SOW - Employee Assistance Program.docx

Statement of Work Employee Assistance Program Revised March 2020

PR# 66820018

The contractor will work independently to provide the Employee Assistance Program (EAP) counseling and referral services to all eligible employees and their families at the Watervliet Arsenal. Individuals eligible for services provided by the contractor include the employees working for the Watervliet Arsenal and its tenant organizations, Benet Laboratories, Army Contracting Command – Warren (ACC-WRN) (WVA), the US Army Health Clinic, US Army Medical Services Command, Medical Department Activity and the Civilian Personnel Advisory Center and their families.

2. Management:

The contractor (not the government) will have the duty of overseeing its employees and coordinating performance with the contracting officer or contracting officer representative (COR). It is the contractor's responsibility to provide administrative support for its personnel's performance of the contract requirements. The contracting officer's representative (COR) is prohibited from providing any direction which interferes with the contractor's right to perform the terms and conditions of the contract.

3. Major Duties: The contractor shall:

a. Provide timely and courteous customer service and assistance in such areas as mental health, family problems, substance abuse problems, gambling, other addictions, stress and work-related concerns to all eligible employees through the auspices of the Army Employee Assistance Program. All services and assistance provided shall be in accordance with Executive Order 12564, dated September 1986, and the Department of the Army Substance Abuse Program for Civilian Services, DA-PAM 600-85 dated 1 Oct 2001. (See also AR 600-85, The Army Substance Abuse Program, 28 November 2016). These documents are available online for review.

b. Require that clients provide proof of eligibility for services prior to providing said services. Eligibility determinations shall require that the client prove employment status by presenting a valid civilian ID card or other proof of employment status (i.e. SF 50). Establish clear procedures for referral to the EAP and how the program can be accessed.

c. Create and distribute marketing material for the program, for example via brochures or newsletters, within one month of beginning of the contract and annually thereafter to ensure staff awareness of the program. Distribution shall include both electronic and hard-copy versions of the marketing material. Electronic version of the material shall be provided via email to the Chief of Staff or designee for further distribution to the workforce. Hard copies will be provided to the Chief of Staff, or designee, for further distribution to current and incoming employees.

d. Perform counseling services in the EAP Office at Watervliet Arsenal, Building 120 each week, having office hours on each Tuesday and Thursday between the hours of 1000-1400. Counseling will be short term, 1-5 sessions per individual. Contractor shall refer those that need more assistance than this contract provides to a low-cost or no-cost treatment facility. If the counselor believes that additional sessions past the five-session limit could benefit the counselee, the counselor shall provide valid justification and request permission from the Chief of Staff or other named designee to extend past this ceiling. No appointments beyond the five-session maximum shall be made or conducted prior to receiving permission from the Chief of Staff or other named designee

e. Provide telephonic consultation services to supervisors and commanders, if needed.

f. Provide semi-annual newsletters in digital and hard-copy format to the Chief of Staff or designee for further distribution to the workforce. Each newsletter should cover topics related to communication in the workplace, time management, anger management, depression, sexual harassment, substance abuse and behavioral health.

g. Provide safeguards for confidentiality of records and sessions as required by EAP ethical standards set forth by the Employee Assistance Professionals Association.

h. Conduct customer satisfaction surveys for clients to whom services have been provided under this contract and provide data to the Chief of Staff on a quarterly basis.

i. Provide monthly utilization reports to the Chief of Staff or designee via email for services rendered. Report shall include number of individuals serviced for the given month and the total number of sessions conducted during that month.

j. Provide information as needed to the Chief of Staff or designee on program initiatives, program successes and areas that need improvement. For areas that need improvement, contractor should also provide suggestions on how to make said improvements.

k. Provide an end–of-contract-year summary of program results and utilization data to the Chief of Staff or designee via email. This report is in addition to the monthly report required in paragraph “3 i.” of this statement of work. This report shall include the aggregate number of personnel serviced during the contract year and the aggregate number of sessions conducted during the contract year. The report shall also include the aggregate number of requests for services beyond the five-session limit per individual and the aggregate number of approvals of said requests for sessions beyond the five-session per individual limit.

4. Personal Contacts:

Personal contacts are defined as both face-to-face discussions and telephonic conversations. The purpose of the contacts is to exchange information, plan, coordinate, and provide available services to eligible clients. Tact and professional understanding must be maintained during personal client contacts. Contractor must comply with the Privacy Act (5 USC 552a (b) and the Standards of Conduct as set forth in the Joint Ethics Regulation DoD 5500.7R.

5. Confidentiality

Contractor shall establish safeguards to ensure confidentiality of all personal and Privacy Act information obtained and maintained which pertains to clients who utilize the services provided. Personal information shall not be released by phone, in writing, or in person without the written permission of the individual concerned.

6. Inspection and Acceptance

The Chief of Staff, or designee, may conduct such reasonable inspections of the contractor’s performance necessary to satisfy that the contractor is adhering to the terms of the contract and is making satisfactory progress toward fulfillment of the contractual undertaking. Acceptance of services shall be made after successful completion of all requirements stated in the contract. Final acceptance shall be made by the Chief of Staff, or designee.

7. Delivery of Performance

Base year of the contract with one option year. Services will be performed primarily at the Watervliet Arsenal.

8. Special contract requirements

Professional qualifications: providers shall possess at a minimum: a Master’s degree in the behavioral sciences (i.e. counseling, psychology, social work, or marriage and family), EAP certification, maintain current licensure from a recognized licensing body, and a minimum of three years of experience in providing the types of services requested in this contract.

9. Subcontracting

The contractor may provide qualified substitute counselors/therapists for a maximum period of two weeks, if the substitute is approved by the Contracting Officer (KO) as having the same qualifications as the contractor. Notification of such substitution shall be provided to the KO for approval in writing at least two weeks prior to the substitution.

However, in such cases, the substitute shall have no claim whatsoever against the Government for services rendered and the price to be paid shall be a matter entirely between the contractor and the substitute.

10. Deliverables

a. The contractor shall provide a written utilization report within thirty days after the end of each quarter to the KO. At a minimum, the report shall include the quarterly statistics of the number of new cases, types of referrals, age, gender, and nature of services.

b. At the end of each contract year, within thirty days of the end of the contract, the contractor shall provide a summary of the counseling utilization and the satisfaction of the supervisors who make personal contacts to discuss employee needs. At a minimum, the report shall include annual statistics of the number of new cases, types of referrals, age, gender, and nature of services and a summary of supervisor satisfaction feedback.

11. Quality Assurance: