Statement of Work - Employee Assistance Program Services.docx

STATEMENT OF WORK – EMPLOYEE ASSISTANCE PROGRAM SERVICES

1. OBJECTIVES:

Federal agencies such as the Department of Veterans Affairs are required to provide its employees an Employee Assistance Program (EAP) that is intended to address any emotional or behavioral problems which may have an adverse effect on employee job performance or behavior. The EAP is a voluntary, work-based program that offers free and confidential assessments, short-term counseling, referrals, and follow-up services to employees who have personal and/or work-related problems. EAPs address a broad and complex body of issues affecting mental and emotional well-being, such as alcohol and other substance abuse, stress, grief, family problems, and psychological disorders. EAP counselors also work in a consultative role with managers and supervisors to address employee and organizational challenges and needs. Many EAPs are active in helping organizations prevent and cope with workplace violence, trauma, and other emergency response situations.

Thus, to accomplish following objectives, the Louis A Johnson VA Medical Center (LAJVAMC) requires contractor support to provide counseling and other assistance to its employees and eligible family members. Eligible family members are defined as a relative of the employee, or someone in a primary relationship with the employee. A family member can also be described as someone who is dependent upon the employee for at least 50% of her/his financial support.

Specific objectives:

a. Through consultation to managers, supervisors, and/or union representatives, improve employee job performance affected by personal problems, challenges or behavioral health issues.

b. To provide high quality assessment, short-term problem solving, referral, and follow up services for LAJVAMC employees and family members covered by this program.

c. To empower employees to resolve personal problems that may impact their job performance or behavior in the quickest, least restrictive, most convenient and cost-effective manner possible. The type of problems addressed by the EAP include but are not limited to emotional, alcohol/ drug-related, family/relationship problems, grief, and the impact of chronic illness.

2. SCOPE OF WORK:

Contractor will provide counselors who have a minimum of a master's degree and have a current license or certification to practice as a mental health practitioner in West Virginia. Counselors will provide EAP services delivering short-term, problem-focused counseling and a variety of services as described below for LAJVAMC employees in the North Central West Virginia area, which extends from Parkersburg, WV to Morgantown, WV. Employees may be referred to the EAP via self-referral, supervisor, or union-representative initiated referrals, as well as employee health referrals.

Contract pricing will be based on approximately 1,100 LAJVAMC employees via a flat fee per person per month.

a. Contractor will provide LAJVAMC employees and family members with access and information via the Internet regarding EAP services and provide toll-free telephonic access to licensed EAP clinicians 24 hours-a-day/7 day-a-week (with a toll-free TTY number for the hearing impaired).

b. Contractor will provide face-to-face counseling, at a location convenient to the employee and/or family member, for those who may be affected by emotional concerns, alcohol, drug, or other personal problems. Employee will be offered up to 8 confidential EAP visits which include assessment, short-term problem solving, referral if needed, and follow-up services. Eligible family members may also receive services regardless of whether or not the employee is a client of the EAP. Employees requiring specialized or long-term, on-going counseling will be helped by the EAP counselor by referral to established community resources and facilities for treatment and rehabilitative care. Generally, it will be the responsibility of the employee or the employee's health benefit package to cover the cost of services by community resources.

c. Contractor will provide back-to-work follow-up resulting from formal employee referrals.

d. Contractor will provide consultation and guidance to LAJVAMC managers, supervisors and union representatives to assist in constructively confronting employees regarding job performance, attendance, and/or behavioral problems, and in referring employees to the EAP for assistance.

e. Contractor will provide EAP orientation for employees about the range of services provided by the EAP and how to access the program. Video presentations or other methods of presentation may be used in geographically remote areas.

f. Contractor will provide supervisors, managers, union representatives, and others as deemed appropriate by management with consistent, ongoing information about the range of services available through the EAP. Their roles and responsibilities in the successful implementation and use of the EAP will be explained, including techniques and procedures for referring employees to the counseling service.

g. Contractor will provide ongoing health promotion and education materials to familiarize employees with the services available through the EAP (all promotional materials must be approved by the LAJVAMC prior to general use and distribution):

1) Contractor will produce and provide employee introductory brochures, wallet cards, posters, etc. for each employee plus 10 percent. The number of posters distributed will be determined by the number of locations and the number of covered employees. Contractor will provide additional copies of communications material after 24 months. The production and mailing of all promotional materials is the responsibility of the EAP Contractor. Contractor will mail or deliver promotional material via third class bulk rate, to Louis A Johnson VAMC, Attn: Behavioral Health, 1 Med Center Drive, Clarksburg, WV 26301.

2) Contractor will periodically provide, in electronic format or reproducible template format, advertising and promotional materials regarding EAP services.

h. Contractor will provide management & statistical reports electronically on a quarterly and annual basis within 30 days of the end of the quarter.

3. EAP LIAISONS:

The LAJVAMC will provide a list of personnel designated in writing to serve as liaisons to the EAP Contractor. The EAP liaisons will assist the EAP Contractor with organizational issues, personnel policies, and coordinating promotion of all supervisor training, employee orientations, and other health promotion activities. The EAP Liaison may be asked to represent the organization at meetings to discuss the operation of the program.

4. CONFIDENTIALITY:

Confidentiality is a critical element of the EAP. Employees seeking help must feel confident that using the program will not jeopardize their jobs. The EAP is guided by the laws and regulations that protect client information. Counselors shall maintain records in accordance with those laws and regulations.

a. Before the release of any confidential information, the client's signature is required. This signature allows for the flow of information between the client, the program, and the requisite organization. Disclosure may occur when there is a danger to self, others, or property as outlined in the Statement of Understanding signed by the employee and as authorized by law.

b. All counseling records are owned by the contractor and maintained in the strictest confidence. All information contained within the counseling records is considered privileged and under the protection of the Privacy Act of 1974, Pub. L. No. 93-579 §3, 88 Stat. 1897 (1974) ( codified as amended at 5 U.S.C. § 552a (1999)); 42 C.F.R. Part 2 (2001 ), Confidentiality of Alcohol and Drug Abuse Patient Records ("the Confidentiality Regulations"); and 45 C.F.R. Parts 160, 162 and 164 (implementing provisions of the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191, 110 Stat. 1936 (1996)), as applicable.

c. Counseling records are used as documentation of the services rendered and/or as a source document for obtaining statistical data for management use. No record will be released except as permitted by the Confidentiality Regulations, the Privacy Act, and as otherwise authorized by law.