70RDAD23R00000011 Attachment J.5 (Solicitation Questions and Comments) Amendment 01.xlsx
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- EAP and Work-Life Support Services Federal contract opportunity
- Solicitation number
- 70RDAD23R00000011
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About this file
This solicitation is for EAP and Work-Life Support Services for the Department of Homeland Security. Key details include that the solicitation seeks to establish an IDIQ contract to provide basic EAP counseling up to six or twelve sessions per issue, work-life referral services, training, and other optional enhanced services. The period of performance is one base year with four one-year options. Anticipated award date is Q1 FY24 with first task order to be issued in Q2 FY24. Pricing is fixed price PEPM or hourly rates. All 219,000 DHS employees are expected to use the services unless waived. Historical utilization data from FY21 is provided for estimating purposes.
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Questions and Comments
| Question | ||||||||
| Number | Document | |||||||
| Name | Document | |||||||
| Section | Page | |||||||
| Number | Paragraph | |||||||
| Number | Question/Comment | Government's Response | ||||||
| 1 | RFP | C | 13 | C.4.1.7 | Do we need a software Bill of Materials (BOM)? | Yes, the Contractor will be required to provide the Government with a Bill of Materials, which will be facilitated by DHS's Information Systems Security Officer (ISSO) after contract award. Offerors may review sample templates at https://www.dhs.gov/publication/dhs-security-authorization-templates | ||
| 2 | RFP | C | 12 | C.4.1.6 | The current FedRAMP certification requirements present a significant time requirement to offerors that is not currently built into the project timeline/requirements. Will the government consider extending production timelines to accommodate the time required to implement the requirements. | The Offeror's total solution shall be hosted on a FedRAMP authorized, cloud-based software as a solution (SaaS), or in one of the DHS cloud-based environments. The process of obtaining an Authorization Decision will be specific for the Contractor and coordinated after contract award. | ||
| 3 | RFP | C | 12 | C.4.1.6 | Our case management system is hosted on the Azure cloud - does that automatically make our system FedRAMP certified, or does the case management software have to be certified separately? | No, hosting one system on Azure does not automatically provide an Offeror's entire system with FedRAMP certification. | ||
| 4 | RFP | C | 12 | C.4.1.6 | What is the timeframe for the contract awardee to receive FEDRAMP certified? | The timeframe for the Contractor to obtain an Authorization Decision from the DHS ISSO will depend on its current ecosystem, and will be discussed after contract award. The FedRAMP-hosted total solution is a component of the Authorization Decision process. | ||
| 5 | RFP | G | 61 | G.3.3 | If additional Professional Liability coverage limits are specified at the TO level, how much time would we have between the receipt of the TO with additional coverage limit requirements and the date that the requirement must be satisfied? | The Ordering Contracting Officer (OCO) will specify therein the task order any additional insurance requirements and when the additional insurance requirements shall be met. Additionally, the IDIQ contract may be modified to reflect future insurance needs and to provide consistent insurance limits for all DHS components. | ||
| 6 | RFP | C | 15 | C.4.2.1 | "Translation services shall also be available for legal documents (leases, marriage licenses, adoptions, utility bills, legal documents, etc.) within three (3) business days." Question: Many certified document translation services charge by the hour, how will this service be reimbursed and what is the estimated utilization for this service. Additionally, if the member is requiring many documents to be translated such as in an adoption, this could take more than 3 days to translate. Will there be exceptions to the 3 day rule in those cases and how will these services be reimbursed? | The utilization to date for such services is minimal. An employee requiring this service would be initiated within the one (1) 60-minute legal consultation per employee per year (CLIN X002/X003). Any additional hours spent on legal support, to include translation of legal documents, would be billed under CLIN X014. The three (3) business days is per legal document; therefore, the 3 day rule is sufficient. | ||
| 7 | RFP | C | 18 | C.4.2.5 | Does the intake staff need to be 100% located in the USA? | |||
| If so, is it okay for the OCONUS caller to be answered within the respective country or region, or should OCONUS callers be answered in the USA too? | Intake staff shall be 100% located in the USA and OCONUS callers shall be answered in the USA. | |||||||
| 8 | RFP | C | 17 | C.4.2.1 | Dedicated phone lines: is this required for all OCONUS countries as well, or can we use our existing shared phone lines for OCONUS employees to access the program? | The Contractor may utilize its existing shared phone line. | ||
| 9 | RFP | C | 32 | C.4.16 | C.4.16 TASK 16: CLIENT OUTCOME MEASURES: We have an existing evidence-based outcome measurements tool and reporting. Must we create a new one to meet the RFP requirements, or will DHS consider approving our existing tool? | The Government will consider using existing tools as long as they produce the required outcome measures. | ||
| 10 | RFP | L | 150 | L.9.1 | Please confirm that requirements stated in Section L.9.2 Professional Employee Compensation Plan flow down to subcontractors. | Section L.9.2 is amended to reflect that the evaluation of professional employee compensation is inclusive of the Offeror's teaming partners and subcontractors. | ||
| 11 | RFP | L | 151 | L.9.2 | As stated in Section L.9.2 of the RFP; “proposals envisioning compensation levels lower than those of predecessor contractors for the same work will be evaluated on the basis of maintaining program continuity uninterrupted high-quality work, and availability of required competent professional service employees. Offerors are cautioned that lowered compensation for essentially the same professional work may indicate lack of sound management judgment and lack of understanding of the requirement.” | |||
| Since each offeror will be compared to compensation levels of “those of the predecessor contractors”, can the government provide compensation levels of “professional work” that is currently being provided on the subject contract? | Section L.9.2 is amended removing the following sentence: "Additionally, proposals envisioning compensation levels lower than those of predecessor contractors for the same work will be evaluated on the basis of maintaining program continuity, uninterrupted high-quality work, and availability of required competent professional service employees." | |||||||
| 12 | Attachment J.4 | Tab: Base Period Year 1 | N/A | N/A | CLIN X002: Please confirm or clarify that each Per Employee Per Month (PEPM) Rate to be priced by the offeror should account for a total of 11 hours of counseling. The 11 hours are made up of 6 hours (i.e., 6 sessions) of EAP and Work-Life Services, 1 hour of Financial Consultation, 1 hour of Legal Consultation, and 3 hours of hours Elder Care Support, and Training. | CLIN X002 provides six (6) 60-minute counseling sessions per client per issue, access to all outlined services to include training and worklife referral services; it also includes one (1) 60-minute financial consultation, one (1) 60-minute legal consultation, and one (1) 3-hour elder care support assessment per employee per year. | ||
| 13 | Attachment J.4 | Tab: Base Period Year 1 | N/A | N/A | CLIN X003: Please confirm or clarify that each Per Employee Per Month (PEPM) Rate to be priced by the offeror should account for a total of 11 hours of counseling. The 11 hours are made up of 6 hours (i.e., 6 sessions) of EAP and Work-Life Services, 1 hour of Financial Consultation, 1 hour of Legal Consultation, and 3 hours of hours Elder Care Support, and Training. | CLIN X003 provides twelve (12) 60-minute counseling sessions per client per issue, access to all outlined services to include training and worklife referral services; it also includes one (1) 60-minute financial consultation, one (1) 60-minute legal consultation, and one (1) 3-hour elder care support assessment per employee per year. | ||
| 14 | Attachment J.4 | Tab: Base Period Year 1 | N/A | N/A | Both X002 and X003 ask for pricing from the Contractor site. Is this intended? | Yes, Offerors shall propose pricing for CLINs X002 and X003 using their contractor site rates. It is not anticipated that services rendered thereunder X002 or X003 will be performed at a government site. | ||
| 15 | RFP | C | 32 | C.4.17 | Shipping promotional material: Should promotional material be mailed to individual or to a central location? | The Contractor will not ship promotional material to DHS personnel individually, and the task order will identify the office and/or port address(es) where promotional materials will be mailed to. | ||
| 16 | RFP | L | 148 | L.8.1 | Are Offerors required to address PWS sections C.5, C.7, C.7.1, C.7.2, C.8, or C.9 in their technical approach response? | In accordance with Section L.8.1, "The Offeror shall submit a Technical Approach that clearly demonstrates its understanding of the requirements therein Section C, and how the Offeror will provide EAP and Work-Life support services and meet all of the Government’s requirements." | ||
| 17 | RFP | M | 162 | M.7.1 | In Section M.7.1, it says "CLINs 0003-9003 (EAP and Work-Life Services [12 Sessions])." In the Attachment J.4, Pricing Template, it says "6 sessions." Please confirm the J.4. Pricing Template should reflect 12 sessions vs. 6 sessions for CLINs 0003-9003. | Attachment J.4 is amended to reflect CLINs 0003 are for 12 sessions. | ||
| 18 | Attachment J.4 | CLIN 0002 & 0003: Can you breakdown the estimated Quantity (currently listed as 21,808) to align with each service. For example, please provide the estimated numbers of Counseling sessions, Financial consultations, legal consultations, Elder Care Support and trainings separately per month that comprise the 21,808? | The below utilization categories are what DHS currently has available: |
Historic Utilization (Oct 20-Sep 21) *Initial Requests for Assistance-21,667 *Clinical Cases-6559 *Training sessions-362 *Management Consultations-585 *Worklife Consultations-6890
| 19 | RFP | L | 137 | L.6.1 | "Offerors are advised that the total file size limit per email is 50MB, and it is the Offeror’s responsibility to ensure the total file size limit is not exceeded." Question: Can offerors submit their proposal using multiple emails (i.e., Email 1 of 3, Email 2 of 3, Email 3 of 3) if files exceed the single email limit of 50MB? | |||
| Additionally, if a single file exceeds the 50MB limit, can the offer break the file into multiple smaller files to comply with the 50MB limit? | Offerors are permitted to submit multiple emails and separate files to comply with the total file size restrictions. It is the Offeror's sole responsibility to ensure that all emails comply with the total size restrictions and all emails are received by the Government by the proposal due date and time. | |||||||
| 20 | RFP | M | 166 | M.7.2 | Regarding 3052.219-72 EVALUATION OF PRIME CONTRACTOR PARTICIPATION IN THE DHS MENTOR-PROTÉGÉ PROGRAM (JUN 2006), we contacted the DHS Mentor-Protégé program and they are not accepting applications at this time. Will the Government consider removing this evaluation factor to level the playing field? | Sections I.1.2.16 and M.7.2 is amended removing HSAR 3052.219-72. | ||
| 21 | RFP | L | 61, 144, 153 | L.7.2, M.3, G.3.3 | Does the professional liability requirement flow down to all subcontractors on a team? For example, if we have a small business subcontractor, are they required to have the level of coverage identified in the solicitation? | Section G.3.3 is amended to reflect that the Contractor, its teaming partners, and subcontractors are all required to have the minimum professional liability insurance. |
Sections F.6.1 and I.1.2.19 are amended for administrative purposes.
| 22 | RFP | L | 61, 144, 153 | L.7.2, M.3, G.3.3 | As stated in the solicitation, Offerors must provide proof of coverage at time of proposal submission. However, this means, if an Offeror doesn’t currently have the level of coverage required, the Offeror will need to pay $40,000-$50,000 to obtain this level of coverage for proposal submission. As such, would the Government consider changing the requirement to state Offeror’s must either provide proof of current coverage or a quote from an insurance broker confirming the Offer would be eligible to obtain such coverage upon contract award? | Sections L.7.2 and M.3 are amended to reflect that Offerors shall submit Attachment J.1 or a quote from an insurance provider that includes the minimum limits as prescribed therein Section G.3.3, if applicable. Additionally, Section G.3.3 is amended to reflect that the Contractor shall have the minimum professional liability insurance limits no less than thirty (30) days from date of contract award. |
| 23 | RFP | L | 61, 144, 153 | L.7.2, M.3, G.3.3 | Can the teaming partner (subcontractor) that is providing the EAP services also provide the professional liability coverage that will count towards meeting the requirement listed in G.3.3? | All entities (e.g., Contractor, Teaming Partners, Subcontractors, etc.) providing services thereunder the IDIQ contract shall comply with the professional liability insurance limits and have a current policy. |
| 24 | Attachment J.1 | Do we need to provide the full policy documents along with the ACORD form or will the ACORD form suffice for professional liability? Is it required to include ALL pages of the policy documents. | Section L.7.2 is amended removing "Additionally, the Offeror shall submit a copy of each policy referenced in Attachment J.1." If an Offeror does not have a current policy or does not meet the minimum professional liability insurance limits, it must provide documentation from an insurance provider of its intent to provide the minimum limits as prescribed therein Section G.3.3. | |||
| 25 | RFP | C | 18 | C.4.3 | Could you please provide detailed utilization data? We are particularly interested in call data, categorized by month, days, and hours, as well as utilization breakdown by service (specifically, for each individual service). Additionally, we would like to know the average number of sessions completed for counseling services. | The below utilization categories are what DHS currently has available: |
Historic Utilization (Oct 20-Sep 21) *Initial Requests for Assistance-21,667 *Clinical Cases-6559 *Training sessions-362 *Management Consultations-585 *Worklife Consultations-6890
| 26 | RFP | C | 17 | C.4.2.1 | Regarding the toll-free number provision, is it expected to be available for all OCONUS locations, potentially requiring up to 15 phone lines per country, or is this requirement specific to the USA? | The Government's expectation is that Offerors provide access to a toll-free number(s) in the most efficient manner allowing all DHS employees access regardless of geographic location. | ||
| 27 | Other | Could you inform us of the anticipated award date and the scheduled program launch date? | The Government anticipates making an award in FY24 Q1. The Government anticipates issuing the first task order in FY24 Q2. | |||||
| 28 | RFP | C | 32 | C.4.17 | Regarding the printing of hard copy promotional materials, could you clarify how these materials will be distributed? Are offerors expected to ship materials to each employee's home or office location? | The Contractor will not ship promotional material to individuals, and the task order will identify the office and/or port address where promotional materials can be mailed to. | ||
| 29 | RFP | L | 151 | L.8.6 | In cases where a client has a company policy against providing references, should we exclude that relevant experience from our submission? Alternatively, will the DHS still accept relevant experience even if direct client contact is not possible due to confidentiality? This particular customer is not allowed to be contacted. | Offerors are required to submit the information prescribed therein Section L.8.6 so the Government may confirm the relevancy of the experience. If the Government cannot confirm the relevancy, it will take that into consideration when assessing the Offeror's confidence rating for Factor II. | ||
| 30 | RFP | general review | N/A | N/A | Who currently provides EAP services to DHS? | DHS components receive EAP and Work-Life support services through an Inter-Agency Agreement with HHS's FOH, or contracts with Deer Oaks and Espyr, or through internal federal programs. | ||
| 31 | RFP | general review | N/A | N/A | How long as current vendor provided EAP services to DHS? | This varies by component. | ||
| 32 | RFP | general review | N/A | N/A | Is each Component of the DHS currently using the same EAP vendor? | |||
| • If not, what other vendors are in place and which Component do they support? | DHS components receive EAP and Work-Life support services through an Inter-Agency Agreement with HHS's FOH, or contracts with Deer Oaks and Espyr, or through internal federal programs. | |||||||
| 33 | RFP | general review | N/A | N/A | With this solicitation, will each Component be required to utilize the selected vendor? | |||
| • If no, is there an anticipated number that will not and which Components are they? | All DHS components will be required to receive EAP and Work-Life support services from the selected vendor unless a waiver is granted. | |||||||
| 34 | RFP | general review | N/A | N/A | What is the anticipated start date of a new contract related to this solicitation? | The Government anticipates making an award in FY24 Q1. | ||
| 35 | RFP | general review | N/A | N/A | Why is DHS requesting this RFP at this time? | All Federal agencies are required to provide federal employees and eligible family members with EAP and Work-Life support services. | ||
| 36 | RFP | general review | N/A | N/A | Are the CLINs in the current solicitation the sane as what are in place today? | No. Each current contract has different CLINs. | ||
| 37 | RFP | general review | N/A | N/A | What is DHS currently paying for their EAP services? |
• Based on how many employees?
• Based on what session model?
| • Can a breakdown be provided by CLIN? | The Government will not disclose price-related information as it relates to the current EAP providers. | |||||||
| 38 | RFP | general review | N/A | N/A | What was the total dollar amount spent for the EAP in the most recent contract year? | DHS spend for EAP services over the last three years is approximately $25M. Offerors are hereby advised that this historical data does not include all of the requirements and services prescribed therein Section C. |
39 RFP general review N/A N/A Can you provide recent utilization reports or provide utilization statistics?
• Specifically, can you provide total number of initial inquiry/assessment calls to the EAP in the most recent contract year?
• Can you provide the total number of EAP counseling cases in the most recent contract year?
• Can you provide the total number of EAP counseling sessions provide in the most recent year?
• Can you provide the total number of EAP counseling sessions provided the prior contract year?
•Can you provide the average number of EAP counseling sessions provided per counseling case in the most recent contract year? The below utilization categories are what DHS currently has available:
Historic Utilization (Oct 20-Sep 21) *Initial Requests for Assistance-21,667 *Clinical Cases-6559 *Training sessions-362 *Management Consultations-585 *Worklife Consultations-6890 40 RFP C.4.1 Task 1: Information Security Authorization Decision (AD) 10 of 166 whole section Is this a general request and authorization or are there specific steps that need to be gone through prior to this authorization being provided? Is there an estimated number of hours that would be required for a vendor to receive authorization? The Government requires that the Contractor comply with DHS information technology and security policies, and the Authorization Decision process is how DHS will verify and validate the Contractor's compliance. The Government provided a not-to-exceed ceiling for CLINs 0001-9001 therein Attachment J.4.
Offerors are encouraged to review the templates at https://www.dhs.gov/publication/dhs-security-authorization-templates
| 41 | RFP | C.4.2 Task 2: Intake | 15 of 166 | C.4.2.1 Hours of Operation/Call Center Operations: paragraph 1 | RE: "24/7 access to EAP and Work-Life staff" - our Work-Life staff is currently available until 8:00 PM eastern time, Monday-Friday. We do have 24/7 telephone access where intake can be received and document Work-Life calls. Work related to the Work-Life request would take place the next day, is this acceptable? | |||
| • Does the current vendor provide actual Work-Life staff 24/7? | The Contractor shall provide the Government with access to EAP and Work-Life staff 24-hours a day/7-days a week. Multiple contractors currently serve DHS across the Components and not all currently provide 24/7 staff, but it is required for this IDIQ contract. | |||||||
| 42 | RFP | C.4.2 Task 2: Intake | 15 of 166 | C.4.2.1 Hours of Operation/Call Center Operations: paragraph 1 | How many dedicated toll-free numbers are in place today and can information be provided on which Components have a dedicated number or conversely share a dedicated DHS number? | There are five (5) dedicated toll-free numbers in place. DHS components obtaining EAP and Work-Life support services through an Interagency Agreement with HHS use the same dedicated toll-free number. | ||
| 43 | RFP | C.4.2 Task 2: Intake | 15 of 166 | C.4.2.1 Hours of Operation/Call Center Operations: paragraph 3, sentence 3 | "The Contractor shall ensure that all requests through the website are responded to on the next business day, or within twenty-four hours of the request, whichever is sooner." |
• What are expectations regarding "are responded to"? Example: could it be a message confirming receipt? Or, is it anticipated that the request will actually be completed, and referral information provided back? This would seem unrealistic, childcare request as an example, as most providers would not be able to contacted over the weekend.
• Does the current vendor meet this requirement?
| • Also, to confirm, if an online request comes in at 22:00 Friday night, the vendor would be expected to respond by 22:00 Saturday night, correct? | DHS is a 24/7/365 organization and no distinction is made between weekday and weekend for our frontline workers. The expectation is that requests received via the website will be answered and referrals made within the allotted time frames. Referrals and access to childcare on the weekends is a frequent need of our frontline employees, hence why the services need to be available. Multiple contractors currently serve DHS across the Components and not all currently provide this service, but it is required for this IDIQ contract. Correct, if an online request comes in at 2200hrs on Friday night, the vendor is expected to respond within 24 hours, or 2200hrs Saturday night. | |||||
| 44 | RFP | C.4.2 Task 2: Intake | 16 of 166 | C.4.2.4 Immediate Access to a Qualified Counselor | ||
| Paragraph 1, sentence 2 | “calls shall be warm transferred to the counselor, and counselors with law enforcement experience shall be offered to DHS employees who identify themselves as law enforcement or the law enforcement family member.” |
• Does DHS know how often this need arises on a given day on average?
• Can more detail be shared regarding expectations related to “counselors with law enforcement experience”?
| § How does DHS monitor compliance for this? | The Government does not currently have this data. Counselors are expected to have law enforcement cultural competence. The IDIQ PMO will engage with DHS Ordering Contracting Officers, DHS EAP program offices, and stakeholders to monitor compliance. | |||||||
| 45 | RFP | C.4.3 TASK 3: ASSESSMENT, SHORT TERM COUNSELING, AND | ||||||
| REFERRAL | 17 of 166 | C.4.3.5 Short-Term Counseling/Problem Solving | Why is DHS considering a twelve (12) session model, and does DHS have a preference that can be shared at this time? EAP is meant to provide short-term problem resolution; this is generally considered to be under 10 sessions. | The Government has 6 and 12 session models to meet all of DHS's needs. | ||||
| 46 | RFP | C.4.5 TASK 5: SUBSTANCE ABUSE CASE MANAGEMENT | 18 of 166 | C.4.5 Task 5: Substance Abuse Case Management | Can DHS share utilization history, such as average number of average number of substance abuse aftercare service cases annually? | The below utilization categories are what DHS currently has available: |
Historic Utilization (Oct 20-Sep 21) *Initial Requests for Assistance-21,667 *Clinical Cases-6559 *Training sessions-362 *Management Consultations-585 *Worklife Consultations-6890
| 47 | RFP | C.4.5 TASK 5: SUBSTANCE ABUSE CASE MANAGEMENT | 18 of 166 | C.4.5.2 Substance Abuse Aftercare Services | Can DHS share utilization, specifically how many formal referrals are averaged annually? | ||
| •Are costs associated with Substance Abuse Professional (SAP) referrals included within the program cost? | The below utilization categories are what DHS currently has available: |
Historic Utilization (Oct 20-Sep 21) *Initial Requests for Assistance-21,667 *Clinical Cases-6559 *Training sessions-362 *Management Consultations-585 *Worklife Consultations-6890 48 RFP C.4.6 TASK 6: OPTIONAL ONSITE EAP SERVICES 20 of 166 C.4.6 Task 6 Optional Onsite EAP Services Are onsite clinicians currently being provided and if so, at what locations?
• If DHS made a change in vendors, would these onsite clinicians have the option to join the new vendors?
| • Based on how many employees? | Yes, some DHS components have onsite clinicians, which may vary year to year and is dependent on their specific requirements. The Government cannot advise if any current clinician is able to change their employment status. | ||||||
| 49 | RFP | C.4.8 TASK 8: PEER SUPPORT CONSULTATION SERVICES | 20 and 21 of 166 | C.4.8 Task 8: Peer Support Consultation Services | Can utilization related to this support be provided, such as: |
• Number of consultations averaged annually?
• Number of peer support member orientations anticipated annually?
§ Can this be provided virtually? The below utilization categories are what DHS currently has available:
Historic Utilization (Oct 20-Sep 21) *Initial Requests for Assistance-21,667 *Clinical Cases-6559 *Training sessions-362 *Management Consultations-585 *Worklife Consultations-6890 50 RFP C.4.10 TASK 10: CRITICAL INCIDENT RESPONSE/TRAUMATIC RESPONSE OPERAITONAL STRESS CONTROL 22 of 166 C.4.10.1 Onsite Response Critical Incident Response “consultation. The Contractor shall have an expedited travel protocol arranged in advance to respond immediately and to ensure that responders are onsite no later than 48 hours of request. The Contractor shall notify the COR anytime the Contractor’s personnel are activated to provide an onsite critical incident response.
• Given the use of the word personnel, is the expectation of the DHS that responders are staff of the EAP vendor, or could they be identified responders within our affiliate counseling network?
§ If staff, this would imply, as an example, that a qualified staff member could be required to fly out of their home city to the DHS site needing support, correct?
§ If staff responders are the expectation, does the current vendor provide this level of support?
• How many Critical Incident events were responded to in the most recent contract year?
• How many Critical Incident events were responded to in the prior contract year?
• How many hours of Critical Incident support were provided in the most recent contract year?
• How many hours of Critical Incident support were provided in the prior contract year?
• How many hours of on-site Critical Incident support are currently provided in the contracted rate, or it its own CLIN?
| • If responders are to be staff/personnel of the vendor, how is cost associated to travel to be factored into the program? | Personnel providing onsite critical incident response services may be employees of the Contractor, teaming partners, or subcontractors. The Government has received onsite critical incident response services in the past, but does not have any data to share. All travel costs shall be proposed, evaluated, and awarded at the task order level. | ||||||
| 51 | RFP | C.4.11 TASK 11: GROUP INTERVENTION | 22 of 166 | C.4.11 Task Group 11: Group Intervention | “Contractor shall provide group interventions for high-risk work groups that require immediate, emergency facilitation/mediation” |
• How many of these events are averaged/anticipated annually?
• Are these to be conducted onsite or virtually?
| • How is the cost associated to this support accounted for in pricing, should it be factored into CLIN 0002 / 0003? | The Government does not currently have this data, but these types of sessions would be expected to be conducted on-site due to the emergent situation. The one (1) initial session of 2-3 hours in length would be factored into CLIN X002/X003. Any additional hours would be aligned under CLIN X005. | ||||
| 52 | RFP | C.4.12 TASK 12: TRAINING | 22 of 166 | ||
| Paragraph 1 | C.4.12 Task 12: Training | “.....provide minimum of twelve (12) one-hour national EAP topical presentations” |
• Is there a specific expectation regarding what should be included?
• Are these to be dedicated exclusively for DHS, or could we utilize our monthly topical wellbeing webinars to meet this Task requirement?
“and four (4) EAP presentations aimed at managers and supervisors on an annually basis.”
• Can these be done virtually? If not, is there a specific location that the in-person presentation will be held?
“In addition to these sessions, the Contractor shall provide a minimum of nine (9) presentations each month”
• Would these be virtual, and if not, what locations would onsite be anticipated?
Regarding each of the above, are these part of the current contract?
• Are all indicated hours being used annually and are all nine (9) presentations occurring monthly?
Regarding the above, are these for DHS as a whole and made available to all participating Components at the same time?
“In addition each participating DHS Component shall be allotted four (4) bankable training hours per 1,000 covered employees, with a minimum of six (6) hours per IDIQ contract year being provided to DHS Components with smaller employee populations.”
| • Can DHS share how many hours this totaled in 2022 and of the total hours how many hours were used? | The Government will discuss its expectations with the Contractor regarding the 12 one-hour national EAP topical presentations after contract award. The Government may approve the Contractor to utilize the monthly topical wellbeing webinars to meet the 12 one-hour national EAP topical presentations requirement. The Government will allow the one-hour topical presentations to be conducted virtually, but reserves the right to require them to be conducted in-person. The Government does not have data to share on its utilization rate. | ||||
| 53 | RFP | C.4.12 TASK 12: TRAINING | 23 of 166 | ||
| whole section | C.4.12.4 Contractor Support at Health Fair | "attending Wellness and Benefit fairs, sponsored by DHS Regional Offices". |
• How many Regional Offices are potentially included under this new contract?
• How may of these Health Fairs were conducted in 2022?
| § Can dates and locations be provided for the 2022 Health Fairs? | Due to the pandemic, Wellness and Benefit fairs were not conducted in-person. Therefore, no data is available. | ||||
| 54 | RFP | C.4.12 TASK 12: TRAINING | 23 of 166 | ||
| whole section | C.4.12.5 Training for Specialized Groups | • How many Specialized Groups are there? |
• How many hours of training were actually provided for each Specialized Group in 2022 and how many hours are there year to date in 2023?
§ Of the hours, what percentage of the training hours were conducted onsite?
• Is the training expected to be provided by staff of the EAP vendor or can Affiliates be utilized, especially in situations where onsite is required.
| • Are we to use CLIN 0011 for this, or is this training factored into CLIN 0002 / 0003? | The Government does not have data to share on its utilization rate. The Contractor, teaming partners, or subcontractor personnel may provide training. The 16 hours of specialized group training is incorporated in CLINs X002 and X003. Any additional specialized training beyond the 16 hours will utilize CLIN X011. | ||||||
| 55 | RFP | C.4.12 TASK 12: TRAINING | 23 and 24 of 166 | C.4.12.6 Peer Support On-going Training | How does this differ from the Specialized Groups training in C.4.12.5? | ||
| • Are we to use CLIN 0011 for this, or is this training factored into CLIN 0002 / 0003? | C.4.12.6 includes standard training to help peer support volunteers obtain continuing education and to maintain skills, while C.4.12.5 requires the Contractor to deliver customized training for peer support volunteers, such as child exploitation, etc. Section C.4.12.6 is incorporated in CLINs X002 and X003. Note: CLIN X002 reflects a 6 session model and CLIN X003 also reflects a 6 session model, but should be 12 session model. | ||||||
| 56 | RFP | C.4.13 TASK 13: WORK-LIFE REFERRAL SERVICES | 25 of 166 | C.4.13.1.c Elder Care Support | “Contractor shall provide a highly qualified Professional Care Manager (PCM) nationwide who can conduct an in-person assessment of” |
• Is the Professional Care Manager to be an employee of the Contractor?
• How many in-person assessments are averaged annually, or how many were provided in total in 2022?
| • Are costs associated with the in-person assessments to be factored into CLIN 0002 / 0003 or within another CLIN? | The Contractor shall have a network of Professional Care Managers, who can be employed by the Contractor, teaming partner, or subcontractor. Current utilization data are not available. One (1) 3-hour assessment is factored into CLIN X002/X003. | ||||||
| 57 | RFP | C.4.13 TASK 13: WORK-LIFE REFERRAL SERVICES | 26 of 166 | C.4.13.1.f Education, Career and Employment Counseling | • Can DHS share insight into who provides the indicated “education, career, and employment counseling”? Example is it a qualified member of the Contractors Work-Life or Counseling team? Could it be a contracted person/organization? |
• Is this counseling to be provided telephonic or in-person?
• Can DHS provide insight into utilization of this support?
| • Are costs associated with this area to be factored into CLIN 0002 / 0003 or a different CLIN? | Contractor, teaming partner, or subcontractor personnel may provide education, career and employment counseling telephonically or in-person. The Government does not have data to share on its utilization rate. Yes, costs are associated with CLIN X002/X003. | |||||||
| 58 | RFP | C.4.14 Task 14: Optional Enhanced Work-Life Services | 27 of 166 | C.4.14.1: Emergency Back-up Dependent Care | Which of the following optional services are currently in place and does DHS anticipate that these would continue: | |||
| Emergency Back-up Dependent Care: Is the 2,204 estimate in CLIN 0008 related to a number of employees that may use this benefit or is it the estimated number of times the benefit will be used (if employees allowed to use it more than once annually)? | Emergency Back-Up Dependent Care services will continue, and each DHS component will determine how many visits each employee is entitled to. The estimated number is the projected times the benefit will be used. | |||||||
| 59 | RFP | C.4.14 Task 14: Optional Enhanced Work-Life Services | 27 & 28 of 166 | C.4.14.2: Enhanced Financial Counseling and Educational Services | If this optional service is currently in place, how many onsite financial education classes took place in 2002 and does DHS have an anticipated number and locations for 2024? | The Government does not have data to share on its utilization rate, and cannot anticipate future onsite needs. | ||
| 60 | RFP | C.4.14 Task 14: Optional Enhanced Work-Life Services | 28 of 166 | C.4.14.3: Tax Filing Support and Consultation | If this optional service is currently in place, can utilization information be provided? | The Government does not have data to share on its utilization rate | ||
| 61 | RFP | C.4.14 Task 14: Optional Enhanced Work-Life Services | 28 - 29 of 166 | C.4.14.4 Health Coaching | If this optional service is currently in place, can utilization information be provided? | The Government does not have data to share on its utilization rate | ||
| 62 | RFP | C.4.15 TASK 15: CLIENT SATISFACTION SURVEYS | 29 of 166 | C.4.15 Task 15 Client Satisfaction Surveys | "every client contact with the EAP and Work-Life provider shall have an associated voluntary client satisfaction survey" | |||
| Does this include even basic information calls that may not lead to any of the Service Types in the table provided on page 29 of 166? | Basic information calls will be surveyed upon request. | |||||||
| 63 | RFP | C.4.16 TASK 16: CLIENT OUTCOME MEASURES | 30 of 166 | C.4.16 Task 16 Client Outcome Measures | ||||
| whole section | Are these measures connected to, and therefore shared with, the Workplace Outcome Suite (WOS)? | Not at this time. | ||||||
| 64 | RFP | C.4.17 TASK 17: MARKETING OF EAP AND WORK-LIFE SERVICES | 30 and 31 of 166 | C.4.17.1 Wallet Cards | ||||
| C.4.17.2 Brochures | Can DHS provide an estimated number of printed materials that will be required annually? |
• Brochures
• Wallet Cards,
• Flyers
| • Miscellaneous | The Government cannot estimate this at this time. DHS currently has approximately 219,000 employees. | |||||
| 65 | RFP | C.4.17 TASK 17: MARKETING OF EAP AND WORK-LIFE SERVICES | 31 of 166 | C.4.17.2 Brochure | ||
| Sentence 2 | Is the contractor actually being asked to provide a printed brochure for each management consultation, transition counseling, Work-Life services, legal and financial consultation, critical incident response, group intervention, and training attendee? This may make sense at times when the contractor is providing support onsite but would not seem to be practical with each management consultation, transition counseling, Work-Life services, legal and financial consultation, unless DHS is asking the contractor to physically mail the brochure. Please clarify expectations. | It is expected that the Contractor will provide a brochure that describes the services available to each DHS component. Each DHS component will request printed materials when needed, and they will be mailed to component offices and not individuals. | ||||
| 66 | RFP | C.4.17 TASK 17: MARKETING OF EAP AND WORK-LIFE SERVICES | 32 of 166 | C.4.17.7 Mobile Application | ||
| Sentence 2 | “content through push notification of newly published” |
Is DHS asking that it be able to push out a notification or that each time the contractor updates information that a notification is automatically pushed out?
| • Does the current contractor’s Mobile Application include “push notification’? | Mobile applications are not available department-wide. DHS employees should be able to opt-in or out of push notifications from the Contractor. | ||||||
| 67 | RFP | C.4.18 TASK 18: REPORTING | 32 of 166 | C.4.18 Task 18 Reporting | “The Contractor shall prepare and submit a written report following each incident/event where counseling services are provided.” |
• Can more clarity be provided here, we assume this does not mean every single EAP counseling case, what type of “incident/event” is being referenced here?
| •How many written reports does DHS project may be needed on an annual basis? | See Section C.4.18: This refers to management consultations, transition counseling services. and critical incident responses. The number is unknown and will be directly related to the number of incidents the Contractor responds to. | |||||||
| 68 | RFP | L.7 SUBCONTRACTING PLAN (IF APPLICABLE) | 142 - 143 of 166 | L.7 Subcontracting Plan (if applicable) | We do not subcontract work in what most consider the traditional sense of subcontracting, such as a construction contractor subcontracting a pre-determined amount of a contract to a drywall contractor as an example. While we do utilize third parties to fulfill aspects of our contract, the biggest example being independent counselors that are within our affiliate network, no one specific counselor is guaranteed a set amount of work/revenue. Also, typically counselors do not seek specific certification, such as Woman Owned, as these certifications are not important to the work they do providing counseling to individuals. | |||
| • Can reference to Subcontracting Plans be removed from the solicitation? | No, all other than small business concerns shall submit a subcontracting plan in accordance with FAR 52.219-9 ALT II. | |||||||
| 69 | RFP | L.8.1.2 CLIENT ASSESSMENT TEMPLATE SAMPLE (FACTOR I) | 146 of 166 | L.8.1.2 Client Assessment Template Sample (Factor I) | We have never been asked to submit a clinician’s standardized assessment template, can more insight/clarity be provided, or potentially an example of what is expected? | Offerors are required to submit their standardized clinical assessment. The Government will not provide an example. | ||
| 70 | RFP | L.8.6 RELEVANT EXPERIENCE (FACTOR II) | 149 of 166 | L.8.6 Relevant Experience (Factor II) | Does DHS have a particular expectation regarding the number of employees supported in relation to each project? As an example, all else being equal, would an Offeror providing projects/customers that have employee counts above 50,000 receive a higher score than an Offeror whose supplied projects/customers only included employee sizes under 20,000? | Offerors shall submit projects that they determine to be relevant as work that is similar in size, scope, and complexity, as aggregated together, to the tasks in Section C. | ||
| 71 | Attachment J.4 | CLIN 0001: Information System Security Compliance | Sheet: Base Period Year 1 - Development of Information System for AD Review and Approval | Sheet - Base Year Period 1 | How did DHS determine the number of 1,912 hours annually? | |||
| • Why does DHS anticipate that this number decreases to 956 during Base Period Year 2?? | 1,912 is the number of hours estimated by the Government. The Government estimates that security re-authorization during Base Period Year 2 will require fewer hours than the initial security authorization. | |||||||
| 72 | Attachment J.4 | CLIN 0004 - EAP and WorkLife Services (32 hours per month) | Sheet: Base Period Year 1 - Onsite Counselor at Government Site | Sheet - Base Year Period 1 | Can DHS provide more insight regarding how it determined an Estimated Population Quantity (Monthly) of 285? |
• Also, is this a one location or multiple locations?
• Is there a number of anticipated onsite counselors that would be necessary?
| • It may be difficult to determine a PEPM number as typically onsite counseling pricing is predicated more on the number of hours being onsite rather than an employee population. Would DHS consider changing this? | Attachment J.4 is amended to reflect unit pricing per hour. DHS components will determine the location, number of counselors, and hours at the task order level. The estimate of 285 hours reflects approximated utilization from the DHS Component currently requesting this service. | |||||||
| 73 | Attachment J.4 | CLIN 0005 - Critical/Traumatic Incident Response | Sheet: Base Period Year 1 - Onsite Counselor at Government Site | Sheet - Base Year Period 1 | CLIN 0005 – indicates estimated quantity annual as 1,396, is this events or hours? | The unit price for CLIN X005 is per hour. | ||
| 74 | RFP | C.4.3.2 | 17 | C.4.3.2 | The initial assessment is set to occur within 3 business days per the requirement. Since the COVID, there has been a marked increase in usage of counseling services nationwide. We are seeing appointment times extending out to between 5-7 days due to a nationwide shortage of counselors. We ask that the requirement reflect 5-7 days instead. | The requirement remains at 3 business days. | ||
| 75 | Attachment J.4 | Clin 0003 | CLIN 0003 duplicates CLIN 0002 for the "6 session" model. Is CLIN 0003 meant to be for the 12 session requirement? | Attachment J.4 is amended to reflect CLINs 0003 are for 12 sessions. | ||||
| 76 | RFP | C.4.5. | 18-19 | C.4.5, C.4.5.1, C.4.5.2. | Substance abuse Case management and aftercare should be considered for separate CLINS on Attch J.4. due to their complex and more costly nature potentially on a per hour basis. | These services are included in CLIN X002 and CLIN X003 as part of base package of care; no additional CLINs will be identifed. | ||
| 77 | RFP | C.4.6. | 20 | C.4.6. | TASK 6: Optional Onsite EAP Services does not appear to have adequate structure on Attch. J.4. The closest description is CLIN 0004. However, this is still not well defined. This requirement needs well determined numbers of FTE's, Locations needed, number of hours needed at each site, Workdays/holidays needed and defined, duties, etc. Please provide sufficient details to more accurately price this category. | The Government may require the Contractor to provide an onsite EAP counselor up to 32 hours a month. The location(s) and frequency(ies), along with all travel costs, will be determined at the task order level. | ||
| 78 | RFP | C.4.9. | 21 | C.4.9. | TASK 9: Transition Counseling Services: Please provide a more detailed description of DHS's expectations for a transition counselor's duties with respect to changes in organization or technology. Additionally, it seems implied that this position is for ONsite support. Please confirm if this is for ONSITE. Additionally, this should likely also have it's own "Optional CLIN" at an hourly rate. | C.4.9 Transition Counseling is included in base services reflected in CLIN X002 or CLIN X003 where an individual is requesting support to handle organizational changes or technology impact (i.e. automated processes impacting job). No optional CLIN is required. | ||
| 79 | RFP | C.4.11. | 22 | C.4.11. | TASK 11: Group Intervention: This should have its own CLIN at an hourly rate on the J.4. | C.4.11 is considered a base service of 2-3 hours for 1 session when requested. While it is not specifically requested the service be on-site, the Government may require it. The one (1) initial session of 2-3 hours in length would be factored into CLIN X002/X003. Any additional hours would be aligned under CLIN X005. All travel costs shall be determined at the task order level. | ||
| 80 | RFP | C.4.12. | 22 | C.4.12. | Task 12: Training: This tasking should have its own hourly CLIN for Optional Onsite training on the J.4. Virtual trainings could still be included on CLINs 0002 and 0003. These could be presented as monthly webinar choices on the Worklife Website. | All optional training shall be specified at the task order level, including the mode (i.e., virtual, telephonic, in-person), the frequency, and the subject matter. All travel costs shall be determined at the task order level. | ||
| 81 | RFP | C.4.12.1. | 23 | C.4.12.1. | EAP Orientation: Onsite training should have its own CLIN with hourly rate. | C.4.12.1 (EAP Orientation) is included in base services reflected in X002 or CLIN X003. All travel costs shall be determined at the task order level. | ||
| 82 | RFP | C.4.12.5 | 23 | C.4.12.1. | Training for specialized goups should have a CLIN at an Hourly rate | Specialized Group Training (up to 16 hrs) is factored into X002/X003. Any additional training beyond those 16 hrs will utilize CLIN X011. | ||
| 83 | RFP | C.4.12.6. | 23 | C.4.12.6. | Training for Peer Support should have a CLIN at an Hourly rate | C.4.12.6 is requesting standard training to help peer support volunteers get continuing education and maintain skills; CLINs 0002 and 0003 should be used for this. | ||
| 84 | RFP | C.4.12.8 | 24 | C.4.12.8 | General Content Guidance: There should be a seprate CLIN for Bulk printed materials such as Brochures, posters, wallet cards, etc. | Offerors are advised to take into consideration the costs associated with meeting this requirement when proposing fixed pricing on a PEPM basis. | ||
| 85 | RFP | C.4.12.1.a | 25 | C.4.12.1.a | Financial Counsultation: There should be a CLIN for Optional additional hours of Financial consultation at an hourly rate instead of PEPM | See CLIN X013. | ||
| 86 | RFP | C.4.12.1.b | 25 | C.4.12.1.b | Legal Consultation: There should be a CLIN for Optional additional hours, but should be at an hourly rate instead of PEPM. | See CLIN X014. | ||
| 87 | RFP | C.4.12.1.c | 25 | C.4.12.1.c | Eldercare support: is currently listed under CLINS 0002 and 0003. This service is costly and specialized. It should be separate from CLINS 0002 and 0003 and have its on CLIN at an Hourly rate, or a per service rate. | Offerors are advised to take into consideration the costs associated with meeting this requirement when proposing fixed pricing on a PEPM basis. | ||
| 88 | RFP | 1449 | 1 | NA | What is the anticipated award date? | The Government anticipates making an award in FY24 Q1. | ||
| 89 | RFP | B | 2 | B.1 | What is the anticipated release date of the first Task Order? | The Government anticipates issuing the first task order in FY24 Q2. | ||
| 90 | RFP | B | 2 | B.1 | What is the process for issuing Task Orders? | DHS Ordering Contracting Officers will issue task orders for their respective program office(s) when EAP and Work-Life support services are requested. | ||
| 91 | RFP | B | 5 | B.5 | Under what conditions will a Task Order be solicited/awarded as an FFP (B.5.1) or T&M/LH (B.5.2)? Under the current pricing sheet, there is no allowance for T&M pricing. | DHS Ordering Contracting Officers will determine the appropriate contract type and CLIN structure based on their requirements. The following CLINs may be awarded at the task order level on a T&M or L-H basis: CLINs X001, X005, X006, X007, and X011. Additionally, if a T&M contract type is included at the task order level, the DHS Ordering Contracting Officer will determine which materials, if any, are required to meet their requirement. | ||
| 92 | RFP | C | 6 | C.2.2 | The link to 4300A does not appear to work. Can the Government provide an updated link? https://dhsconnect.dhs.gov/org/comp/mgmt/ocio/ciso/CISO%20ALL%20Documents/DHS%204300A%20ITSSP%20SS%20Policy%20Directive%20v13.3.pdf | Section C.2.2 is amended to reflect the correct link. | ||
| 93 | RFP | C | 15 | C.4.2.1 | Can the Government please confirm that 15 seconds is the anticipated average speed of answer? | All calls shall be answered within 15 seconds. | ||
| 94 | RFP | C | 16 | C.4.2.3 | Can home mailing addresses also be requested of callers in case the member prefers to receive our materials via U.S. mail? | The contractor should not request any other data unless approved in the writing by the Government. | ||
| 95 | RFP | C | 16 | C.4.3 | Affiliate Counselor Network: Can the Government confirm that contractors are expected to offer in-person EAP counseling sessions for members living overseas | The Contractor shall have the ability to provide counseling sessions remotely. There is no expectation that counseling sessions will be in-person for members living overseas. | ||
| 96 | RFP | C | 16 | C.4.3 | For future Task Orders, does the Government anticipate any onsite counselors to be located internationally? If so, will Task Orders include Status of Forces Agreement (SOFA) detail? | No, it is not anticipated at this time. |
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