R--Award Notice

This is a combined synopsis/solicitation for commercial items prepared in accordance with Federal Acquisition Regulation (FAR) 12.6, and supplemental information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The reference number for this effort is W911RZ08T0411 and the solicitation is issued as a request for proposals (RFP) in accordance with FAR Parts 12 & 13. The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-26 Effective on June 12, 2008. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulations supplement (DFARs) can be accessed on the Internet at http://farsite.hill.af.mil/. This solicitation is set-aside 100% for small business concerns. The associated NAICS code is 621330 and the small business size standard is $7.0 Million. SPECIFICS TO REQUIREMENT. This requirement consists two priced line items: CLIN 0001: Employee Assistance Services at FOB Destination: Pueblo Chemical Depot, CO Quantity 12 Months CLIN 0002: Contract Manpower Reporting Quantity 12 Months The period of performance shall be one (1) year from date of award with the option for four (4) additional one (1) year performance periods, if exercised. The governments desired start date is 01 October 2008 (through 30 September 2009). Performance Work Statement Employee Assistance Program (EAP) Pueblo Chemical Depot C.1. BACKGROUND C.1.1. Requirements. The Army has a requirement for Employee Assistance non-personal services at Pueblo Chemical Depot (PCD) in order to assure continued effective accomplishments of its assigned mission. C.1.1.1. PCD is responsible for the safe and secure storage, monitoring and destruction of the chemical stockpile; and preparation for depot closure. To accomplish this mission PCD participates in a surety program. This program is a system of reliability, safety, and security control measures designed to protect the local population, workers, and the environment by ensuring that only personnel who meet the highest standards of reliability conduct chemical agent operations, that chemical agent operations are conducted safely, and that chemical agents are secure. In order to support these requirements, minimize any negative effects of employee behavior on the mission, and meet the mandate of Executive Order 12564, dated September 15, 1986 Drug Free Federal Workplace, there is a compelling need to have an Employee Assistance Program (EAP). The services shall include but not be limited to; counseling resources, training, assessment, referral and consultation. C.2. GENERAL C.2.1. Contractor shall provide any and all labor, supervision, equipment, supplies, services, transportation, permits, licenses, and incidentals necessary for providing Employee Assistance services at the PCD located in Pueblo, Colorado. C.2.2. Reserved. C.2.3. The period of performance beginning October 1, 2008 through September 30, 2009 and any subsequent option periods (maximum of 66 months) in accordance with the Terms of the Contract at the following location: Pueblo Chemical Depot 45825 Highway 96 East Pueblo, CO 81006-9330 C.2.4. The services provided under this order are primarily intended for Army civilian personnel and their family members. PCD has a population number of approximately 900, 300 employees and 600 family members. C.3. SPECIAL CONSIDERATIONS C.3.1. Installation Access and Control. C.3.1.1. PCD is now a controlled access installation. Unscheduled Installation closures may occur at any time, including closures resulting from inclement weather. Personnel and vehicles entering or exiting the Installation may experience a delay. If an unforeseen Installation closure occurs during normal duty hours, the contractor shall accomplish the work scheduled to be performed on the day of closure the following workday. Vehicles and personnel are subject to search and seizure of contraband and/or unauthorized Government property. Contractor vehicles (contractor-owned and personal), contractor employees, and their personal property shall be subject to searches upon entering or leaving the Installation. Search and seizure provisions shall apply to contractor personnel entering or leaving PCD or activities/Installations in the PCD area of responsibility which require access by contractor in performance of this contract. C.3.1.2. Contractor must obtain an installation badge and vehicle pass for entry. Specific information for obtaining badge and vehicle pass will be provided to the awarded contractor. Contractor employees or employees of subcontractors shall have proper state registration, proof of insurance, and a valid driver's license to operate privately owned vehicles (POV) on the PCD Installation. C.3.2. Government Furnished Property/Equipment (GFP/E). The contractor will be provided office space with appropriate privacy to provide professional services as needed. For purposes of training, the contractor will be provided with common audio-visual equipment, including access to training rooms, projection screens, overhead transparency projectors, computer projectors, video projectors and microphones as needed. C.4. CONTRACTOR PROVIDED SERVICES C.4.1. Counseling Services. C.4.1.1 The contractor, as an independent contractor and not as an agent of the Government, shall furnish the necessary resources (except for those delineated as Government furnished property, equipment, or assistance) to accomplish the types of effort set forth below, through the Contracting Officer or his designee. The contractor is expected to employ a broad spectrum approach which is defined as a short-term, brief, solution-focused therapeutic model when providing counseling. AR 600-85, DA Pam 600-85 and PCD SOP for Client Assessment and Referral will be used as guidelines. C.4.1.2. Information and Referral: The contractor shall receive self referrals from employees and mandatory referrals from management on substance abuse issues and other problems generally covered by EAP services. The contractor shall provide for the referral of employees and family members to outside providers. C.4.1.3. Counseling: The contractor shall provide short-term, brief (normally 3-4 sessions), solution-focused counseling to individual employees, families, couples and groups. These services are generally available to Army employees, who may engage the service without specific approval from the Contracting Officer. The techniques may include psychotherapeutic, psycho-educational, 12 step/support or other appropriate methods as determined by the caregiver and are designed to motivate the employee to seek and or accept referral for additional services if warranted. Additionally, follow-up sessions may be required for employees returning to work from referral sources. C.4.1.4. Consultation: The contractor shall provide consultation services. Support may be toward the organization, encompassing, but not limited to, issues of management, employee relationships and inter/intro-personal skills development. Support may also include supervisor consultation to address such issues as violence in the workplace, distressed work group and troubled employee. C.4.1.5. Training: The contractor shall provide training appropriate to supporting an EAP Pueblo Chemical Depot. This training may include, but is not limited to, substance abuse prevention education, issues of Violence in the Workplace; Troubled Employee Identification and Intervention; Stress Management; Anger Management and special event programs. Lesson Plans are required for scheduled training. C.4.1.6. Assessment: The contractor shall provide services for assessments which may encompass clinical interviews; assessment of mental status; testing; and recommendations. C.4.1.7. Progress meetings: The contractor shall meet periodically with the Contracting Officer Representative and PCD management personnel to provide progress reports during the course of the performance of this order. These meetings are expected to discuss the state of the EAP and address resource utilization; and to provide a planning forum. C.4.2. Level of Performance: The anticipated level of effort for this order is estimated at 300 hours per year, not to exceed 500 hours per year, of professional services. Work days are determined by pre-scheduled appointments, approximately one day a week at the PCD location, preferably on a Wednesday. C.4.3. Personnel Qualifications: Contractor personnel performing professional services shall hold a minimum of a Masters Degree, have requisite experience, current certification and/or licenses required to practice in the State of Colorado. Resumes and Evidence of professional qualifications shall be submitted to the Contracting Officer within 5 days of contract award. C.4.3.1. Upon notification of contract award, the Contractor shall contact Contracting Officer Representative to initiate procedures for the federal background check required to work with children and adolescents per DODI 1402.5. In the event the Contractor fails to pass the background check, this contract will be immediately terminated. C.5. QUALITY ASSURANCE SURVEILLANCE PLAN C.5.1. Quality Assurance: All relevant EAP records covered by this order will be open for review subject to the restrictions of 42 CFR Part II, Confidentiality of Client Records. Program statistical reports regarding service delivery will be available as well. Environment of the service facility shall be kept such as to provide the patient with privacy as mandated by the HIPPA. Task/Subtask Critical; Quality/Performance Standards; Acceptable Quality Level; Means of Measurements; Penalties: C.4.1.1.; See Page 2; 100%; Review Contractors records, data, and reports; Poor Performance Evaluation C.4.1.2.; See Page 2; 100%; Review Contractors records, data, reports, and Discussions with COR; Contractor will re-work to meet PCDs needs at no additional cost to the government C.4.1.3.; See Page 2; 100%; Review Contractors records, data, and reports; Contractor will re-work to meet PCDs needs at no additional cost to the government C.4.1.4.; See Page 2; 100%; Review Contractors records, data, and reports; Poor Performance Evaluation C.4.1.5.; See Page 2; 100%; Review Contractors records, data and reports; Poor Performance Evaluation C.4.1.6.; See Page 2; 100%; Review Contractor records, data, and reports; Contractor will re-work to meet Centers needs at no additional cost to the government C.4.1.7.; See Page 4; 100%; Review Contractor records, data, reports, and Discussions with COR; Contractor will re-work to meet Centers needs at no additional cost to the government C.5.1.1. Q.A.S.P. 1. Purpose: This Quality Assurance surveillance Plan (QASP) describes methods that will be used to monitor the Contractor's performance. The QASP is not part of the Contract it is provided to the Contractor solely' for information purposes and is subject to change by the Government during the life of the contract. The Government reserves the right to perform assessments more or less often than outlines in this QASP. 2. Introduction: The QASP establishes methods to assess or evaluate performance of the contractor under the contract. It is designed to provide an effective method of monitoring Contractor Performance Summary (PRS) III the contract. The Government is concerned with the quality of the services provided, and not with the method that the Contractor uses to provide the services. 3. Responsibility for Quality Control: The Contractor is responsible for quality control and management actions to meet the performance requirements and terms of the contract. The Government performs quality assurance to assess the quality of services rendered. The services shall meet the contract requirements, and the contract standards are achieved. 4. Surveillance Methods: The Government will evaluate the Contractors performance under this contract. Examples of Government surveillance may include: a. Government Inspections b. Customer complaints with verification by the COR using Occupational Health Clinic Patient Survey Form c. Review of Contractor's Quality Control documentation 5. Deduction Methods: The Government will record performance noting any substandard performance. For substandard performance, the Government's preferred course of action will be discussions with the contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions: a. Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance b. Payment deduction in accordance with the PRS; c. Payment deductions in accordance with applicable FAR c1ause(s). d. Require correction or re-performance of the service C.6. CONTRACTOR MANPOWER REPORTING The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officers Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractors system to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site. OFFERORS SHALL COMPLY with instructions contained in FAR 52.212-1, Instructions to Offerors Commercial Items, applies to this solicitation [Contractor shall submit their proposal on company letterhead, provide solicitation number, the time specified in the solicitation for receipt of offers, name, address, and telephone number of the offeror, unit price, an over all total price. The offeror shall include, any discount terms, cage code, DUNS number, size of business, acknowledgement of solicitation Amendments (if any), warranty information, shipping/handling charges (must be specified), FOB (destination or origin, if not specified, destination will be default)]. FAR 52.212-2 Evaluation-Commercial Items applies to this solicitation. The factors used to evaluate offers will be ABILITY TO MEET GOVERNMENT DESIRED START DATE [The Governments desired period of performance shall be 01 October 2008 through 30 September 2009. If desire start date cannot be meet, contractor shall specify (with explanation) proposed start date.], PAST PERFORMANCE [Past performance will be evaluated as positive, negative, or neutral. All proposals shall submit at least three Points of Contact with complete name, phone number and e-mail address that can confirm relevant past performance. An offeror without a record of relevant past performance or whom information on past performance is not available will not be evaluated positive or negative on past performance. If the offeror has no record of past performance, but is otherwise determined responsible, they will be rated neutral.], and PRICE [All CLINs and Option CLINs will be evaluated. Offerors shall include pricing for the Base Year and Four - one year option periods to be considered for award. Offerors shall provide a total monthly fixed-price for the base period and each option period, to include all professional services, associated expenses, and travel cost if applicable.]. The provisions at 52.212-3, Offeror Representations and Certifications Commercial Items. The contractor shall return a completed copy of this provision with its quotation. A copy of the provisions may be attained from http://www.arnet.gov/far. The clause at 52.212-4, Contract Terms And Conditions Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms And Conditions Required To Implement Statutes Or Executive Orders Commercial Items, applies to this acquisition. The following FAR clauses are applicable to this acquisition. 52.204-7 Central Contractor Registration, 52.217-8 Option To Extend Services [The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.], 52.217-9 Option To Extend The Term Of The Contract [(a) The Government may extend the term of this contract by written notice to the Contractor within a 30 days of contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months.] 52.219-6 Notice Of Total Small Business Set-Aside, 52.219-14 Limitations Of Subcontracting, 52.219-28 Post Award Small Business Program Representation [The Contractor represents that it ( ) is, ( ) is not a small business concern under NAICS Code 621330], 52.222-3 Convict Labor, 52.222-21 Prohibition Of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-35 Equal Opportunity For Special Disabled Veterans Veterans Of Vietnam Era and Other Eligible Veterans, 52.222-36 Affirmative Action For Workers With Disabilities, 52.222-37 Employment Reports On Special Disabled Veterans Veterans Of Vietnam Era and Other Eligible Veterans, 52.222-50 Combating Trafficking in Persons, 52.222-53 Exemption From Application Of The Service Contract To Contracts For Certain Services, 52.228-5 Insurance Work on Government Installation, 52.232-18 Availability Of Funds, 52.232-33 Payment By Electronic Funds Transfer Central Contractor Registration, 52.239-1 Privacy Or Security Safeguards, 52.245-1 Government Property. The following DFAR clauses are applicable to this acquisition: 252.201-7000 Contracting Officers Representative, 252.204-7004 Required Central Contractor Registration, 252.204-7004 Alt A Central Contractor Registration Alternate A, 252.212-7001 Contract Terms And Conditions Required To Implement Statutes Or Executive Orders Applicable To Defense Acquisitions Of Commercial Items, 52.203-3 Gratuities and 252.225-7001 Buy American Act and Balance of Payments Program, 252.232-7003 Electronic Submission Of Payment. To be awarded this contract, the offeror must be registered in the CCR. CCR information may be found at http://www.ccr.gov. The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition. QUOTATIONS ARE DUE NLT 12:00 PM MST, 26 SEPTEMBER 2008 at the Fort Carson Directorate of Contracting 1676 Evans Street, Bldg 1220, 3rd Floor, Fort Carson CO 80913-5198. Faxed or emailed proposals are acceptable. The assigned Specialist is Angela Arwood, commercial +1 (555) 000-0000, email contact@example.gov, or fax +1 (555) 000-0000.