G--EAP Counseling Services for U.S. Army Corps of Engineers New York District

COMBINED SYNOPSIS/SOLICITATION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. SOLICITATION: W912DS-14-T-0012. This is a Request for Proposal (RFP) for commercial products in accordance with FAR Part 12. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-72, dated 30 January 2014. This procurement is being solicited as a 100% SMALL BUSINESS SET-ASIDE. The applicable NAICS Code 621330 - Offices of Mental Health Practitioners (except Physicians). The small business size standard is $7.0 million. The contractor shall provide Employee Assistance Program services for the U.S. Army Corps of Engineers, New York District. These services are for One (1) Base Year and Four (4) Option Years. The Contract Line Items for this combined synopsis/solicitation are as follows: CONTRACT LINE ITEMS: ITEM NO CLIN 0001: Base Year - FFP 0001AA Provide EAP Counseling Services in accordance with the Statement of Work Period of Performance 01 June 2014 through 31 May 2015. The estimated 198 number of annual counseling sessions will be adjusted to the actual utilization in the 4th quarter of the contractual period. 0001AB Provide Training Services in accordance with the Statement of Work Period Performance 01 June 2014 through 31 May 2015 CLIN 0002: Option Year 1 - FFP 0002AA Provide EAP Counseling Services in accordance with the Statement of Work Period of Performance 01 June 2015 through 31 May 2016. The estimated 198 number of annual counseling sessions will be adjusted to the actual utilization in the 4th quarter of the contractual period. 0002AB Provide Training Services in accordance with the Statement of Work Period Performance 01 June 2015 through 31 May 2015. CLIN 0003: Option Year 2 - FFP 0003AA Provide EAP Counseling Services in accordance with the Statement of Work Period of Performance 01 June 2016 through 31 June 2017. The estimated 198 number of annual counseling sessions will be adjusted to the actual utilization in the 4th quarter of the contractual period. 0003AB Provide Training Services in accordance with the Statement of Work Period Performance 01 June 2016 through 31 May 2017. CLIN 0004: Option Year 3 - FFP 0004AA Provide EAP Counseling Services in accordance with the Statement of Work Period of Performance 01 June 2017 through 31 May 2018. The estimated 198 number of annual counseling sessions will be adjusted to the actual utilization in the 4th quarter of the contractual period. 0004AB Provide Training Services in accordance with the Statement of Work Period Performance 01 June 2017 through 31 May 2018. CLIN 0005: Option Year 4 - FFP 0005AA Provide EAP Counseling Services in accordance with the Statement of Work Period of Performance 01 June 2018 through 31 May 2019. The estimated 198 number of annual counseling sessions will be adjusted to the actual utilization in the 4th quarter of the contractual period. 0005AB Provide Training Services in accordance with the Statement of Work Period Performance 01 June 2018 through 31 May 2019. INSTRUCTIONS TO OFFERORS SUBMITTAL INSTRUCTIONS 1. The technical submission will be limited to 25 pages, and tabbed with the headings "Staffing Approach & Qualifications, Similar Experience, Management, and Past Performance". One original and one copy of the technical submission are required. Each submission must include the following information (not included in the page count for the technical submission): a. Copies of resumes and educational degrees (with seal), and b. Copies of Offeror's malpractice insurance policy. 2. Included in the submission will be a completed copy of attachment titled "Contract Line Item Number". The completed Offeror Representations and Certifications-Commercial Items (FAR 52.212-3) or Notation that company has completed their representations and certifications in SAM (https://www.sam.gov) must be submitted along with each proposal. 3. Submit Quality Assurance plan for referrals. 4. Submissions shall be submitted prior to the closing date of 3:00 pm EST May 29th, 2014 to the following address: J. David King U.S. Army Corps of Engineers 26 Federal Plaza, Room 1843 Attn: Contracting Division New York, New York. 10278-0090 Or Submitted by email, as a PDF document to contact@example.gov and must be received by the Contract Specialist by 3:00 pm EST May 29th, 2014. 5. Due to security at Government installations, all Offerors are advised to allow ample time to get through the security checks in order to have their submissions delivered by 3:00PM EST. 6. FAR provision at 52.212-1, Instructions to Offerors - Commercial; FAR clause at 52.212-4, Contract Terms and Conditions -- Commercial Items; and FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items applies to this acquisition See attached addenda which provides applicable provisions and clauses. The proposal MUST ALSO INCLUDE THE FOLLOWING INFORMATION: Solicitation number, offeror's complete mailing address, DUNS number, and Tax Identification Number. Any questions regarding this solicitation MUST be submitted in writing by email to the point of contact below. In accordance with FAR 52.212-1(k), prospective awardee shall be registered and active in the System for Award Management (SAM) prior to award. If the Offeror does not become registered in SAM in the time prescribed by the Contracting Officer (NLT due date/time of solicitation), the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the Internet at http://www.sam.gov or by calling +1 (555) 000-0000. Ensure that online representations and certifications are up to date in SAM or provide completed Offeror Representations and Certifications-Commercial Items (FAR 52.212-3) with offer. The government reserves the right to cancel this combined synopsis/solicitation. This announcement and written request for Proposal constitutes the only Request for Proposal that will be made for this requirement. All Offers are due no later than May 29th, 2014 at 3:00 P.M. EST Electronic Offers are now being accepted via email at contact@example.gov SCOPE OF WORK The U.S. Army Corps of Engineers is seeking Employee Assistance Program (EAP) Services for 660 federal employees located in the following areas: Tri State Area, Westchester County (West Point), and Upstate New York (Fort Drum). This is a solicitation for commercial services. This solicitation is a 100% small business set-aside. The NAICS code is 621330. The size standard is $7.0 million. A firm fixed price contract is contemplated with a base period of one (1) year from date of award with option to extend for four (4) additional one-year periods. Clinical Services: Individual counseling to employees and their immediate family members on a host of personal and job related matters. Problem areas will include, but are not limited to, alcohol/drug abuse, trauma, mental illness, relationship/family conflicts, financial, stress, and job problems. The Contractor will provide crisis intervention, assessment, information and referral, short-term counseling, and follow-up monitoring. Clinical services shall include diagnostic evaluations, treatment planning, short-term counseling, trauma debriefings, referrals, monitoring, and follow-up services to clients as clinically indicated. Counseling will be primarily face-to-face for a maximum of six sessions. If additional counseling is necessary a referral to a community facility will be provided. In situations where it is determined the problem can be remedied within the short-term modality, the employee will be seen at the EAP for the full six sessions, with no community referral being necessary. The full six sessions may also be utilized to motivate an employee to accept a referral to needed treatment. The Contractor will maintain a listing of appropriate local referral sources. The Contractor will contact the employee 14 days after the referral is given to ascertain its appropriateness. The Contractor will have a quality assurance plan in place to assure only the highest quality of community referral facilities is utilized. The Contractor will monitor cases in which an employee accepts treatment as part of a formal settlement agreement. This could extend to one to two years, depending on the case. Utilization rate for this contract is defined as 660 employees multiplied by an anticipated 5% employee usage and a maximum of 6 sessions per employee for an estimated total of 198 counseling sessions per contractual year. The anticipated 5% utilization rate is neither required nor promised. Employees will be considered on official duty status while at the EAP counselor and will be given 45 minutes for the counseling session plus travel time. Contractor Facilities must be available for employees who wish to attend counseling on their own time or after regular business hours. The contractor must have a 24-hour emergency telephone answering system. Counseling staff must be available in person to employees, as a minimum between the hours of 8:00 A.M. To 5:30 P.M. EST, Monday through Friday. The contractor shall observe the same holidays as the Federal agencies serviced. If any primary staff member is unavailable due to vacation, conferences, and so forth, a qualified substitute must be provided. An employee in need of EAP services can contact the EAP counselor directly, or contact the EEO office which will in turn contact the EAP counselor to arrange an appointment with the employee. A scheduled appointment must be made within five calendar days, including weekends and holidays. Emergencies must be handled immediately and may require the counselor to provide the needed services at any agency facility. Note: The contractor must have on-call counselors able to respond to requests for emergency assistance. Confidentiality: The Contractor will assure the confidentiality of all information connected with an employee's use of the program in accordance with P.L. 98-24; 42CFR Part 2, "Confidentiality of "Alcohol and Drug Abuse Patient Records," revised June 9, 1987, and the Privacy Act of 1974. Case files will be maintained on all employees seen in counseling and will be the property and responsibility of the Contractor. Case records will be maintained for at least three years after termination of the client case, or longer if required by state law. Training Services: Based on need and requirements, the Contractor shall be responsible for designing and implementing a training program, producing training materials, and scheduling training with the Army Corps of Engineers (USACE) EAP Project Officer. All training materials must be non-sexist and non-discriminatory in content and tone. Resumes of all proposed trainers will be included with the proposal, showing prior experience providing training for adult populations. Basic Supervisor Training: Two (2) three-hour training sessions shall be conducted for supervisors and other key personnel on how to deal with problem or troubled employees and how to utilize the EAP as part of this process. The workshop leader will be familiar with pertinent Federal regulations such as the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA). A sufficient number of sessions will be offered, such that all supervisors, union officials, and personnel specialists receive this training at least every two years. Training classes will be limited to 25 participants. The dates of the sessions will be at the request of the EEO Office. Prevention of Workplace Violence: Two (2) two-hour training session shall be conducted to help managers identify the potentially violent employee and identify steps to defuse the situation. The EAP will be available to consult with agency executives in formulation of a policy and establishing an emergency response team. Training classes will be limited to 25 participants and available to all supervisory, union, and other key employees as requested. The dates of the sessions will be at the request of the EEO Office. Drug-Free-Workplace: One (1) two-hour drug awareness training shall be conducted that shows the interface of the EAP with Executive Order 12564. Included in the training will be drug use, treatment options, agency drug testing policy, consequences of a positive drug test, follow-up, and types of communication that can be held with the workplace supervisor. Management trainings will include a section on how to effectively confront the employee and refer him/her to the EAP and the type of monitoring and reports available. Training classes will be limited to 25 participants and available to all employees as requested. The dates of the sessions will be at the request of the EEO Office. Conflict Resolution: Two (2) three-hour trainings shall be conducted for all staff to learn how to resolve conflict in a more effective manner and enhance the productivity of the workplace. Training classes will be limited to 25 participants and available to all employees. The dates of the sessions will be at the request of the EEO Office. Health Seminars: Ten (10) one-hour workshops shall be conducted for employees on topics such as Stress Management, Alcohol & Drug Abuse, Parenting Skills, Eldercare, and other family/life issues. The dates of the sessions will be at the request of the EEO Office. Management Consultation: The EAP counselor will be available to consult with supervisors or managers on problem employees or situations as requested within 24 hours for emergency & 48 hours for consultation. Liability: The Contractor will maintain malpractice coverage on any clinical staff involved in this contract and is solely responsible for all clinical recommendations. The contractor shall hold and save the Government free from damages due to the provision of counseling services in connection with Fed EAP, except for damages due to the fault or negligence of the Government. Reports: The Contractor will provide a monthly report on the number of employees utilizing the EAP services. The report shall include the name, date, and number of visits for that individual. This information will be provided ONLY to the Equal Employment Opportunity office POC. Hours of Operation: The Contractor will be available face to face, between the hours of 8:30am to 5:00pm EST Monday through Friday. After hours and emergency coverage will be provided as needed. The Contractor must be able to arrive at 26 Federal Plaza, New York, NY 10278, within 1 hour of notice, or employee to EAP location within one hour, and remote locations within two hours. Telephone response should be within 30 minutes. If call is received after midnight & 6 AM, it will be responded to by 8AM next morning. The Contractor will work out of 26 Federal Plaza and will be supplied with office space. Payments: Payments will be made quarterly and invoices will be submitted to the EEO Office POC. At the end of the contractual year, a monetary adjustment to the contract will be made to reflect the actual number of EAP counseling sessions conducted. Equal Employment Opportunity Office (EEO) POC: Estelle Capowski Chief, Equal Employment Opportunity 26 Federal Plaza Room 1845 New York, NY 10278-0090 +1 (555) 000-0000 contact@example.gov BASIS OF AWARD The Government will award a contract resulting from this solicitation to the responsible offeror whose Offer, conforming to the solicitation, will be most advantageous to the Government with regards to the Technical Evaluating Factors and Price. The following factors shall be used to evaluate offers: Technical Evaluating Factors (Factor 1, Factor 2, Factor 3, and Factor 4) and Price. To be considered technically acceptable, offerors shall specifically address each of the Technical Evaluation Factors: Factor 1 (Staffing Approach and Qualifications), Factor 2 (Similar Experience), Factor 3 (Management), and Factor 4 (Past Performance). Factor 1 is more important than Factors 2, 3, and 4. Factor 2 is more important than Factors 3 and 4, but less important than Factor 1. Factors 3 and 4 are of equal value but less important than Factors 1 and 2. Technical Factors 1, 2, 3, and 4 are more important than price. FACTOR 1: Staffing Approach and Qualifications: Counseling staff will have at least a Master of Social Work degree (MSW), hold the New York State Alcoholism & Substance Abuse Counselor certificate (CASAC), and be a Certified Employee Assistance Professional (CEAP). Staff includes any proposed subcontractors and staff selection. Provide a plan for staffing the various counseling sites to be utilized by the contractor, including 24-hour coverage, in accordance with hours of operation, adequate staff, and evidence of liability insurance. Any additional relevant education should also be included. FACTOR 2: Similar Experience: Counselor(s) must have at least 5 years of professional experience, 3 of which shall be experience in EAP Counseling Services. Counselor(s) must also have knowledge of local resources and treatment facilities. The following experience criteria should be described for each of the proposed personnel: a) Counseling experience in problem areas shall include but are not be limited to alcohol/drug abuse, trauma, mental illness, relationship/family conflicts, financial, stress, and job problems. b) Experience in conducting training classes for an adult population. FACTOR 3: Management: Offerors shall demonstrate a plan for ensuring the quality of EAP services, including quality assurance checks, evaluation plans, and how corrective actions will be taken if necessary. Knowledge of and/or experience in EAP and workplace counseling concepts, policy and operations (this should be described for both the offeror as a corporate entity and for each of the proposed personnel). Methods of maintaining required confidentiality of client information and problems that may be encountered. Offerors shall also provide a plan for designing and implementing a training program (as described previously above), including basic supervisor training, prevention of workplace violence, drug-free-workplace, conflict resolution, health seminars, and management consultation. FACTOR 4: Past Performance: Offerors are required to submit Past Performance Customer Questionnaires (see Past Performance attachment) provided by previous Client(s) for input regarding past performance as either a prime or subcontractor. Offerors shall submit at least three (3) Past Performance Questionnaires for projects that were completed or currently in progress within the past five (5) years.