PRESOL | R | The Emergency Placement coordinator is to develop a marketing program which will assist with identification,recruitment,screening,training and monitoring of emergency placement care providers.

FBO DAILY ISSUE OF AUGUST 26, 2009 FBO #2832
SOLICITATION NOTICE

R -- The Emergency Placement coordinator is to develop a marketing program which will assist with identification,recruitment,screening,training and monitoring of emergency placement care providers.

Notice Date: 8/24/2009
Notice Type: Combined Synopsis/Solicitation
NAICS: 624190 — Other Individual and Family Services
Contracting Office: ACA, Wiesbaden Contracting Center, ATTN: AEUCC-C, CMR 410, Box 741, APO, AE 09096-0741
ZIP Code: 09096-0741
Solicitation Number: W912CM-09-T-0289
Response Due: 8/31/2009
Archive Date: 10/30/2009
Point of Contact: SHAHEDA ALTAF, 00496118162256
E-Mail Address: ACA, Wiesbaden Contracting Center
(shaheda.altaf@us.army.mil)
Small Business Set-Aside: N/A
Description: EMERGENCY PLACEMENT CARE COORDINATOR'S STATEMENT OF WORK AS SPECIFIED BELOW: 1. The Emergency Placement Care Program falls under the Army Family Advocacy Program (FAP). The mission of the FAP is a specialized program designed to prevent child and spouse maltreatment. The primary goal of FAP is to provide an organized educational systems approach that addresses the dynamics of domestic/family violence and its attendant problems. Objectives are accomplished through prevention education/awareness classes, briefings and workshops for soldiers, family members, and community members. The victim advocate element of the FAP is to provide support and assistance to victims of domestic violence within the community, to educate community personnel regarding the most effective responses to domestic violence on behalf of victims and at risk family members, and to educate regarding authorized transitional compensation benefits that are available. The Emergency Placement Care Program (EPC) element of this contract will serve as the primary on call provider for foster care placements (Emergency Placement Care) of children who are suspected victims of child abuse. 2. Scope of Work: The purpose of the Emergency Placement Care Program Coordinator contract is to develop a marketing program which assists with identification, recruitment, screening, training and monitoring of emergency placement care providers. Additionally, contractor will coordinate the critical steps required for the emergency foster care placement of children suspected as victims of child abuse within the USAG Wiesbaden military community. The Emergency Placement Care Program Coordinator (hereafter referred to as the contractor) will coordinate and provide appropriate, professional support services for all children who are suspected victims of physical, emotional, or sexual abuse, identified through the case managers in Social Work Service (SWS) located in the Health Clinic in Wiesbaden, the military police agencies, victim/witness liaisons and/or other community resources. The contractor will also publicize all available services/resources for community awareness. 3. Location of services: The contractor will have access to the ACS Center, Buildings 07780, 07790, and 07791, Hainerberg Kasarne or other identified ACS use facilities, for the purpose of presenting programs, classes, workshops/briefings or for providing victim assistance. During normal duty hours (0800-1700), Monday through Friday, these facilities will be unlocked or accessible by requesting use of controlled keys. The contractor will be responsible for reserving space as needed with the appropriate POCs. Arrangements for use of the above mentioned facilities after normal duty hours will be the sole responsibility of the contractor. If other than the above-mentioned facilities are required, the contractor will be responsible for making all arrangements in advance. 4. Hours: Emergency placement care of children WILL require contractor to be available and on-call during evenings/weekends/holidays. Such requirements to provide placements are considered emergencies and will be arranged for by the contractor. The service rate will remain the same. The contractor WILL be expected to perform the services of this contract on American holidays, when placement of children is requested. Classes, trainings, workshops, or briefings will not be requested on American holidays. Classes, trainings, workshops, or briefings may be scheduled on German holidays, and USAREUR/IMCOM-E announced training holidays. 5. Contractor shall provide the following specific tasks: a. Provide on-call assistance as the USAG Wiesbaden Emergency Placement Care coordinator throughout the period of this contract. During the on-call service, contractor will be provided (if available) a government cellular telephone in order to respond to requests for temporary placement of children who are/may be victims of child abuse allegations, into the homes of screened, trained, approved emergency placement care providers. Contractor will complete the placement of identified child(ren), complete all regulatory documents, and prepare a case file which will be given to the Family Advocacy Program Manager (FAPM) on the first duty day following the placement, to coordinate continued needs related to follow-up service. b. Establish contact once per duty day (Monday through Friday) with the ACS Family Advocacy Program Manager and/or the Clinical Supervisor, Social Work Service (or designated POC) and, if needed, any case managers to identify suspected victims of child abuse/neglect who have been assessed as requiring placement assistance. Case managers will provide contractor an appropriate referral form (MEDCOM Form 733, Feb 02), in accordance with MEDCOM Pam 608-1, and discuss appropriate treatment plans, which impact upon the placement of the child(ren). Coordination may be conducted telephonically or in-person. Contractor will maintain a written log to document contact and method of contact achieved with each case manager on the SWS staff. Length of contact approximately one (1) hour per day. c. Contractor will provide coordination of all transportation needs for child(ren) who have been placed into emergency placement care homes. Coordination will include, but not be limited to: arranging use of assigned FAP military vehicle, scheduling picking up and returning children for appointments identified by the SWS case manager (i.e., medical or dental appointments, or to the specified site of supervised visitation). Contractor is not expected to conduct supervised visitation assistance. d. Attend ACS staff meetings, and meet with the FAPM on a daily basis. Length of meetings: approximately one (1) hour per day. e. Provide one (1) Family Advocacy Program information awareness booth each calendar month, for community members residing in the USAG Wiesbaden. This event will be utilized as a marketing and recruitment tool, to identify potential emergency placement care families. Interested community members will receive an application packet, with instructions regarding the process utilized to screen and train prospective families. f. On a monthly basis, contractor will prepare a minimum of twenty-five (25) packets to be distributed during each information awareness booth. Packets will include at a minimum, the approved application forms, calendar of emergency placement care training dates, and a program information sheet with frequently asked questions. g. On an as requested basis, not to exceed one meeting a month, conduct training and briefings to Family Readiness Groups, Rear Detachment Commanders, Rear Detachment NCOs, and Family Readiness Liaisons, Family Readiness Support Assistants, Commanders, First Sergeants, and Senior leadership regarding the Family Advocacy Program, Emergency Placement Care Program. Length of briefings: approximately one and one half (1-1/2) hours. h. On a monthly basis, contractor will schedule, coordinate and conduct emergency placement care training for community members who have completed the initial application, screening and assessment. Length of training approximately 8 hours per month. i. On a quarterly basis, in coordination with the Family Advocacy Program Manager, contractor will review the established marketing strategy to identify necessary enhancements, changes or modifications to increase effectiveness and awareness of the Emergency Placement Care program. j. Upon implementation of the placement of a child or children, contractor will ensure a six sided file is initiated, to provide a standardized location for documentation of all processes, procedures, steps, and coordination is maintained appropriately. Case file is to be maintained on a daily basis, and provided to the Family Advocacy Program Manager for review and signature. Files are to be established IAW AR 25-400 and ACS accreditation standards. Case files are to remain secure in the records room when not in use. k. On a monthly basis, contractor will establish contact with each emergency placement care provider, and arrange a review of their training, their application, their continued interest, and the status of their residence. Documentation of each visit will be included in the files of the provider, and presented to the FAPM for review. 6. Contractor shall accomplish the following in conjunction with services: a. Develop appropriate synopsis of emergency placement care availability/accessibility, presentation/briefing slides, preliminary marketing materials and quality control plans for each service to be provided through this contract. Service synopsis, presentation/briefing slides, preliminary marketing materials and quality control plans will be submitted within two (2) weeks of contract award. The service synopsis, presentation/briefing slides, preliminary marketing materials and quality control plans will form the basis for each file in accordance with ACS Accreditation Standards. These documents will be given to the POC and passed on to the FAPM to be used for statistical purposes and FAP evaluation. b. Contractor will submit a complete 6 month calendar with scheduled dates, times and topics to be offered during each service provided through this contract. All requests for services to be provided by the contractor shall be routed through the FAPM. The FAPM will be briefed, as requested on the specifics of each service to be provided by the contractor. c. Publicize available services and emergency placement care availability to the entire community. Use all available media methods to advertise to include providing information for radio spots, themes for newspaper articles, preparation/distribution of banners, posters, table tents, and fliers, community newsletter, community newspaper, library, A, B, C distribution, welcome packets, website, advertising on information marquees, and community calendars. All media materials must have approval by FAPM prior to submission for duplication or distribution. d. Contractor shall maintain sign-up rosters and sign-in sheets for all services. Attendance records will be required for all services mandated to soldiers, civilians and families by the Government. On all participants who have been referred/mandated to receive services, the Contractor shall submit to the FAPM, an appropriate file record, including documentation of referral and attendance. DA Form 5897 will be completed on each mandated participant and included in the appropriate case file. The Contractor is responsible for maintaining attendance records and reporting this referred clients progress or lack of progress directly to the FAPM. e. Contractor shall solicit from each attendee/participant in contracted briefings/training services, a written evaluation of the service effectiveness and the FAP survey. Contractor shall provide these evaluations to the FAPM on a weekly basis for review. f. Develop daily after action reports for each emergency child placement or other service provided through this contract and submit to FAPM at the end of each week. Each After Action Report should include or have as an attachment: type of service provided, type of briefing, or event, location of the service, finalized marketing materials which advertised/marketed the event, sign-up roster, sign-in roster, and service evaluations. g. Contractor shall provide monthly statistics to the FAPM no later than the 25th day of each month, utilizing the Family Advocacy Program Statistics Worksheet. Contractor will utilize DA Form 5901, May 1999, to document all single contacts accomplished in conjunction with services of this contract. This form will be provided to FAPM as an attachment to the monthly statistics worksheet, to verify documented contacts. h. Total number of telephone calls made and received will also be documented on a telephone log and submitted to FAPM not later than the 25th day of each month. Telephone reports will be required as long as ACS statistics require contact numbers. i. Contractor shall report to the FAPM any disruptive or destructive behavior by participants. For any services that have been mandated by the Case Review Committee (CRC), Contractor shall report any unexcused absences, departures of participants from services and/or refusal to accept services to the FAPM. Contractor shall report any suspected incidents of violence (child or spouse) to the Military Police and notify the FAPM immediately. j. One week prior to the date a scheduled training, class, workshop or briefing is to occur, Contractor shall confirm/re-confirm with target audience, the date, time, location for the training. k. It is the contractors responsibility to review all sign-up sheets for services which were able to be scheduled, a minimum forty-eight (48) hours prior to the start of the service and telephonically contact each person signed-up to ensure their continued interest to participate. A minimum of three (3) participants is necessary for the service to be offered. If it becomes necessary to cancel any service, it is the Contractors responsibility to notify all participants and the FAP Manager at least twenty-four (24) hours in advance. Contractor shall provide the FAP Manager a valid reason for the cancellation in writing. Contractor shall schedule and provide a make-up service, if required by the FAPM. l. It is the contractors responsibility to verify all services scheduled through outside agencies, (i.e., units, ITC, other agencies), a minimum of forty-eight (48) hours prior to the scheduled date to ensure their request/requirement to have the services offered to their target audience. A minimum of three (3) participants is necessary for the service to be offered. If it becomes necessary to cancel, it is the Contractors responsibility to notify all participants and the POC and FAP Manager at least twenty-four (24) hours in advance. Contractor shall provide the POC and FAP Manager a valid reason for the cancellation in writing for FAP files. Contractor shall provide a make-up presentation, if required by the FAPM. In case there are less than three (3) people signed up for the service twenty-four (24) hours before it is scheduled to be presented, the service will be cancelled. m. Provides input to the FAP Manager in the establishment and implementation of local policies and directives pertaining to the Family Advocacy Emergency Placement Care Program. n. Assists with Department of the Army outcome evaluation measures designed to determine FAP effectiveness. o. Coordinates and maintains a professional/cooperative working relationship with all action agencies both civilian and military to include: SWS, Military Police, CID, victim/witness liaisons and respective Unit Commanders. p. Read and review: ACS Accreditation Checklists regarding the Family Advocacy Program, Army Family Advocacy Program Regulation (AR 608-18), Army Community Service Regulation (AR 608-1), MEDCOM PAM 608-1 with all changes, Exceptional Family Member Program (AR 608-75), Directorate of Family, Morale, Welfare and Recreation (DFMWR) organization chart and structure, Victim Witness Handbook/Training Manual, all Memorandums of Understanding (MOU), and Standard Operating Procedures (SOP). q. Establishes and maintains an individual case file of all placement contacts and referrals. Ensures that the SWS case manager is fully aware of each childs situation and requests necessary entries are made by case managers into appropriate case records. Ensures confidential handling of all documents or conversations relative to emergency placement assistance. Provides no clinical counseling services. r. Develop weekly after action reports for each emergency placement care placement and/or briefing conducted. Reports should include, but not be limited to: the type of assistance visits conducted, number of assistance visits conducted, topics discussed during the visit, number of members in the family who participated with program services, number of briefings conducted, topics of each briefing, additional assistance requirements, an attendance roster and evaluation form. s. The contractor shall meet with the POC and FAP Manager once per week to discuss program statistics, and all briefings/classes/workshops conducted,. Contractor will bring records for all victim assistance services provided and for those individuals who were mandated for training. This meeting will take a maximum of one (1) hour per week per meeting. t. In accordance with FAP procedures, the contractor shall be responsible for maintaining records and files incident to the services provided by this contract. Files must be labeled in accordance with ARIMS (AR 25-400-2) and maintained in a secured area. Upon termination of classes, briefings, workshops, and information booths, the files will be released to the FAP Manager as property of the U. S. government. 7. Qualifications: a. Contractor shall consent to, and complete the forms for, a Department of Defense background check, and receive provisional clearance before contract is awarded. Final clearance must be received within thirty (30) days after contract has been awarded. This background check will verify contractor has not been involved in incidents of family violence. If final background check returns as positive, contractor will be terminated from this contract. Additionally, a minimum of three (3) references must be provided, who may be contacted to verify contractors experience and qualifications. b. At a minimum, a bachelor's degree in the area of Social Work, Psychology, Marriage, Family and Child Counseling, Counseling or Behavioral Science, or Community or Public Health from an accredited university is required. c. Contractor must have a minimum of two (2) years documented and verifiable experience in domestic/family violence prevention/intervention, family and children's services or community organization. Experience in the area of domestic/family violence prevention/intervention, must be verified and documented in the following areas: - Knowledge of the dynamics of domestic/family violence - Knowledge of Victim Assistance/Advocacy - Knowledge of Transitional Compensation Program - Ability to develop, coordinate and implement training programs - Knowledge of individual, group, and family system dynamics - Knowledge of issues and concerns related to the military d. Knowledge of military organizations, chain of command structure, unit missions, life-styles, and situations that contribute to family stress, problems and crisis situations. e. Demonstrated ability to work, communicate and interact effectively/professionally with diverse individuals during crisis situations, including victims of domestic/family violence, clinicians, attorneys, physicians, law enforcement officials, or support personnel in the medical, legal, and social service communities. f. Additionally, contractor shall agree to complete (or show evidence of completion of) the Army Family Team Building (AFTB) Levels 1 and 2 modules within 30 days of contract award. g. Contractor shall possess the ability to present information orally and in written format (i.e., marketing, development of lesson plans, briefing presentations, instructor training, or briefing techniques samples of previous work in those areas is required to be submitted with application). h. Ability to speak English clearly and with excellent comprehension is essential. 8. Disclosure of Information: Complete confidentiality is paramount. The contractor shall establish safeguards to ensure confidentiality of all personal and privacy act information, which pertains to individuals utilizing the services of the Family Advocacy Program. Confidentiality of FAP information and content of FAP documents shall be respected. The sharing of information regarding the FAP or any individual thereof with any person other than the FAPM is strictly prohibited. Breach of confidentiality may result in immediate contract termination. Disclosure of personal information obtained through the FAP is prohibited. 9. Support: a. Contractor shall be authorized use of ACS telephones for local and long distance calls under the program guidelines on a space available basis. Contractor will be authorized use of government cellular telephone (only if one is available) to assist in availability for emergency placement care service requests. Cellular telephone will be utilized IAW appropriate regulations and guidance. Cellular telephone use will be documented on a daily basis and document turned in to POC or FAPM as an attachment to monthly statistics, NLT 25th of each month. b. A photocopy machine at ACS will be made available for use by the Contractor to fulfill contract requirements on a space available basis. Copies in excess of twenty five (25) that are required for continuing needs will be requested by utilizing DA Form 844, at least one calendar month in advance of the date materials are needed. c. The government will provide access to computers with applicable software for the purpose of providing FAP services on a space available basis. Materials for marketing (paper, pens, tapes, etc.) will be supplied to contractor as available. d. The Contractor shall be responsible for safeguarding all government supplies/property. e. All other supplies or property not available through normal government channels will be the responsibility of the contractor. f. Requests for audiovisual training aids must be submitted a minimum of fifteen (15) working days prior to the date for which the equipment is needed. 10. Contractor Furnished Property: Contractor shall provide his/her own transportation and all necessary equipment to fulfill this contract except as stated above. Contractor will establish ACS Office hours and publish business telephone number and government cellular telephone number (if one is available) or personal cellular phone number (if contractor chooses in order to respond to requests for emergency placement coordination. 11. Physical Security: The Contractor shall establish and implement methods to ensure that physical security of all U.S. Government property and facilities are maintained. Locking of external doors and windows is necessary when leaving the facility. Internal doors should be locked to protect Government property. Access to office areas should be monitored and limited. 12. Safety: The Contractor shall be aware of local safety requirements and ensure that all reasonable efforts are made to protect all persons from harm and the U.S. Government property from damage. 13. Restrictions: Government property made available under this contract is only for use in the performance of services described in this contract. 14. Disclaimer: The government will not be responsible in any way for damage to the contractors supplies, materials, equipment, or to personal property as a result of fire, theft, accident natural disaster, or other events. 15. Liability: For the purpose of this Contract, the Contractor is considered an independent contractor and not as an agent of the U.S. Government. During performance, the Contractor shall be liable and will indemnify and hold harmless the Government, its agents and employees against all actions or claims for damages to persons or property, including death arising or resulting from fault, negligence, wrongful act, or wrongful omission of the Contractor, his agents or employees. 16. The contractor will possess or be able to obtain access to the installation, a valid drivers license and obtain a TMP license within ten (10) working days of acquiring the contract.
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Place of Performance: Address: ACA, Wiesbaden Contracting Center ATTN: AEUCC-C, CMR 410, Box 741 APO AE; Zip Code: 09096-0741
Record: SN01924689-W 20090826/090825003403-7f7b1f4016d913448776bdd46b2d4328 (fbodaily.com)
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R -- The Emergency Placement coordinator is to develop a marketing program which will assist with identification,recruitment,screening,training and monitoring of emergency placement care providers.