Performance_Work_Statement_-_EAP_12-14-16.docx

Performance Work Statement Employee Assistance Program Devens Reserve Training Area, Devens, MA Soldier Systems Support Center, Natick, MA December 14, 2016

1. General Services:

Contractor to work independently to provide the Employee Assistance Program (EAP) counseling and referral services to all eligible employees and their families at the above named facilities. Sixty two employees are located at Devens Reserve Training Area while approximately 1,115 employees are located at Soldier System Support Center at Natick, MA.

2. Major Responsibilities/Functions:

a. The contractor shall provide timely, accurate, and courteous customer service and assistance to all eligible employees through the auspices of the Army Employee Assistance Program and in accordance with Executive Order 12564, dated September 1986, and the Department of the Army Substance Abuse Program for Civilian Services, DA Pamphlet 600-85 dated 1 Oct 2001. (See also AR 600-85, Army Substance Abuse Program November 28, 2016). These documents are available online for review. Eligibility determinations shall require client to prove employment status by presenting a valid civilian ID card or other proof of employment status (i.e. SF 50). Assistance will be in such areas as mental health, family problems, substance abuse problems, gambling, other addictions, and stress.

b. Establishes clear procedures for referral to the EAP and how the program can be accessed. Markets the program via e-mail, semi-annual brochures, and monthly newsletters to ensure staff awareness of the program. Use Base Point of Contact (to be provided at contract award) for distribution information.

c. Briefs via telephone or e-mail, the Technical Point of Contact (TPOC) and designated Army EAP professional on program initiatives, program successes and areas that need improvement. Provides an end of contract year summary of program results and utilization data.

d. Provides a 24-hour hotline service manned by qualified personnel as defined in paragraph 7 of this document.

e. Offers short term counseling, 4-6 sessions (45-60 minutes each) per individual and refers those that need more assistance than this contract provides to a low cost or no cost treatment facility. Contractor shall invoice for only actual services provided.

f. Provides safeguards for confidentiality of records and sessions as required by EAP ethical standards

g. Provides the TPOC a quarterly utilization report for services rendered to include any customer satisfaction survey data or outcome data for clients covered under this contract. Evaluates the effectiveness of the services provided.

h. For each area covered under this contract (Devens and Natick), provides a two-hour annual supervisor and employee training on substance abuse and its effects. Provides 6 wellness classes for Devens and Natick personnel during each fiscal year to sustain employee wellness and reduce stress. Classes shall be a minimum of 2 hours each.

i. Provides telephonic consultation services regarding employee and/or employees’ family to supervisors and commanders when needed.

3. 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).

4. Confidentiality

Contractor shall establish safeguards to ensure confidentiality of all personnel 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.

5. Inspection and Acceptance

The TPOC 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 TPOC.

6. Delivery of Performance

Counseling services shall be performed at the contractor’s facilities. Training shall be at the Devens or Natick work sites coordinated through designated staff points of contact at each location. The period of performance for this contract shall be one 12-month base year with two 12-month option years.

7. 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’ experience in providing the types of services requested in this contract. Resume and certification(s) are required to be submitted with proposal.

8. Subcontracting

The contractor may provide qualified substitute counselors-therapists for a maximum period of two weeks, if the substitute is approved by the TPOC as having the same qualifications as the contractor. Notification of such substitution shall be provided to the TPOC with resume-certification(s) 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.

9. Deliverables

a. The contractor shall provide a written utilization report within thirty days after the end of each quarter to the TPOC. 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. Each area serviced by this contract, Devens and Natick, shall have separate reports.

b. At the end of each contract year, within thirty days of the end of the contract, the contractor shall provide to the TPOC a summary of the effectiveness of the counseling, training sessions completed and the satisfaction of the supervisors who made personal contacts to discuss employee needs.

10. Recognized Holidays

The contractor is not required to perform services on 10 U.S. Federal holidays. These holidays are as follows: New Year's Day, Labor Day, Martin Luther King Jr.'s Birthday, Columbus Day, President's Day, Veteran's Day, Memorial Day, Thanksgiving Day, Independence Day, and Christmas Day.

11. Contractor Manpower Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Employee Assistance Program services 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 Department of the Army CMRA or the icon of the DoD organization that is receiving or benefitting from the contracted 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. Contractors may direct questions to the help desk by clicking on “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.

12. Workload-Utilization History

Devens 2014-2015 utilization rate 9.80 percent, 91 employees trained 2015-2016 utilization rate 13.73 percent, 139 employees trained

Natick 2014-2015 utilization rate 1.15 percent, 228 employees trained 2015-2016 utilization rate 2 percent, 242 employees trained