Performance-Work-Statement-ClinicalSupportServices.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title General Information

1.0 Background and Purpose

Contractor Requirements

2.0 Technical Requirements / Tasks

4.0 Deliverable / Schedule

5.0 Materials and Equipment

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 - Electronic and Information Technology Standards

11.0 Governing Regulations, Handbooks, and References

Project Title Clinical Support Services for USDA Forest Service Job Corps Center – Services may include Nurses, Center Mental Health Counselors, and Drug/Alcohol Abuse Counselors.

General Information

1.0 Background and Purpose

Job Corps is a U.S. Department of Labor (DOL), Employment and Training Administration (ETA) program. Job Corps is designed to assist young people who need and can benefit from the wide range of services provided at a Job Corps center. Services include the following: basic education, High School Diploma (HSD) program; General Educational Development (GED); vocational skills training; residential living program; healthcare; and related support services.

The comprehensive combination of training and support services is designed to help each student become a responsible and productive citizen. Student populations range from 100 to over 300 students depending on the Center’s On-Board Strength (OBS). Job Corps is a self-paced program: therefore, a student’s length of enrollment varies. Students may remain in the program for up to two years, but the average length of enrollment is approximately eight months. The purpose of this contract is to provide the Centers Support Services. Student enrollment and outcomes for each center are affected by recruitment and attrition rates, labor market conditions, trends in provider burnout and engagement, and other factors. This has led to supply and demand imbalances that are sensitive to subtle shifts in policies and organizational priorities, variability of critical staffing needs across time and geography, and the need for expanded utilization of support services.

Contractor Requirements

Each order will list which positions will be required at each center.

2.0 Technical Requirements / Tasks

A. Position – Center Mental Health Counselor

A.1. – Task 1-General

A.1.1 Possess the ability to work both independently and as a member of a healthcare team to provide optimal services to a population of financially disadvantaged youth, typically ranging from 16 to 24 years in age.

A.1.2. Attend monthly conference calls, webinars, and DOL trainings, on site trainings as available during regular scheduled hours of service. If unavailable to attend, notify the Health and Wellness Director and obtain notes and pertinent information.

A.1.3. Ensure patient privacy for all assessments; maintain, safeguard, and ensure the confidentiality of all required student health records when they are in the health clinic or in the possession of health and wellness team members, in accordance with the Health Insurance Portability and Accountability Act

(HIPAA).

A.1.4. Provide Mental Health services in a positive and productive manner to facilitate student willingness to pursue recommended mental health treatment plan, if applicable. Services will have a general emphasis on early detection, diagnosis, and prevention/education. Provide student services in such a manner to obtain positive student satisfaction survey results as determined by Job Corps.

A.1.5. Not to engage in any research projects and/or publications relating to Job Corps health activities without prior written approval from the Job Corps National Office in Golden, CO.

A.1.6. Report adverse student behavior incidents to the HWD, Center Director or Contracting Officer’s (CO) Representative (COR) in a timely manner.

A.1.7. Understand that mental health services shall be subject to monitoring and review by Job Corps assessment teams, and cooperation and compliance with such teams is required. Participate in DOL and

Forest Service assessments, completing requested questionnaires, conferences, and monthly teleconferences in adherence to the PRH requirements.

A.1.8. Contractor shall provide a monthly status report (see attachment A) This is to be submitted to the Health and Wellness Director by the 5th of each month.

A.1.9. Contractor will maintain a sign in sign out log for all time billed to the center. Each center will develop their own system for maintaining this information.

A.1.10. Contractor will document each student interaction in the student health record (SHR) in a timely manner.

A.1.11 Comply with Job Corps infection control policies and procedures.

A.2. Task 2-Assessment – PRH 2.3, R4(b)

A.2.1. Provide mental health assessments for applicants and students to examine mood, behavior, thinking, reasoning, and other areas related to emotional wellness. At a minimum there are three types of assessments that will occur:

A.2.1.1. For applicants during the admissions process, which may include individualized assessments for possible direct threat or health care needs.

A.2.1.2. For new students, based on responses to the Social Intake Form (SIF) and/or the Job Corps Health History Form.

A.2.1.3. For any student by referral using a written referral and feedback form.

A.2.2. Promptly review applicant files and complete required initial assessment (intake), and treatment plan, as applicable.

A.2.3. Participate in Disability Accommodations Committee (DAC) meetings & file applicant review team meetings during regular scheduled hours, when requested.

A.3. Task 3 - Care and Case Management

A.3.1. Monitor students identified as having a chronic mental health condition to include but not limited to: communication among staff, monitoring, and follow-up. Information exchange should occur with CMHC, counseling staff, health and wellness staff and other appropriate staff based on “need to know”.

A.3.2. Participate in the management of, and provide written diagnoses for, a chronic care management plan for students with chronic conditions/disability related to mental health conditions, when appropriate.

A.3.3. Collaborate with Substance Abuse Counselor (TEAP) on services for students with co-occurring conditions of mental health issues and substance use.

A.3.4. Coordinate with center physician and Health & Wellness Manager (HWD) to discuss long-term medication management and Schedule II prescription management.

A.3.5. On a monthly basis, report to the Center Director and HWD on all health- related matters;

including student medical separations, justification and costs of special needed services, health and non-healthcare equipment repair and replacement needs, depletion of medical supplies and medications, and other areas deemed appropriate.

3.4. Task 4 - Treatment – PRH 2.3 R4 (d)

A.4.1. Record all mental health documentation, such as, diagnosis, treatment and management plans, medication, reason of denial into the program (if recommended) etc. on the Student Health Record

(SHR), Job Corps Health and Wellness Program forms as well as in any Job Corps approved electronic systems such as CIS.

A.4.2. Determination when a Medical Separation with Reinstatement Rights (MSWR) is appropriate and recommended for students with mental health conditions and/or substance use co-occurring conditions.

A.4.3. Crisis intervention, as needed. In the event of a mental health emergency, the Center Mental- Health Consultant or the Center Physician must conduct a mental health evaluation as soon as possible, and when necessary, refer the student for psychiatric care. If the Center Physician or Center Mental- Health Consultant is not available, the student must be referred immediately to the emergency room of the nearest medical facility. If there is a life-threatening situation, 911 or the emergency response team should be called.

A.4.4. Provide various therapies to include but not limited to: Short-term therapy with mental health checks as needed, Brief Therapy and appropriate referrals to long term therapy. These therapies should focus on retention and behaviors that represent employability barriers.

A.4.5. Ensure that contact is maintained and documented with any off-center mental health provider to monitor the student’s compliance and progress.

A.5. Task 5 - Mental Health Promotion and Education – PRH 2.3, R4 (c)

A.5.1. Conduct a minimum of a one-hour presentation on mental health promotion for all new students in accordance with PRH 2.3, R4, with an emphasis on employability and how to respond to a mental health crisis.

A.5.2. Conduct at least one annual center-wide mental health promotion and education activity. Provide the HWD with documentation of the activities.

A.5.3. Assist students to acquire health-related skills and knowledge of healthy mental health care.

A.5.4. Participate in health and wellness program continuous quality improvement activities and advise and assist the health education instructor in the development and implementation of the Mental Health Education Program.

A.5.5. Coordination with other departments/programs on center, including, but not limited, to residential, recreation, education, vocation, student government association, and Healthy Eating and Active Lifestyles (HEALs), to develop integrated promotion and education services.

A.5.6. Collaboration with counseling staff in developing and/or leading psycho-educational skill-building groups to promote wellness (e.g., relaxation training, anger management, mood regulation, assertiveness skills, handling relationships, sleep hygiene, etc.).

B. Position – Drug/Alcohol Abuse Counselor

B.1. Task 1-General

B.1.1 Possess the ability to work both independently and as a member of a healthcare team to provide optimal services to a population of financially disadvantaged youth, typically ranging from 16 to 24 years in age.

B.1.2. Attend monthly conference calls, webinars, and DOL trainings, on site trainings as available during regular scheduled hours of service. If unavailable to attend, notify the Health and Wellness Director and obtain notes and pertinent information.

B.1.3. Ensure patient privacy for all assessments; maintain, safeguard, and ensure the confidentiality of all required student health records when they are in the health clinic or in the possession of health and wellness team members, in accordance with the Health Insurance Portability and Accountability Act

(HIPAA).

B.1.4. Provide Substance misuse and abuse services in a positive and productive manner to facilitate student willingness to pursue recommended substance misuse and abuse treatment plan, if applicable.

Services will have a general emphasis on early detection, diagnosis, and prevention/education. Provide student services in such a manner to obtain positive student satisfaction survey results as determined by Job Corps.

B.1.5. Not to engage in any research projects and/or publications relating to Job Corps health activities without prior written approval from the Job Corps National Office in Golden, CO.

B.1.6. Report adverse student behavior incidents to the HWD, Center Director or Contracting Officer’s (CO) Representative (COR) in a timely manner.

B.1.7. Understand that substance misuse and abuse services shall be subject to monitoring and review by Job Corps assessment teams, and cooperation and compliance with such teams is required.

Participate in DOL and Forest Service assessments, completing requested questionnaires, conferences, and monthly teleconferences in adherence to the PRH requirements.

B.1.9. Contractor will maintain a sign in sign out log for all time billed to the center. Each center will develop their own system for maintaining this information.

B.1.10. Contractor will document each student interaction in the student health record (SHR) in a timely manner.

B.1.11 Comply with Job Corps infection control policies and procedures.

B.2. Task 2 - Assessment – PRH 2.3, R4(b)

B.2.1. Provide substance misuse and abuse assessments for applicants and students to examine mood, behavior, thinking, reasoning, and other areas related to emotional wellness and substance misuse and abuse issues. At a minimum there are three types of assessments that will occur:

B.2.1.1. For applicants during the admissions process, which may include individualized assessments for possible direct threat or health care needs.

B.2.1.2. For new students based on responses to the Social Intake Form (SIF) and/or the Job Corps Health History Form.

B.2.1.3. For any student by referral using a written referral and feedback form.

B.2.2. Promptly review applicant files and complete required initial assessment (intake), and treatment plan, as applicable.

B.2.3. Participate in Disability Accommodations Committee (DAC) meetings & file applicant review team meetings during regular scheduled hours, when requested.

B.3. Task 3 - Care and Case Management

B.3.1. Monitor students identified as having a chronic substance misuse or abuse condition to include but not limited to: communication among staff, monitoring, and follow up. Information exchange should occur with CMHC, counseling staff, health and wellness staff and other appropriate staff based on “need to know”.

B.3.2. Participate in the management of, and provide written diagnoses for, a chronic care management plan for students with chronic conditions/disability related to substance misuse and abuse conditions, when appropriate.

B.3.3. Collaborate with Center Mental Health Consultant (CMHC) on services for students with co-occurring conditions of substance abuse, substance misuse and mental health.

B.3.4. Coordinate with center physician and Health & Wellness Manager (HWD) to discuss long-term medication management and Schedule II prescription management.

B.3.5. On a monthly basis, report to the Center Director and HWD on all health- related matters;

including student medical separations, justification and costs of special needed services, health and non-healthcare equipment repair and replacement needs, depletion of medical supplies and medications, and other areas deemed appropriate.

B.4. Task 4 - Treatment – PRH 2.3 R4 (d)

B.4.1. Record all substance misuse and abuse documentation, such as, diagnosis, treatment and management plans, medication, reason of denial into the program (if recommended) etc. on the Student Health Record (SHR), Job Corps Health and Wellness Program forms as well as in any Job Corps approved electronic systems such as CIS.

B.4.2. Determination when a Medical Separation with Reinstatement Rights (MSWR) is appropriate and recommended for students with substance misuse and abuse conditions and/or substance misuse co-occurring conditions.

B.4.3. Crisis intervention, as needed. In the event of a substance misuse and abuse emergency, the TEAP, Center Mental-Health Consultant or the Center Physician must conduct a substance misuse and abuse evaluation as soon as possible, and when necessary, refer the student for outside care. If the TEAP, Center Physician or Center Mental-Health Consultant is not available, the student must be referred immediately to the emergency room of the nearest medical facility. If there is a life-threatening situation, 911 or the emergency response team should be called.

B.4.4. Provide various interventions to include but not limited to: Short-term or brief interventions with substance misuse and abuse checks as needed, Appropriate referrals to long term therapy, treatment, and interventions. These interventions should focus on retention and behaviors that represent employability barriers.

B.4.5. Ensure that contact is maintained and documented with any off-center substance abuse provider to monitor the student’s compliance and progress.

B.5. Task 5 - Substance abuse Promotion and Education – PRH 2.3, R4 (c)

B.5.1. Conduct a minimum of a one-hour presentation on substance misuse and abuse prevention for all new students in accordance with PRH 2.3, R5, with an emphasis on employability and how to respond to a substance misuse and abuse crisis. Presentations on managing substance misuse, abuse and dependency symptoms and issues in the workplace for students during the Career Development and Transition Periods.

B.5.2. Conduct at least three annual center-wide substance use prevention and education activities.

Provide the HWD with documentation of the activities.

B.5.3. Assist students to acquire health-related skills and knowledge of healthy lifestyles to prevent substance misuse.

B.5.4. Participate in health and wellness program continuous quality improvement activities and advise and assist the health education instructor in the development and implementation of the Substance Misuse Education Program.

B.5.5. Coordination with other departments/programs on center, including, but not limited, to residential, recreation, education, vocation, student government association, and Healthy Eating and Active Lifestyles (HEALs), to develop integrated promotion and education services.

B.5.6. Collaboration with counseling staff in developing and/or leading psycho-educational skill-building groups to promote wellness and decrease substance misuse (e.g., relaxation training, anger management, mood regulation, assertiveness skills, handling relationships, sleep hygiene, etc.).

C. Position – Nurse

C.1. Task 1 – Center Assessments

C.1.1. Nursing staff will make sure the wellness center is prepared for Program Compliance Assessments (PCA) per PRH.

C.1.2. Nursing staff will use the Health and Wellness PCA tools found on the Job Corps Health and Wellness website to prepare for PCAs, Regional Office Targeted Assessment (ROTAs) and Regional Office Center Assessments (ROCAs).

C.1.3. Nursing Staff will participate in announced and unannounced Regional Office Targeted Assessment (ROTA). In addition to PCAs, ROTAs, and Corporate Office Center Assessment, the nursing staff shall conduct their own internal record audits and program assessments as directed by Health Wellness Director (HWD) and/or Center Director (CD).

C.1.4. Conduct regular chart audits using the approved Job Corps forms.

C.2. Task 2 – Student Assessments and Care

C.2.1. Promptly review and triage applicant files with mental health histories or the need for reasonable accommodations.

C.2.2. Preform cursory health evaluation. Within a student’s first 48 hours on center, nursing staff should complete a cursory health evaluation that includes a health history, vital signs (e.g., weight, height, blood pressure), and laboratory testing as outlined in the PRH (see Laboratory Testing section).

C.2.3. Determine the currency of immunizations.

C.2.4. Provide or arrange for student immunizations as needed.

C.2.5. Holds regularly scheduled sick-call; provides assessment and treatment of minor illnesses;

administers medications and treatments in accordance with authorized physician’s orders.

C.2.6. Provides primary care for trauma cases, emergency care, and management of chronic health problems.

C.2.7. Makes recommendations for referrals to private physicians, dentists, clinics, community resources, or specialized services based upon assessment of the students’ physical and/or emotional needs.

Recommendations for continued, off-center services, will be approved by the Center Director or the center’s Physician, Dentist, or Mental Health Consultant.

C.2.8. Provides follow-up care, treatment, or relay of information by telephone and/or interview on illness, injuries, dental problems, test results, etc., by contacting parents, clinics, physicians, mental health providers, etc.

C.2.9. Counsels, educates, and trains students on a variety of health subjects such as hygiene;

prevention of pregnancy, STDs, and HIV; nutrition and exercise; and specified information on illnesses and disease prevention.

C.2.10. Participate in all aspects of the biochemical testing program and ensure the integrity of the program is maintained.

C.2.11. Participate in Tobacco Use Prevention Program (TUPP) and ensures students are aware of the program.

C.2.12. Participate in Health Eating Active Lifestyles (HEALs) committee as directed and collaborate with various departments regarding HEALs. Make sure students are aware of the program and referred for participation.

C.3. Task 3 – Case Management (within scope of the nurse’s license)

C.3.1. Collaborate with CMHC, and center medical providers in the monitoring of and case management of students on psychotropic medications.

C.3.2. Collaborate with the center’s medical providers in the monitoring of and case management of students on chronic medications.

C.3.3. Collaborate with medical providers to develop case management for students with chronic conditions.

C.4. Task 4 – Emergency Care

C.4.1. Maintain BLS certification

C.5. Task 5 – Administration

C.5.1. Maintain medical records, accident forms, and preparation of reports (narrative and/or statistical) as required in accordance with DOL and Center policies and protocols.

C.5.2. Ensure adherence to all Privacy Act requirements.

C.5.3. Collaborate with providers in developing mental health, general health and reproductive health promotion, awareness, and education activities.

C.5.4. Requisitions, stores, issues and accounts for medical supplies and drugs on the advice of the physician and administrative direction.

C.5.5. Contractor personnel shall maintain proper safeguards for the storage of critical supplies, such as controlled substances, in accordance with all existing regulations.

C.5.6. Arranges for maintenance of the dispensary and equipment with the center’s facility maintenance program using established systems.

C.5.7. Recommends the purchase of new equipment and changes in service and treatment.

C.5.8. Participates in the Job Corps Disability / Reasonable Accommodations program.

C.5.9. Ensure all wellness and disability Standard Operating Procedures (SOP) are updated at least annually.

C.5.10. Ensure all wellness and disability Center Operating Procedures (COP) are updated at least annually.

C.5.11. Assist the safety officer with the student Office of Workers Compensation Program (OWCP) known as ECOMP.

C.5.12. Complete Significant Incident Reports (SIR) as directed by the CD

C.5.13. Assist with, provide or arrange for staff training to meet requirements of 5 hours adolescent growth and development yearly.

4.0 Deliverable / Schedule

4.1. Clinical service hours are required on a weekly basis, during days of the week and hours of the day established in coordination with Center personnel. The days and times of services shall be upon mutual agreement between the Contractor and center personnel and must be considered reasonable. A reasonable schedule would be considered providing services daily, M-F, 8am – 5pm; however, evenings and weekends can be considered reasonable if mutually agreed upon by Contractor and center personnel. The contract employee will receive two (2) 15-minute breaks and a non-paid lunch break of 30 minutes during an eight-hour day.

4.2. Center OBS and the PRH may change at any time; consequently, the quantity of required clinical service hours may vary, depending on the needs of the student population. However, any changes to the required hours will be executed via a bilateral modification to the contract.

4.3. Key Personnel must provide a current contact number to the Center’s Health and Wellness Director (HWD) or COR. When Key Personnel are unavailable for an extended time, as determined by the Contracting Officer, the Contractor will provide an acceptable substitute to provide services. All substitute personnel will be approved by the national and regional offices prior to work being performed.

4.4. Contractor will contact the CD or designee 24 hours in advanced for cancellation of services. For planned absences, the Contractor will coordinate with Center staff and the CO to provide an approved substitute, as well as a current emergency contact number. All substitute personnel will be approved by the national and regional offices prior to work being performed.

4.5. Contractor Personnel will not be scheduled to work on the following Government holidays:

New Year’s Day – January 1 Martin Luther King Junior’s Birthday – Third Monday in January, Presidents Day – third Monday in February, Memorial Day – Last Monday in May, Juneteenth Day – June 19th, Independence Day – July 4, Labor Day – First Monday in September.

Columbus Day – Second Monday in October, Veteran’s Day – November 11, Thanksgiving Day – fourth Thursday in November Christmas Day – December 25

5.0 Materials and Equipment

A. The Government shall furnish the following:

Adequate workspace, equipment, supplies, and materials as needed to accomplish the work requirements outlined herein, including examination rooms and furniture, assessment equipment, telephone, computer, a fax machine, prophylaxis supplies, gloves, masks, and similar items. Prescription and over-the-counter medications will be disbursed at the Center. These supplies and property shall be utilized during the performance of this contract only while providing student care.

B. The Contractor shall furnish the following:

All labor, services, permits, licenses, transportation of Contractor personnel (as necessary), and incidentals (other than those provided by the federal Government) as needed to fulfill the work requirements herein.

C. Security:

The space, equipment, and supplies used by contractor personnel MUST be always secured, per Center requirements. The Contractor shall review and be familiar with Center security procedures.

6.0 Travel

While travel outside of daily commute is not expected, please note that the Job Corps centers are in rural areas and some distance from main roads.

7.0 Contractor’s Key Personnel

7.1. The Center Mental Health Counselor is considered key personnel and must meet these minimum requirements. The job corps program is run by the Department of Labor (DOL). Key personnel shall be approved by DOL prior to award or replacement:

7.1.1. Have an active, unrestricted license to practice as an independent practitioner in the state where the center is located and does not require supervision to practice.

7.1.2. Minimum 1 year of experience as a licensed independent practitioner providing assessment and treatment services to adolescents and young adults.

7.1.3. Maintain licensing requirements/certification/accreditation and required insurance coverage at a minimum of $1 million per occurrence/$3 million aggregate during the entire performance period with proof being submitted to the CO upon request

7.1.4. Agree to a criminal background check, and drug testing, as a prerequisite for contract performance, if determined necessary by the CO.

7.1.4.1. Information obtained through the background check may be used in determining contractor’s qualification for this contract. Information regarding a person’s race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age will not be evaluated or have any impact on the determination of qualifications for this contract.

7.1.4.2. Government may terminate the contract if the background check is determined to be unacceptable or if any aspect would jeopardize the health and safety of the students.

7.2. The Drug/Alcohol Abuse Counselor is considered key personnel and must meet these minimum requirements. The job corps program is run by the Department of Labor (DOL). Key personnel shall be approved by DOL prior to award or replacement:

7.2.1. Have an active, unrestricted substance abuse license or certification that meets minimum state licensing certification in the state where the center is located.

7.2.2. Maintain licensing requirements/certification/accreditation and required insurance coverage at a minimum of $1 mil per occurrence/3 mil aggregate during the entire performance period with proof being submitted to the CO upon request

7.2.3. Agree to a criminal background check, and drug testing, as a prerequisite for contract

7.2.3.1. Information obtained through the background check may be used in determining contractor’s qualification for this contract. Information regarding a person’s race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age will

7.1.3.2. Government may terminate the contract if the background check is determined to be unacceptable or if any aspect would jeopardize the health and safety of the students.

7.3 The Nurse is considered key personnel and must meet these minimum requirements. The job corps program is run by the Department of Labor (DOL). Key personnel shall be approved by DOL prior to award or replacement:

7.3.1. Have an active, unrestricted Registered Nurse license to practice in the state where services will be provided.

7.3.2. Maintain licensing requirements, certifications, accreditations, and the required insurance coverage during the entire performance period with proof being submitted to the CO upon request.

7.3.3. Agree to a criminal background check, and drug testing, as a prerequisite for contract

7.3.3.1 Information obtained through the background check may be used in determining the contractor’s qualification for this contract. Information regarding a person’s race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age will

7.3.3.2. The Government may terminate the contract if the background check is determined to be unacceptable or if any aspect would jeopardize the health and safety of the students.

8.0 Security Requirements

The space, equipment, and supplies used by contractor personnel shall be secured at all times, per Center requirements. The Contractor shall review and be familiar with Center security procedures.

9.0 Data Rights

Student records and all reports generated are property of the US Government.

10.0 Section 508 - Electronic and Information Technology Standards

All deliverables shall be compliant with Section 508, 1998 Amendment to the Rehabilitation Act of 1973, according to the requirements for each such deliverable.

11.0 Governing Regulations, Handbooks, and References

The Contractor shall provide Health and Wellness (H&W) services as specified in the following documents:

• Job Corps Federal Regulations (Title 20 Code of Federal Regulations, Part 684 as amended, Job Corps Program under Title TV-B of the Job Training Partnership Act.

• Applicable Technical Assistance Guides (TAG s)

• Job Corps CMHC Desk Reference

• Job Corps Health & Wellness information and Department of Labor PRH:

https://supportservices.jobcorps.gov/health/Pages/default.aspx https://prh.jobcorps.gov/

• Job Corps Support Services: https://supportservices.jobcorps.gov/health/Pages/default.aspx https://supportservices.jobcorps.gov/health/Pages/default.aspx https://prh.jobcorps.gov/ https://supportservices.jobcorps.gov/health/Pages/default.aspx