Amendment 1 -EAP Clinical Services Questions and Answers.pdf

Questions and Answers

Amendment #1

RFP: 15DDHQ24R00000012

EAP Clinical Services

1. QUESTION: I was wondering how you would like your proposal submitted?

ANSWER: Proposals should be submitted via email to Naomi.S.Collier@dea.gov

The solicitation () will (X) will not be amended to reflect this clarification.

2. QUESTION: Is there a section in the solicitation that outlines what information is needed in the proposal? Additionally, is there a price range that I should adhere to?

ANSWER: Please follow the instructions in section L and M of the solicitation. Please see section B for pricing structure/sheet.

3. QUESTION: Do I have to use different psychologist, Licensed Clinical Social Worker

(LCSW) or Licensed Professional Counselor (LPC) or Licensed Marriage & Family

Therapist (LMFT) for each region or could I use the same? Are the sessions going to be virtual?

ANSWER: The clinician must be licensed in the state where they are practicing. Sessions are in-person and virtual. (4.11 on p. 15)

4. QUESTION: I would like to know the regions in order to price it correctly.

ANSWER: A Map of the Domestic Offices by Region has been posted as attachment on

SAM.gov

5. QUESTION: How many hours does the Government estimate for a “14-day call back” to take to be completed by a provider?

ANSWER: The Administrative Clinician should work with the provider to obtain this info via phone or email. Call backs should merely consist of information gathering to see if referrals were utilized. (p. 12)

6. QUESTION: How many hours does the Government estimate for a “Face to Face

Appointment” to take to be completed by a provider?

ANSWER: Per industry standards, initial clinical appointments are billed in 60-120-minute blocks., as they may require more time with the client. Follow-up sessions are typically 60-minutes.

7. QUESTION: How many hours does the Government estimate for an “Initial Clinical

Appointment” to take to be completed by a provider?

Initial clinical appointments will likely range between 60to 120 minutes, based on industry standards.

ANSWER:

8. QUESTION: How many hours does the Government estimate for a “session” to take to be completed by a provider?

ANSWER: See responses to questions 6 & 7.

9. QUESTION: How many hours does the Government estimate for “weekly telephonic contact” to take to be completed by a provider?

ANSWER: “Weekly telephonic contact”, as defined on p. 18, refers to check ins with clients attended in-patient or out-patient substance abuse treatment. They are not virtual, clinical sessions, and therefore will likely be under 15 minutes.

10. QUESTION: How many hours does the Government estimate for a “back-to-work conference” to take to be completed by a provider?

ANSWER: If the “back-to-work conference” defined in Exhibit B is required, is the length of time should be determined by management of the requesting office to meet the needs of the individual returning to work at the DEA.

11. QUESTION: How many hours does the Government estimate for “individual group clinical briefings” to take to be completed by a provider?

ANSWER: This is typically decided by management of the requesting office base on their needs, but it can range from one to four hours, and the time will be approved by

EAP personnel. (p.18)

12. QUESTION: How many hours does the Government estimate for an “initial oral report” to take to be completed by a provider?

ANSWER: The initial oral report referred to on p.19 shall consist of a brief summary of the incident to which the Area Clinician was asked to respond. The provision of the report to the

EAP Administrator and COR will likely span less than five minutes.

13. QUESTION: How many hours does the Government estimate for a “final oral report” to take to be completed by a provider?

ANSWER: The final oral report referred to on p.19 shall consist of a brief summary of the incident to which the Area Clinician was asked to respond and the nature, acceptance, and progress of their response. The provision of the report to the EAP Administrator and COR will likely span less than ten minutes.

14. QUESTION: How many hours does the Government estimate for a training class to take?

ANSWER: Training hours vary based on the nature/topic of the training itself. In general, they vary between one to four hours in length. (p.22)

15. QUESTION: For the Area Clinician position, are any of the following specialties not considered “a licensed mental health professional at the independent clinical practitioner level”: licensed clinical social worker, licensed professional counselor, licensed marriage and family therapist, and /or licensed clinical psychologist”

ANSWER: All above mentioned mental health professionals are acceptable for Area

Clinician positions.

16. QUESTION: None of the positions required in the network of licensed mental health clinicians are required to have 10 years’ experience providing services to a law enforcement population. What does this 10-year experience requirement pertain to?

ANSWER: The Contractor/Vendor Company will have ten-years’ experience with the law enforcement population; and licensed mental health area clinicians need five years’ experience as an independent licensed clinician, and at least three years of clinical experience with law enforcement personnel. (p. 9, Section 2.0 Objectives and p. 30)

17. QUESTION: The map legend states that there are 23 field divisions. However, there are only 22 field divisions shown on the map. Exhibit A also lists only 21 field divisions, excluding Ohama, NE. Can the Government clarify the locations that are indicated as

“Field Divisions”?

ANSWER: There are 23 Field Divisions located throughout the U.S. (includes the

Caribbean Division) (Please see the updated map.)

18. QUESTION: How many Remote Clinicians would the Government consider to be sufficient to cover geographic areas not adjacent to DEA’s Domestic Field Division

Offices?

ANSWER: Determining the number of remote clinicians will be something that the contracting company and EAP Administrator will agree upon to meet the needs of the DEA.

19. QUESTION: Is this a new or existing requirement? If existing, can you provide the contract number and incumbent vendor name for this requirement?

ANSWER: This is an existing requirement. The incumbent contractor is The Counseling

Team International and the contract number is 15DDHQ18C00000020.

20. QUESTION: How many Clinical Trainers would the Government consider to be sufficient for the upcoming DEA service?

ANSWER: This is determined by the contracted company and the EAP Administrator to meet the needs of the DEA, as it may vary.

21. QUESTION: How many Clinical Briefers would the Government consider to be sufficient for the upcoming DEA service?

ANSWER: Same as the response to question 20.

22. QUESTION: How many hours is the Government going to earmark for each CLIN in each Region.

ANSWER: This will be Indefinite Delivery Indefinite Quantity (IDIQ) contract. Hours will vary. Services will be ordered based on need.

23. QUESTION: Does the Appendix count toward the 50-page limit? (L.10.1(d) General

Instructions)

ANSWER: NO, please see (L.10.1(d)

24. QUESTION: Double spacing is required? (L.10.1(d) General Instructions)

ANSWER: Yes- Please see (L.10.1(d)

25. QUESTION: Reps and Certs? Does this need to be included in the RFP response if we are registered in SAM? is this part of the 50-page limit? This takes up 5 pages (K.1 52.204-8

Annual Representations and Certifications (JAN 2017)

ANSWER: Reps and Certs can be included in volume II in the business proposal. Pages will not be included in 50-page limit. An Active SAM registration is required at the time an offer is submitted, in accordance with FAR 52.204-7 System for Award Management.

26. QUESTION Is there a separate CLINS for annual wellness visits or does it fall under the individual rate? (Scope of Work 4.1.7 Annual Wellness Checks)

ANSWER: There is not a separate CLIN for Annual Wellness. Visits will depend upon the service provided. If it is provided as a briefing to a group, or to an individual as a session, it will fall under the specific rate of the service provided.

27. QUESTION: Travel/ODC not to exceed $35,000? If additional travel is required, will it be approved? Page 4 Section B Supplies or Services and Price/Costs.

ANSWER: It would need to be requested before any travel is taken that would exceed

$35,000.

28. QUESTION: Specialized Training: No CLINS listed? Is there a CLINS for specialized training? (retirement training, etc). Is there an opportunity for a CLINS for SME?

(Section C Description, Specifications, Statement of Work (2.0 Objective).

ANSWER: There is currently no CLIN specific to specialized training, as it falls under

Prevention and Education Training

29. QUESTION: We are required to do two AC trainings a year, is this a reimbursable cost?

(Section 4.16 pg 26).

ANSWER: When/if DEA EAP requires Area Clinicians to attend trainings, EAP will reimburse the Area Clinician via the contract. These trainings will only be authorized and pre-approved by the EAP Administrator.

30. QUESTION: Can you clarify the minimum and maximum number of counseling sessions that each client has access to? (Section C4.1.1)

ANSWER: Per the SOW, it states six sessions per person, per problem, per year.

However, the EAP Administrator may approve six additional sessions for a total of twelve sessions upon requests (pgs. 12 & 17) NOTE: EAP policy was just updated to indicate 12 sessions are now the standard allowance per person, per problem. SOW may be updated to include this new number.

31. QUESTION: Do you want to see the forms we are using in the RFP response? Do we need a forms appendix?

ANSWER: Forms are not required, but can be included.

32. QUESTION: Who is the current EAP provider, and how long have they provided services?

ANSWER: The Counseling Team International LLC has been providing the EAP services for the last 5 years

33. QUESTION: What was your annual 2022 and 2023 EAP cost?

ANSWER: The government does not have this information readily available.

34. QUESTION: Can you provide a utilization report for the following years; 2023 and 2022.

The report should provide a breakdown of EAP services.

ANSWER: The government does not have this information readily available.

35. QUESTION: How many onsite critical responses did you have in the following years; 2023 and 2022.

ANSWER: This information is not readily available.

36. QUESTION: What was the utilization of the Area Clinicians in 2023?

37. QUESTION: How many training hours of the following services were supported last year?

Onsite, Health Fair and Webinar Training.