Conduct standard UPL Certification training to ensure uniformity and compliance with policy.

5.2.2.4. Utilize the ASAP & Drug and Alcohol management Information System (DAMIS) websites and Software keeping program data and all military and civilian rosters current. Render reports concerning the same.

5.2.2.5. Conduct outreach activities and coordinate such efforts in support of ASAP program objectives for family members, particularly school age children.

5.2.2.6. Participate in monthly, quarterly and annual inspections of the ASAP as required.

5.2.2.7. Render for review to the Director of Human Resources all quarterly /annual reports within 5 days of scheduled suspense from IMCOM ASAP Program Manager.

5.2.2.8. Update or revise current ASAP prevention/drug testing practices, policies and directives within 5 days of notification of required program changes from IMCOMHQ or the Department of the Army.

5.2.2.9. Establish and conduct ASAP Training plan and policy IAW AR 600-85, Installation Management Command (IMCOM) guidance and installation policies.

5.2.2.10. Update lesson plans as needed (based on regulatory changes). Ensure all UPLs are trained on new automation testing procedures during each 40 hour course, maintain records of all certified UPLs and maintain copy in the IBTP (give certified ID to UPL and maintain copy on file). Notify all active UPLs when they need to be re-certified 30 days prior expiration of current certification.

5.2.2.11. Update and maintain the following SOPs as necessary:

5.2.2.12. Function related sections of ASAP Policy (approved by JAG).

5.2.2.12.1. Plan, coordinate and host an annually, a “Take back prescription drug event day” that aligns with the organizations ASAP policy. The event encourages individuals to bring in unused portions of prescription medication and deposit it in a designated location (container) without questions.

5.2.2.12.2. Ensure all aspects of Prevention Education Program are adhered to per Prevention Professionals Accrediting Organizational guidelines and current ASAP policy.

5.2.2.12.3. Provide quarterly training to Unit Prevention Leaders (UPLs) in urinalysis testing procedures, chain of custody, and the use of the DoD Drug Testing Program (DTP) software IAW Biochemical Testing guidance.

5.2.2.13. Adhere to physical security procedures for the IBCP on a daily basis.

5.2.2.14. Notify the ASAP Manager as to Prevention Programs annual budget requirements for supplies by submitting the programs quarterly spend plan NLT 5th day of each quarter. Adjust date if the 5th falls on a weekend.

5.2.2.15. Prepare prevention program purchase requests as required.

5.2.2.16. Keep the ASAP Manager, Unit Commanders and UPLs informed as to changes pertaining to the Prevention Program.

5.2.2.17. Conduct visual inventory of all related supplies (urine specimen bottles, gloves and labels).

5.2.2.18. Prepare drug testing memorandum(s) for the record when necessary.

5.2.2.19. Support the Employee Assistance Program Coordinator and Suicide Prevention program Manager in planning, coordination and execution of common objectives and program goals.

5.2.2.20. Serve as technical advisor to commanders and ASAP Manager regarding Prevention.

5.2.2.21. Monitor and maintain all administrative and ASAP prevention/drug testing specific files and records IAW the Army Record Information Management System (ARIMS).

5.2.2.22. Report and or represent the commander in forums, board hearings, court procedures when summoned and or on request from legal authorities (civilian or military) for the commander.

5.2.2.23. Maintain all SOPs, manuals, workbooks and other materials to support the ASAP Prevention Program.

5.2.2.24. Oversee the Administrative portion of the Prevention Education and outreach Program.

5.2.2.25. Update DAMIS (enters, changes, reviews) prevention data necessary to support daily activities and reports of the ASAP mission.

5.2.2.28. Make sufficient copies of necessary materials for UPL Certification and Re-Certification course.

5.2.2.29. Estimates annual cost of Prevention education and marketing equipment and supplies and give input to the Substance Abuse Program Manager for annual Budget and other requirements

5.2.2.30. Provide input/assist DTC with the update of UPL Certification and Re-Certification Course lesson plans and Civilian Testing SOP.

5.2.2.31. Maintain required statistics for military and civilian testing such as: training by companies, units, and/or agency; as necessary and requested by Substance Abuse Program Manager.

5.2.2.32. Complete any other statistic or information report pertaining to the Prevention /Drug testing Program requested by Substance Abuse Program Manager, IMCOMHQ, Region and DA.

5.2.2.33. Provide input to EAP to update the Civilian Employee Assistance Program (EAP) SOP and Policy.

5.2.2.34. Coordinate with ASAP Clinical support to provide “Prime for Life” or ADAPT training support as indicated or required.

5.2.2.35. Maintain copies of Physical security and safety inspections for three years.

5.2.2.36. Ensure that only authorized personnel shall be granted unaccompanied access to the ASAP storeroom.

5.2.2.40. Maintain sign-in log to be used by all personnel entering or departing the Storeroom.

5.2.2.41. Ensure that the ASAP Storeroom is secure at all times when not occupied.

5.2.2.42. Shall brief/educate commanders on any information related to the Drug and Alcohol Abuse Prevention Program.

5.2.2.43. Conduct annual required Prevention Education Training for assigned Service Members (SMs) at HQ, Southern Command and Special Operations Command – South as scheduled by the COR.

5.3 Alternate Drug Test Coordinator (ADTC). The contractor shall, under the guidelines of DoD Directive 1010.1, AR 600-85, DA Pam 600-85, and local SOPs, and in coordination with the ASAP Manager, provide non-personal services as alternate Drug Testing Coordinator to augment the primary Drug Testing Coordinator in the planning, coordination, implementation, and evaluation of the Urinalysis Testing Program at USAG-M in support of the Headquarters USSOUTHCOM. The contractor shall provide sufficient staff to provide these alternate DTC services to include Administrative support for all Installation Biochemical Testing Program (IBTP) requirements at the ASAP. This includes prescribed functions of the DTC when the primary DTC is absent (due to illness, leave, training, other mission requirements), during unit sweep tests, and in support of the drug testing program at SOCSO at HARB, FL to include maintaining current certification as DTC, preparing documents required for testing, coordinating testing requirements, preparing testing supplies, ensuring forensic viability and regulatory compliance, during all phases of a test, preparing specimens for shipment, shipping specimens, maintaining required documentation both physically and electronically as per AR 600-85, participating in training of Unit Prevention Leaders (UPLs).

5.3.1 Alternate Drug Testing Coordinator: The contractor shall:

5.3.1.1. Maintain the Installation Biochemical Testing Point IAW AR 600-85, Army Substance Abuse Program.

5.3.2.2 Maintain all ASAP files, Drug Testing Program (DTP) Software and associated records IAW AR 600-85.

5.3.3.3. Oversee collection procedures to ensure uniformity and compliance with policy.

5.3.4.4. Utilize the DTP Software and keep all military and civilian rosters current to randomly select persons for testing. Initiate notification by message and phone call to Directorate Points of Contact (POCs) for notification of persons to be tested for each test.

5.3.5.5. Coordinates the preparation and scheduling of the Biochemical testing, with UPL and observer support to meet the overall testing requirements for military and civilian urinalysis drug testing in support of the USAG-M ASAP mission.

5.3.6.6. Provide services from 0700-1600 as per para 1.6.4, with directed changes outside of these hours to support the ASAP Manager to facilitate testing requirements for shift workers and special needs directed by the Commander, USAG-M. Service outside of the standard work hours will be offset by hours not worked during the standard work hours. For example, work from 1900-2100 would represent two hours outside of the standard work schedule, which would result in two hours where the service would not be provided during the standard work hours.

5.3.7. Participate in inspections of the ASAP as required.

5.3.8. Render all reports and maintain files in prescribed format regarding the accomplishment of the Urinalysis Testing Program to the ASAP and Commander, USAG-M as required to include;

Commandant’s daily drug testing status reports via 1SG, Dump Log, Pembroke OOC and FTDTL Drug Test After Action reports to include positive reports, monthly DA3711 RAPR program input, Quarterly Installation Status Report (ISR) drug testing input, annual Drug Free Workplace report input.

5.3.9. Develop assigned programs IAW AR 600-85, Army Substance Abuse Program and to meet ACSAP requirements, based upon local needs and resources.

5.3.10. Ensure the Biochemical Testing Program is established and conducted according to AR 600-85 and Regional guidance and installation policies. The contractor shall consult with the ASAP Manager regarding significant decisions necessary to run the Biochemical Testing Program.

5.3.11. Update lesson plans, ensure all UPLs are trained on new automation testing procedures, maintain records of all certified UPLs and maintain copy in the IBTP (give certified ID to UPL and maintain copy on file). Notify all active UPLs when they need to be re-certified.

5.3.12. The following SOPs and documents are currently in place and updated annually or more often as required by changes to AR 600-85:

5.3.12.1. Military Urinalysis Collection (approved by JAG).

5.3.12.2. DTC Quarterly Assurance Inspections Notification Procedures.

5.3.12.3. Disinfecting Lab Procedures.

5.3.12.4. Packaging and Shipping.

5.3.12.5. Memorandum; Access Control Roster, Drug Testing.

5.3.13 Ensure all aspects of Civilian Drug Testing program and Collection procedures are adhered to per DHHS and mandatory guidelines for Federal Work Drug Testing Program. Shall test civilians TDPs attached to USSOUTHCOM.

5.3.14 Provide training to UPLs in urinalysis testing procedures, chain of custody, and the use of the DoD Drug Testing Program (DTP) software IAW Biochemical Testing guidance.

5.3.15 Shall ensure adherence to physical security procedures for the IBCP.

5.3.16. Advise ASAP Manager as to Command Urinalysis Program annual budget for supplies as needed.

5.3.17. Prepare biochemical program purchase requests as needed.

5.3.18. Keep the ASAP Manager, Unit Commanders and UPLs informed as to changes pertaining to the Biochemical Testing Program by email.

5.3.19. Conduct visual discrepancy tests with each sample turned in.

5.3.20. Prepare memorandum(s) of corrections when necessary,

5.3.21. Receive urine samples, check labels, quantity of specimen, Chain of Custody for correctness.

Shall pack, transport to Transportation Office, Post Office or FedEx, and mail samples to the laboratory.

For civilian samples shall also fax CCF copy to MRO and send indicated copy by FedEx to the appropriate MRO.

5.3.22. Serve as technical advisor to commanders and ASAP Manager regarding urinalysis-testing procedures.

5.3.23. Monitor and keep the biochemical testing program file date according to Army Record Information Management System (ARIMS).

5.3.24. Provide weekly program updates to the DHR and represent the Garrison Manager (GM) in forums, board hearings, court procedures when summoned and or on request from legal authorities (civilian or military) by the GM.

5.3.25. Disinfect the Collection Point as specified in the AR 600-85 and reiterated in the Collections SOP before and after each collection.

5.3.26. Maintain files for all military and civilian urinalysis test and positive results, MROs, and any other necessary record for the Biochemical operation IAW AR 600-85 and AR 25-400-2, The Army Records Information Management System.

5.3.27. Maintain administrative files, SOPs, manuals, workbooks and other materials to support the Biochemical Testing Program.

5.3.28. Oversee the Administrative portion of the Biochemical Program.

5.3.29. Update DAMIS (enters, changes, reviews) biochemical data necessary to support daily activities and reports of the biochemical and ASAP mission.

5.3.30. Make sufficient copies of necessary materials for UPL Certification and Re-Certification course.

5.3.31. Estimates annual cost of Biochemical testing supplies and gives input to the ASAP Manager for annual Budget and other requirements BLT the 5th of each quarter unless the 5th falls on a weekend.

5.3.32. Give input/assist PC with the update of UPL Certification and Re-Certification Course lesson plans and Civilian Testing SOP.

5.3.33. Maintain required statistics for military and civilian testing to include: testing day, organization and/or agency tested; total specimens collected; discrepancy rate for installation to include FTDTL and DTC discrepancies and voids; number of testing designated positions by type and job series, number of TDPs tested, percent of civilians tested, civilian positive rates by drug and discrepancy rate, UPL certification data, unit inspection schedule, quota utilization, as necessitated by monthly RAPR and quarterly ISR/PAR reports when requested by ASAP Manager.

5.3.34. Complete any other statistic or information report pertaining to the Biochemical Testing Program requested by ASAP Manager /AG/CG/ Region/DA.

5.3.35. Give input to EAP to update the Civilian Urinalysis Testing SOP and Policy within one week of notification of a change in DA policy or regulation.

5.3.36. Maintain records of MRO review reports for military and civilian testing.

5.3.37. Be responsible for key and lock accountability, key and lock inventory, providing records of inventory to the COR. This list shall be secure. Padlocks and their keys be inventoried semiannually. A written record of the current inventory shall be retained.

5.3.38. Maintain copies of Physical security and safety inspections IAW AR 25-400-2.

5.3.39. Ensure that only authorized personnel shall be granted unaccompanied access to the IBTP.

5.3.40. Maintain sign-in log to be used by all personnel entering or departing the IBTP.

5.3.41. Ensure that the IBTP is secure at all times when not occupied by the DTCs or UPLs.

5.3.42. Send urinalysis results notification notices and instructional memo on what to do to the Command.

5.3.43. Shall brief/educate commanders on any information related to the Biochemical Testing Program and drug prevention.

5.3.44. Successfully complete U.S. Army DTC Certification Course within six months of assuming duties.

5.3.45. Conduct Pre-employment tests for civilian pre-hires and all other tests as required within 72 hours of notification of selection of an individual for a TDP position and subject to all polices and guidelines.

5.4. CONTRACTOR MANPOWER REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US Army Garrison - Miami 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/, and then click on the “Department of the Army CMRA” or the icon of the DOD organization that is receiving or benefitting from the contract services.

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 October 31 of each calendar year, beginning with 2013. If contract period of performance ends prior to September 30, the contractor has 30 days from end date of the contract to complete the CMR requirement. Contractors may direct questions to the help desk by clicking on the “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website.