A02_PWS_EAP_Services.pdf

US Army Corps of Engineers (USACE) Vicksburg District (MVK)

Employee Assistance Program (EAP) Services

PERFORMANCE WORK STATEMENT (PWS)

1. Introduction (Purpose). The U.S. Army Corps of Engineers (USACE), Vicksburg District (MVK) provides military and civil public works services as well as support for other agencies. MVK has over 1,000 employees covering 68,000 square mile radius encompassing seven major river basins (including 278 miles of the Mississippi River’s main stem) in Arkansas, Louisiana and Mississippi.

2. Mission Requirements (Scope). The Contractor shall provide Employee Assistance Program (EAP) services, as described herein, to the U.S. Army Corps of Engineers Vicksburg District (CEMVK).

2.1 EAP services to be performed include: initial counseling related to problem identification, referral for treatment and rehabilitation, and follow-up counseling to aid an employee in achieving an effective readjustment to his or her job during and after treatment. Long-term treatment and rehabilitation are not within the scope of this contract.

2.2 EAP services shall be provided to the following:

2.2.1 Employees of the U.S. Army Corps of Engineers Vicksburg District

(CEMVK),

2.2.2 Employees of the U.S. Army Corps of Engineers Vicksburg Division

(CEMVD),

2.2.3 Employees of U.S. Army Corps of Engineers Information Technology (ACE-IT) whose permanent duty station is one of the CEMVD/CEMVK facilities,

2.2.4 Employees of Civilian Personnel Advisory Center (CPAC) whose permanent duty station is one of the CEMVD/CEMVK facilities, and

2.2.5 Immediate family members of employees listed in (2.2.1) and (2.2.2) above.

2.3 The term "employee" means any civilian Federal employee and any military personnel who are listed in the current Official Personnel Database. It includes permanent, temporary, and term temporary civilian personnel. It does not include others, such as contract students, employees of contractors, visitors, tenants, personnel working under Intergovernmental Personnel Agreements (IPAs) or others who are located at CEMVK facilities or who are performing work for CEMVK.

2.4 The term "immediate family member" means a spouse, any unmarried children (including stepchildren, foster children, and recognized natural children) under the age 22 if they live in a regular parent-child relationship with the employee.

2.5 Requests for EAP services may be initiated by either CEMVD/CEMVK management, ACEIT, management, or by the client.

2.6 Problems of the following types are within the scope of this contract if the problem affects an employee's work performance:

(a) Marital or premarital issues

(b) Divorce or separation

(c) Alcohol or drug abuse

(d) Gambling addiction

(e) Parent-child relationship

(f) Pregnancy or abortion issues

(g) Physical or sexual abuse

(h) Emotional or behavioral disorders

(i) Human or interpersonal relations skills

(j) Stress

(k) Anxiety

(l) Depression (m)Attention deficit disorder

(n) Learning disorder

(o) Eating disorders

(p) Suicidal tendency

(q) Schizophrenia

(r) Low self-esteem

(s) Child or adolescent behavioral problems

(t) Grief

(u) Co-dependency

(v) Excessive absenteeism

(w) Deterioration in work performance

2.7 EAP Services To Be Provided. The contractor shall provide the following:

2.7.1 Up to three counseling sessions to each client for each problem, with the specific number of sessions (between one and three) determined by the counselor based upon each individual client’s needs.

2.7.2 A toll-free telephone number for clients to call for scheduling appointments with counselors. The toll-free telephone number shall be answered directly by live, qualified Contractor personnel during normal business hours (8:00 a.m. to 4:30 p.m.) and by contractor personnel with immediate access to qualified personnel as described in 3.1 for emergency situations outside normal business hours. Toll-free telephone number will be without extensive submenus of choices, without excessive delays, transfers, and without voicemail. Toll-free telephone access is required only within the United States.

2.7.3 Individual, face-to face, counseling during normal business hours through local, qualified, professional counselors within 72 hours of initial contact (excluding conditions that warrant immediate attention e.g. suicidal conditions). Personnel requiring immediate attention will be taken to a local emergency room for treatment. Individual, face-to-face counseling is required only within the United States. “During normal business hours” means between 8:00 a.m. and 4:30 p.m., local time, excluding Federal holidays and weekends. “Local” means within a 60-mile driving distance of the client’s workplace. “Qualified” is defined in paragraph 3.1 below.

2.7.4 Special on-site group counseling to meet special needs, upon request.

2.7.5 Confidential client satisfaction and quality assurance feedback.

2.7.6 Annual and quarterly statistical utilization reports to the Contracting Officer's Representative.

2.7.7 With the client's permission, immediately report the following information for the victim of any sexual assault: rank/pay grade, gender, age, race, time and location of the alleged assault. The report shall be furnished to the Contracting Officer's Representative via telephone or email.

2.7.8 Provide up to six (6) on-site critical incident stress debriefings per contract year available within forty-eight (48) hours following an in-house crisis or a community crisis involving USACE employees.

2.8 Government Workforce.

2.8.1 Covered Employees. Approximately 1200 employees, plus their immediate family members, are entitled to EAP services under this contract. Covered personnel are currently assigned to the following locations in the approximate numbers shown:

LOCATION

APPROXIMATE NUMBER

OF EMPLOYEES

VICKSBURG, MS 838

GREENWOOD, MS 13

BATESVILLE, MS 90

COLDWATER, MS 30

VIDALIA, LA 7

ALEXANDRIA, LA 21

NATCHITOCHES, LA 4

SHREVEPORT, LA 8

MONROE, LA 29

CROSSETT, AR 4

LAKE VILLAGE, AR 5

HOT SPRINGS, AR 114

Grand Total 1163

2.8.2 Changes. These numbers and locations are subject to slight changes without notice. It should also be noted that clients may be located at (and may require EAP services at) temporary duty stations, training sites, and other temporary duty locations.

3. Contractor Personnel.

3.1 Minimum Qualifications. Counselors performing under this contract (whether by telephone or face-to-face) shall be either:

3.1.1 Licensed marriage and family therapists,

3.1.2 Certified Employee Assistance Program professionals,

3.1.3 Licensed clinical social workers,

3.1.4 Licensed professional counselor

3.1.5 Certified alcohol/drug counselors,

3.1.6 Licensed psychologists, or

3.1.7 Psychiatrists

Requests for exceptions shall be submitted to and approved by the Contracting Officer's Representative in writing.

3.2 Key Personnel. Counselors who will be available to provide local face-to-face counseling services in each of the following geographical areas are designated “key personnel”:

3.2.1 Vicksburg, Mississippi

3.2.2 Monroe, Louisiana

3.2.3 Batesville, Mississippi

3.2.4 Hot Springs, Arkansas

3.2.5 Alexandria, Louisiana

The Contractor shall provide appropriate personnel meeting the minimum requirements specified in paragraph 3.1, above, to perform the described functions. If the Contractor proposes to substitute key personnel during the duration of the contract, the substitution shall be subject to prior approval by the Contracting Officer’s Representative. In such event, the Contractor shall propose substitute personnel who have qualifications that are equal to or exceed the qualifications required for performance as specified in paragraph 3.1, above.

Contracting Officer’s Representative approval will be conditioned, among other things, upon the qualifications of the proposed substitute key personnel being equal to or exceeding those required for performance as specified in paragraph 3.1. The Contractor shall request, in writing, Contracting Officer’s Representative approval at least 30 calendar days prior to the proposed date of any changes in key personnel.

4. Government Responsibilities.

4.1 The Government will provide, at no cost to the Contractor, a current list of employees who are covered by the contract. If personnel are not on the list provided, the contractor will contact the Contracting Officer’s Representative for verification.

4.2 The Government will distribute (but not reproduce) any hardcopy material furnished by the Contractor promoting the EAP program and familiarizing the workforce with the program. The Government will also distribute to the workforce any such material furnished by the Contractor in Microsoft Word or Adobe Acrobat electronic formats (subject to acceptance by the Government Contracting Officer's Representative).

4.3 Employees and eligible family members are not required to notify or obtain approval from the Government in order to obtain services under this contract. Eligible family members are not required to notify or obtain approval from the family member employed by employers identified in paragraph 2.2.

5. Miscellaneous Responsibilities of the Contractor.

5.1 The Contractor shall maintain client records and shall monitor those records to ensure that only authorized services are provided under this contract.

5.2 If costs are incurred for services that are not covered by this contract, those costs shall be borne by either the Contractor or the client. The Contractor shall notify the client in advance of any services or referrals which may result in costs beyond those paid by the Government under this contract. In some instances, the client's Federal Employee Health Benefits plan or private insurance may cover such costs.

The Contractor shall work with the client to identify the best available outside treatment program and services in line with the client's needs and resources.

5.3 The Contractor shall strictly protect clients' privacy and confidentiality at all times. Information about participants, including their attendance or absence, physical whereabouts, or status as participants, whether or not recorded, is confidential. No information (including implicit or negative disclosures) regarding the client shall be disclosed without the written consent of the client unless disclosure is explicitly authorized by statute or regulation. Violations are subject to civil and criminal penalties.

6. Exclusions. This contract does not include:

a) Long-term counseling or treatment

b) Specialized diagnostic and assessment testing

c) Medication

7. Offeror’s Proposal. In addition to costs and other information by this solicitation, each Offeror’s proposal shall include the following:

(a) The procedures which the Offeror will follow in providing services under this contract.

(b) The names, qualifications, specialization, and relevant experience of associated counselors who will be available to provide local face-to-face counseling services in each of the following geographical areas identified in 2.8(a) above.

(c) The Offeror's (i.e., the firm's) experience in providing EAP services of the type required under this contract.

(d) Description of the safeguards the Offeror will employ to protect information from improper disclosure.

(e) Description of reports and other information that the Offeror will provide to the Government.

8. Utilization History. The following information is furnished for information only.

Utilization under the contract to be awarded as a result of this solicitation may differ substantially. Over the last three years, CEMVK has provided an average of 142 counseling sessions per year.

9. Period of Performance. The period of performance shall be one year from date of award with four option years.