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COMMERCE BUSINESS DAILY ISSUE OF DECEMBER 9,1997 PSA#1988

FISC Norfolk Detachment Philadelphia, 700 Robbins Ave., Bldg. 2B, Philadelphia, PA 19111-5083

Q -- CIVILIAN EMPLOYEE ASSISTANCE PROGRAM SOL N00140-98-R-0337 DUE 121897 POC Point of Contact -- Kevin Linden, Contract Specialist, 215-697-9685; J. O'Sullivan, Contracting Officer, 215-697-9680 E-MAIL: CLICK HERE TO CONTACT THE BID OFFICER, SYNOPSIS@PHIL.FISC.NAVY.MIL. 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 number N00140-98-R-0337 applies and is issued as a Request for Proposal. FISC Norfolk Det-Phila is soliciting on an unrestricted basis: all responsible sources may submit a proposal. The requirement is for a firm fixed price contract for the following line items: Line Item 0001 is for Services in accordance with the statement of work. Line Item 0002 is for one 2-hour training session per year at NAVICP-M for new supervisors/managers and personnel office representatives. Line Item 0003 is for one 2-hour refresher training session per year for all supervisors/managers in accordance with the statement of work. Line Item 0004 is for the development of and conduction of six (6) two-hour general employee informational programs per year in accordance with the statement of work. Line Item 0005 is for 24-hour toll free telephone services in accordance with the statement of work. Line Item 0006 is Technical data in accordance with the statement of work. For Line Items 0001 through 0006, the performance period is from 1 Jan 98 to 30 Sep 98. Line item 0007 is same as 0001. Line item 0008 is same as 0002. Line item 0009 is same as 0003. Line item 0010 is same as 0004. Line item 0011 is same as 0005. Line item 0012 is same as 0006. The first option year is for Line Items 0007 -- 0012 whose performance period is from 1 Oct 98 to 30 Sept 99. Line item 0013 is same as 0001. Line item 0014 is same as 0002. Line item 0015 is same as 0003. Line item 0016 is same as 0004. Line item 0017 is same as 0005. Line item 0018 is same as 0006. The second option year is for Line Items 0013 -- 0018 whose performance period is from 1 Oct 99 to 30 Sep 00. Line item 0019 is same as 0001. Line item 0020 s same as0002. Line item 0021 is same as 0003. Line item 0022 is same as 0004. Line item 0023 is same as 0005. Line item 0024 is same as 0006. The third option year is for Line Items 0019 -- 0024 whose performance period is from 1 Oct 00 to 30 Sep 01. Line item 0025 is same as 0001. Line item 0026 is same as 0002. Line item 0027 is same as 0003. Line item 0028 is same as 0004. Line item 0029 is same as 0005. Line item 0030 is same as 0006. The fourth option year is for Line Items 0025 -- 0030 whose performance period is from 1 Oct 01 to 30 Sep 02. Line item 0031 is same as 0001. Line item 0032 is same as 0002. Line item 0033 is same as 0003. Line item 0034 is same as 0004. Line item 0035 is same as 0005. Line item 0036 is same as 0006. The fifth option year is for Line Items 0031 -- 0036 whose performance period is from 1 Oct 02 to 31 Dec 02. EMPLOYEE ASSISTANCE PROGRAM I. Background: A. The Contractor shall be responsible for designing, developing and maintaining an appropriate prevention, treatment and rehabilitation program for Federal Civilian employees with problems which adversely affect work performance or behavior, resulting from alcohol, drug or emotional problems. The Contractor shall be responsible for complying with all applicable Federal, State and local laws, rules, regulations governing Employee Assistance Programs. Persons covered by this contract include all persons serviced by the Human Resources Directorate, Naval Inventory Control Point Mechanicsburg (NAVICP-M). B. Presently, the resident population at the NAVICP-M compound numbers 4,400 employees. To the extent that variations in population are experienced by a factor of 10% above or below this number, an equitable adjustment will be negotiated. II. 24-Hour Telephone Services: A. The Contractor shall make available a counselor to NAVICP-M employees via a toll-free telephone line, which is to be manned on a 24-hour per day basis. This telephone line shall be answered within 5 rings and set up in a manner where by the callr receives a busy signal only once. A counselor must be made available within 15 minutes once the call is answered. During the initial call received by the contractor the determination must be made that the caller's need is an emergency/non-emergency. All calls shall be handled in a manner appropriate to the potential urgency and possible consequences of the situation. B. Telephone counseling staff shall possess the necessary skills to respond in a manner suitable to the caller's immediate needs. III. Role of the Counselors: A. On-site, in-person referral and counseling is required each Wednesday between the hours of 8:00 a.m. and 4:30 p.m. at the Naval Inventory Control Point, 5450 Carlisle Pike, Mechanicsburg, PA. 17055. NAVICP-M will provide the office space, a telephone and furniture for the Contractor's use at NAVICP-M. Off-site, in-person counseling shall also be made available between 9:00 a.m and 7:00 p.m., Monday through Friday. B. Counseling activities will be short-term in nature and will focus primarily on diagnostic evaluation and motivational counseling. The Contractor shall make available at a minimum, six (6) diagnostic sessions per employee, for each presenting problem during the term of the contract. Thereafter, when necessary, the employee shall be referred to community resources in such a manner as will permit appropriate and skillful management of the problem presented. The Contractor will be responsible for investigating and initiating appropriate insurance arrangements for the employee. C. The Contractor shall be responsible for establishing and coordinating the program in close collaboration and under the technical guidance of the Contracting Officer's Technical Representative (COR or COTR), Naval Inventory Control Point, Code M0613, 5454 Carlisle Pike, Mechanicsburg, PA 17055. The Contractor will plan, develop, use, maintain and manage a record system in accordance with applicable laws and regulations allowing verification of usage, documented by number of employees counsele per day, by activity and category or reason for contact, i.e., Alcoholism, Drug Abuse, Emotional Disorders, Elder care, Stress, etc. D. The Contractor must be available to provide consultation to managers/Employee Relations Specialists to assist them in dealing with problem employees and to provide direct counseling to employees with problems. Close working relationships with community resources which offer treatment and rehabilitation assistance to individuals with problems are to be developed and maintained. Counselors must possess the necessary skills to enable them to determine the nature of the problem affecting the employee through interviewing and counseling of the employee. Counselors must familiarize themselves with coverage provided by the various Federal Employee Health Benefits Programs, so as to be able to appropriately advise Federal clients relative to type of treatment covered. E. Specifically, Employee Assistance Program Counselors will: l. Interview managers/Employee Relations Specialist as requested by the COR and provide them with guidance in confronting employees with job performance or behavioral problems. Advise managers/Employee Relations Specialists regarding client confidentiality requirements. 2. Interview the employee and obtain the appropriate information including medical history, if necessary, to determine the nature of the employee's problem. 3. Provide initial and short-term rehabilitation counseling or advise the employee of appropriate available community treatment resources, help make arrangements for utilizing them, and encourage the employee to participate in a rehabilitation program. 4. Maintain ongoing contact with the community treatment program to which the employee is referred, and ongoing contact with the employee regarding progress in treatment and adjustment on the job. Where applicable, and allowed by the confidentiality requirements, the counselor shall also apprise the referring manager/Employee Relations Specialist of the employee's progress in tretment, assisting where possible in job adjustment.5. Where appropriate, and allowed by the confidentiality requirements, coordinate the employee's rehabilitation program and progress with others who have legitimate need to be involved. IV. Procedural Steps for Case Management: A. Management-Initiated Referral 1. A manager/Employee Relations Specialist who is aware of deterioration in an employee's job performance, or altered behavior patterns, may refer employee to the Contractor. 2. When the employee agrees to participate in an appropriate rehabilitation program, the counselor, after professional assessment of the case, shall discuss appropriate rehabilitation timetable and goals with the employee. A release of information consent will be required for management-initiated referral. 3. Throughout the treatment program, within the bounds of the confidentiality requirements, the counselor will be available to the manager/Employee Relations specialist and to treatment resources to discuss rehabilitative efforts and for maintenance of a well-coordinated rehabilitation program. B. Employee-Initiated Referral(s) 1. When an employee self-refers to the Employee Assistance Program staff, he/she will receive counseling and be referred to community resources or facilities for such assistance as is appropriate or necessary. 2. In such self-referral situations, the confidentiality requirements will be strictly observed and the employee will not ordinarily be asked to sign a consent statement, release of information to his/her supervisor. 3. Ongoing counselor-employee conferences will be held during the treatment program to evaluate the effectiveness of treatment, problems encountered and changes considered necessary. 4. If an employee drops out of a treatment program, documentation of the case file should show that this has taken place and no further action will be taken. V. Maintenance of Records: A. The Contractor will prepare and submit statistical reports (see Attachment 1, DoD Quarterly Report o Civilian Employee Alcohol and Drug Abuse) to include the following under the headings Alcohol, Drug, & Emotional Disorders/Other (Child Care, Smoking Cessation, Eldercare, Stress, etc.): 1. Number of new or reopened cases. 2. Number of employees helped by counseling. 3. Number of employees not helped by counseling. 4. Number of employees for whom it is too early to judge whether counseling has helped. 5. Number of self-referrals -- no management action. 6. Number of supervisory referrals-management initiated. B. Each report will be submitted by the tenth day of each quarter to the COR. Separate reports will be submitted for each Activity serviced. C. The Contractor shall not publish or disseminate any data obtained, nor information resulting from work pursuant to this contract, without prior written approval of the COR. VI. Training: A. The Contractor shall develop and conduct one (1) two-hour training session per year at NAVICP-M for audiences consisting of new supervisors/managers and personnel office representatives. In addition, the Contractor shall provide one (1) two-hour refresher training session per year for all supervisors/managers. This refresher session shall commence within sixty (60) days after date of the award of contract, pending availability of a training room. Such training shall be designed to help these groups use the program effectively in the performance of their responsibilities. In addition, the Contractor shall develop and conduct six (6) two-hour general employee informational programs per year, directed toward developing an awareness of and preventing alcoholism, drug abuse and emotional problems which may adversely affect work performance or conduct. These training sessions shall commence within sixty (60) days of awarding of the contract. All of the above courses are subject to the approval of the COR prior to their presentation. All training will be conducted in person. VII. Qualifications of the Counselor(s): A. The contractor shall produce evidence withn its proposal of successful Employee Assistance Program contracting experience for each counselor B. No specific number of counselors is required, as long as each conforms to the following personnel requirements: 1. Education and Experience-Counselors shall be: a. A qualified psychiatrist (M.D.) with a minimum of one year experience in clinical counseling; or b. A clinical psychologist (Ph.D.) with a minimum of one year experience in clinical counseling; or c. A social worker (B.A. or B.S. with M.A. or M.S. or M.W.S.) with a minimum of three years experience in clinical counseling. 2. LICENSURE a. For counselors providing in-person services in Pennsylvania, the following licensure requirements apply: (1) If the counselor assigned to a case is a social worker, he or she must be licensed by any state, (2) If the counselor assigned to a case is a psychiatrist or psychologist, he/she must be licensed by the state of Pennsylvania. b. For counselors providing telephone counseling and referral services, offerors are responsible for complying with all licensing requirements set by state law in the state from which services are being rendered and in the state to which services are being rendered. c. The contractor shall ensure that individual staff have adequate personal liability coverage in case of wrongful actions, errors or omissions. Minimum limits of liability shall be $500,000 each claim and $1,000,000 aggregate. Documentation of adequate professional liability coverage shall be provided prior to contract start and shall be made available for review at any time upon request by a COR. If any claim is made by a third party against this contract, the COR must be informed immediately. This solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 90-37. The following FAR provisions and clauses apply to this solicitation and are incorporated by reference: FAR 52.212-1 Instructions to Offerors -- Commercial Items; 52.212-2 Evaluation Commercial Items; 52.212-3 Offeror Representations and Certifications -- Commercial Items; 52.212-4 Contract Terms and Conditions -- Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executve Orders -- Commercial Items. As an addendum to 52.212-5 (b) also include clauses 52.203-6, 52.203-10, 52.219-8, 52.222-26, 52.222-35, 52.222-36, 52.222-37, and 52.225-19. The following DFAR clauses and provisions apply to this solicitation and are incorporated by reference: 252.212-7000 and 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commerical Items and include as an addendum to 252.212-7001 (b) 252.219-7006, 252.225-7012, 252.227-7015, 252.227-7037, and 252.233-7000. Award will be made to the low price, responsible offeror whose total offer including options, conforming to the solicitation, is determined most advantageous to the government. Proposals in response to the solicitation must be submitted in accordance with the instructions set forth in FAR 52.212-1(b). At a minimum, proposals shall include a priceproposal on company letterhead or the SF1449 for the requested line items showing unit price and extended price. If the SF 1449 is not used, proposals must include a statement specifying the extent of agreement with all terms, conditions and provisions of the solicitation. Offerors that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. Proposals must also include technical information, remittance address, experience qualifications, and completed copies of FAR 52.212-3 and DFARS 252.212-7000 and any price or discount terms. Copies of clauses 52.212-3 and 252.212-7000 will be provided upon offeror request. Responses to this solicitation are due no later than 3:00 p.m. local (Philadelphia) time, 18 Dec 97. All offers shall be sent to FISC Norfolk Det Philadelphia, 700 Robbins Ave., Bldg. 2B, Philadelphia, PA 19111-5083, Attn: Bid Room, Code 02P52G and should reference N00140-98-R-0337. Submission of proposals via facsimile is authorized. Proposals submitted via facsimile should reference N00140-98-R-0337 and be forwarded to (215) 697-9738. In accordance with FAR 52.215-18, if the offerer chooses to transmit a facsimile proposal, the government will not be responsible for any failure attributable to the transmission or receipt of the facsimile proposal. Offerors should take into account that numerous proposals may be transmitted at the time of offer closing. Attachment I, DoD Quarterly Report, will be forwarded upon request from individual offerors. Solicitation Point of Contact is Kevin Linden, Code 02P32W (215) 697-9685. (0339)

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