G--Employee Assistance Program (EAP) Services for 1200 federal employees in the Metropolitan New York area.

The U.S. Army Corps of Engineers, New York District intends to issue a Request for Quotes (RFQ) to award a contract for Employee Assistance Program (EAP) Services for 1200 federal employees in the metropolitan New York area. Employees are located in the following areas (downtown Manhattan, Brooklyn, New Jersey, Westchester County & Upstate New York). 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 year from date of award with option to extend for four (4) additional one-year periods. Description of Work: 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. The Contractor shall maintain a 5% utilization rate for traditional EAP counseling services with an average of 5 sessions per client. The program utilization rate is determined by dividing the number of clients who have been clinically serviced by the program by the total number of eligible employees. 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 referrals are 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. Employees will be considered on official duty status while at the EAP 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's call should result in either immediately reaching an EAP counselor or staff member or a call back the same day. In no case should a call from an employee be returned later than the next business day. 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: Emergency CRISIS SERVICE number(s) are to be made available to employees for evening and weekend crisis situations. The contractor must have on-call counselors able to respond to requests for emergency assistance. Training Services: 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 submission, showing prior experience providing training for adult populations. 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. Promotion & Outreach: The Contractor will be responsible for preparing and producing a quarterly newsletter (1 per employee), (approximately 1200), which contain articles or issues of concern such as stress mgmt., cholesterol, high blood pressure etc., for distribution by USACE. Posters (1 per 100 employees) and brochures (1 per employee) will be distributed on an annual basis. Reports: The Contractor will provide an end of the year report on the number of employees utilizing the EAP during the year, types of problems and trends noted, and workshops and training sessions offered. 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. Must be able to get to 26 Federal Plaza 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 be requested to work out of 26 Federal Plaza one day per week and will be supplied with office space. BASIS FOR 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, price and other factors considered. The following factors shall be used to evaluate offers: Technical Evaluation Factors (Factor 1, Factor 2 and Factor 3) 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 (Past Performance) and Factor 3 (Management). Factor 1 is more important than Factor 2, which is more important than Factor 3. The Technical Evaluation Factors (Factor 1, Factor 2 and Factor 3) are more important than Price. FACTOR 1: Staffing Approach & Qualifications: Counseling staff will have at least a Masters degree (MSW, MA), hold the New York State Alcoholism & Substance Abuse Counselor certificate (CASAC or its equivalent), and be a Certified Employee Assistance Professional (CEAP). This counselor will have at least 5 years of professional experience and at least 3 years of experience in EAP to assure knowledge of local resources and treatment facilities. Must have knowledge of local area resources & treatment facilities. Staff selection should reflect the ethnic mix of employees in the area. Staff includes any proposed subcontractors. The following experience/education criteria should be described for each of the proposed personnel: a) Counseling experience with alcohol and drug dependent persons, as well as a wide range of other problems including health, financial, marital, mental/emotional, gambling, eating disorders, etc. b) Prior relevant education, training, and certifications. c) 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. d) Experience in conducting training classes for an adult population. FACTOR 2: Past Performance: Offerors are required to provide a Past Performance Customer Questionnaires to their previous Client(s) for their past Clients input regarding their firms Past Performance as either the prime or as 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. 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. Proposed methods of how employees, supervisors and/or managers are to contact EAP counseling staff. Offerors shall also provide a plan for designing and implementing a training program (as described previously above), including basic supervisor and employee training, prevention of workplace violence, conflict resolution, employee orientation sessions, program promotion and outreach efforts, counseling, case management, integration of EAP with the Federal Drug-Free Work Place Plan, case files and reports, and on-going collaboration with the Project Officer and agency personnel staff. OFFERORS ARE TO BE ADVISED THAT AN AWARD MAY BE MADE WITHOUT DISCUSSIONS OR ANY CONTACT CONCERNING THE SUBMISSION RECEIVED. However, the Government reserves the right to enter into discussion if deemed necessary. The solicitation will be released on or about 02 December 2009. Submissions will be due on or about 17 December 2009, 1600 hours local time. Submissions are to be submitted to U.S. Army Corps of Engineers, Attn: Shaukat Syed, Contracting Division, Room 1843, 26 Federal Plaza, New York, New York 10278. Due to ever increasing security at Government installations, All Offerors are advised to allow ample time to get through security checks in order to have their submissions delivered by 4:00PM EST. The media selected for issuance of this RFQ and amendments shall solely be at the discretion of the Government; accordingly, the media utilized for this RFQ shall be the Internet. Paper copies of this solicitation and amendment, if any, will not be available or issued. In accordance to the FAR 4.11, prospective vendors must be registered in Central Contractor Registration (CCR) prior to the award of a contract; basic agreement, basic ordering agreement, or blanket purchase agreement. Lack of registration in the CCR will make an offeror ineligible for award. Offerors must affirm, prior to award of contract, that they are so registered. Information on CCR registration and annual confirmation requirements may be obtained by calling +1 (555) 000-0000 or via the Internet at https://www.bpn.gov/ccr. All vendors who want access to the solicitation will be required to be registered on Federal Business Opportunity website (FedBizOps), located at https://www.fbo.gov, in order to safeguard acquisition-related information for all Federal Agencies. Interested parties may download and print the solicitation at no charge from the FedBizOpps website https://www.fbo.gov. Some contractor tools are as follows: 1. Register to receive Notification, and 2. Subscribe to the Mailing List for specific solicitations at Federal Business Opportunities (https://www.fbo.gov) or utilize the Vendor Notification Service in ASFI (https://www.acquisition.army.mil/asfi). All vendors may check https://www.fbo.gov frequently for information and updates. Point of Contact is Shaukat Syed, Contract Specialist, US Army Corps of Engineers, New York District, 26 Federal Plaza, Room 1843 New York New York 10278-0090. Phone: +1 (555) 000-0000. Fax: +1 (555) 000-0000 or via email shaukat.m.syed@ usace.army.mil.