Statement of Work.docx

NORTHPORT VA MEDICAL CENTER

EAP CONTRACT

STATEMENT OF WORK

1. REQUIREMENT: The contractor shall provide an Employee Assistance Program (EAP) for diagnostic and referral services to an estimated 1,700 employees of the Northport VA Medical Center in accordance with all terms and conditions identified in the contract requirements, clauses and addendums. The Northport VA consists of one (1) primary medical center located at 79 Middleville Road, Northport, NY 11768 and five (5) Community-Based Outpatient Clinics (Bay Shore, East Meadow, Patchogue, Riverhead, and Valley Stream CBOCs). There are currently a total of six (6) work sites located in the Northport VA catchment area, as described below. Employee Assessment, Counseling and Referral services, as described below, shall be provided by the contractor utilizing licensed professionals. Employee Orientation and Supervisory Training services, as described below, shall be provided at the primary medical center site. Services will be for one (1) base year and four (4) option years. The six (6) sites in which facilities are located include the following:

HOSPITAL

Northport VA Medical Center 79 Middleville Road, Northport, NY 11768

CBOCS

Bay Shore CBOC 132 East Main Street, Bay Shore, NY 11706

East Meadow CBOC 2201 Hempstead Turnpike, Building Q, East Meadow, NY 11554

Patchogue CBOC 4 Phyllis Drive, Patchogue, NY 11772

Riverhead CBOC 300 Center Drive, Riverhead, NY 11901

Valley Stream CBOC 99 South Central Avenue, Valley Stream, NY 11580

2. SERVICES REQUIRED:

a. Problem assessment, initial counseling to identify and assess the complexity of the individual’s personal problems that may affect job performance.

b. Follow-up counseling shall be limited to a maximum of eight (8) visits per identified problem, per person, per year. In addition, counselors shall meet with family members on an as-needed basis.

c. Twenty-four (24) hour/day emergency telephone number for immediate professional help.

i. Provider shall forward medical emergency calls to 911 when applicable.

d. Employee awareness materials such as brochures, posters, and quarterly newsletters addressing applicable EAP topics.

e. Feedback on employee progress to the referring official as authorized by the employee.

i. The referring official shall receive a verification of attendance upon completion of the program or as requested.

f. Guidance to supervisors when personal problems of subordinate staff cause unsatisfactory job performance.

g. On-site crisis intervention (Critical Incident Stress Management) with individual or section/group of employees to include up to ten (10) sessions per year.

i. Each session shall be limited to one (1) hour.

h. Team building/conflict resolution or other similar activity sessions shall be available to employee groups to include up to twenty (20) sessions per year.

i. Each session shall be limited to one (1) hour.

ii. The contractor shall develop and conduct separate initial EAP awareness training to all shifts (day, evening, night) for each of the following: Supervisors/Managers, AFGE Union officials, NFEE Union officials, Equal Employment Opportunity (EEO) staff, and Non-Supervisory employees.

i. The contractor shall provide a representative on-site, once per quarter year, available to answer general employee questions and discuss relevant topical information about the Employee Assistance Program.

i. Additional training may be required during the contract period specifically addressing mandatory drug testing or other similar mandated policies for both employees and management staff.

ii. The contractor may substitute the quarterly visits with the staff training.

j. The contractor shall provide internet website access available for all employees to provide benefit information. Northport VAMC shall have the option to request changes to the website content as needed.

k. The contractor shall provide general services from 8:00 AM to 4:30 PM, Monday through Friday, excluding Federal holidays.

i. This does not preclude services after the stated hours for emergency crisis intervention.

1. There shall be no additional charge for after-hour services.

l. Telephonic emergency crisis intervention service shall be available 24 hours per day, 7 days per week.

i. Emergency appointments shall be available within 24 hours of contact.

m. Routine appointments shall be established within 24 hours of initial contact and occur within 3-5 days or at the client’s earliest convenience.

n. The contractor shall ensure all personnel performing under this contract are fully qualified and have the requisite state licensure, training and experience to provide the necessary services.

i. The contractor shall provide, upon request of the Contracting Officer (CO) or Contracting Officer Representative (COR), documentation of qualifications, training and experience of personnel performing under this contract. Failure to ensure personnel meet the necessary qualifications may be cause for termination of the contract.

o. The contractor agrees to assign referrals to qualified personnel and shall notify the CO and COR in writing prior to proposed substitutions.

p. The contractor shall provide performance survey forms to all employees at the conclusion of counseling services provided.

i. Surveys shall be provided to the COR in analysis format on a semi-annual basis.

q. The contractor shall provide statistical reports on a quarterly basis.

i. The report shall include demographic information as well as types of service provided.

ii. The reports’ content shall be at the discretion of Human Resources Management Service (HRMS) and is subject to change.

r. The contractor shall issue verification of attendance for all employees referred by other than self or if employee requests leave to attend counseling.

s. If requested by the Government, contractor agrees that all personnel performing under this contract shall provide a financial disclosure statement detailing any financial interest in any community treatment facility or other resources that employees might be referred as a result of counseling under this EAP.

t. The contractor shall maintain complete individual case files for all employees referred for assistance consistent with industry standards. Case files shall be maintained in accordance with the confidentiality requirements of PL 93-282 and the implementing Federal Regulations, section 2.11 (n) of 42 CFR Part 2 and PL 93-579 (Privacy Act).

3. Goals of a Northport EAP:

a. Increase employee satisfaction and morale.

b. Increase employee productivity and efficiency.

c. Feedback (monthly, quarterly, annually) to management and Human Resources – trends, usage and results while maintaining confidentiality.

d. Prevent common reoccurring issues (when possible).

e. Decrease employee unplanned absence.

f. Decrease employee turnover and the costs associated with employee turnover.

g. Empower employees – all staff on board and using the program on some level if needed.

4. This contract does not involve connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e. non-public) network. Therefore, a Security Accreditation Package is not required.

5. The contractor shall abide by the following list of Federal Laws and Regulations regarding the protection of personal privacy information:

a. Privacy Act, 5 U.S.C. 552a

b. Title 38 United States Code – Veterans Benefits Section 5701, Confidential Nature of Claims

c. Title 38 United States Code 7332 Confidentiality of Certain Medical Records

d. Title 38 United States Code 5705 Confidentiality of Medical Quality Assurance Records

e. Title 38 Code of Federal Regulations *

f. OMB Circular A-130 * Managing Information as a Strategic Resource

g. Standards for Privacy of Individually Identifiable Health Information (HIPAA Privacy Rule 45 CFR Parts 160 and 164) *

6. The contractor shall contact the Northport VA Medical Center within 24 hours of any Privacy violation.