Signed_Amendment_1.pdf

DJD-14-R-0009/0001 Page 1 of 2

AM ENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1 1. CONTRACT ID CODE I

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 15. PROJECT NO. (If applicable}

0001 See Block I 6C

6. ISSUED BY CODE D-HQ 7. ADMINISTERED BY (If other than /tam 6) CODE I DEA Headquarters 8701 Morrissette Drive, Attn : Eric VanderVeen (FACA) Springfield, VA 22152

8. NAME AND ADDRESS OF CONTRACTOR (No. , street, country, state and ZIP Coda) (X) 9A. AMENDMENT OF SOLICITATION NO.

DJD-14-R-0009

x 9B. DATED (SEE ITEM 11)

02/ 19/2014

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE I FACILITY CODE

11 . THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

~ The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [Kl is extended, D is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (lfraquirad)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

-------1 ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changas in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor D is not, D is required to sign this document and return ___ coples to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organizad by UCF section headings, including solicitation/contract subject matter where feasible .)

T he purpose of this Amendment is to:

(1) R evise the Standard Form of the solicitation;

(2) R evise Sections B, F.3, G.3, L.2 and L. 10 of the sol icitation;

and (3) Post Questions and Answers

All other terms and conditions remain unchanged. As a result of this Amendment, the due date and time for the submission of proposals is now

March 24, 2014, at 2 :00 PM Eastern Time.

Except as provided herein, all tenns and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

NSN 7540-01-152-8070

Previous edition unusable

15C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Zavala, Eliana M .

16B. U~STATES OF h RICA 0 16C. DATE SIGNED a.-,.-..a.. J a _a_

J - 1-1'"/ By (Signature '(!' ~ontracting Officer)

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Section J - List of Attachments

Identifier Title Number of Pages

1 SF-33 - ADDED 1

2 Sections B, F.3, G.3, L.2 and L.10 Revised - ADDED 6 3 Questions and Answers - ADDED 8

DJD-14-R-0009/0001 Page 2 of 2

SOLICITATION, OFFER, AND AWARD 1. THIS CONTRACT IS A RATED ORDER UNDER DPAS

(15 CFR 700)

RATING OMB Clearance Control Number : 1103-0018

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

DJD-14-R-0009

SEALED BID (IFB)

X NEGOTIATED

4. TYPE OF SOLICITATION 5. DATE

ISSUED

02/19/2014

6. REQUISITION/PURCHASE

NUMBER

CODE HQ

DEA Headquarters 8701 Morrissette Drive, Attn: Eric VanderVeen (FACA) Springfield, VA 22152

7. ISSUED BY

DEA Headquarters 8701 Morrissette Drive, Attn: Eric VanderVeen (FACA) Springfield, VA 22152

8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

9. Sealed offers in original and ____________ copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8

10. FOR

INFORMATION

CALL:

A. NAME

Eric VanderVeen

AREA CODE

NUMBER

307-7987

EXT.

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

Eric.Vanderveen@usdoj.gov

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 6

X B SUPPLIES OR SERVICES AND PRICES/COSTS 3 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH

X C DESCRIPTION/SPECS./WORK STATEMENT 24 X J LIST OF ATTACHMENTS 1

X D PACKAGING AND MARKING 1 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 1 X K REPRESENTATIONS CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 9

X L INSTRS., CONDS., AND NOTICES TO OFFERORS 10X G CONTRACT ADMINISTRATION DATA 7

X M EVALUATION FACTORS FOR AWARD 5X H SPECIAL CONTRACT REQUIREMENTS 30

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

In compliance with the above, the undersigned agrees, if this offer is accepted within _______________________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS(%)

0.00 %

20 CALENDAR DAYS(%)

0.00 %

30 CALENDAR DAYS(%)

0.00 %

0 CALENDAR DAYS(%)

0.00 %

14. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS OF

OFFEROR

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OFFER (Type or Print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c) ( )

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

CODE24. ADMINISTERED BY (if other than Item 7) CODE HQ DEA Headquarters

INVOICE.EMPASSIST@USDOJ.GOV

Springfield, VA 22152

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA 28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

DJD-14-R-0009

SECTION B--SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 The Contractor shall provide the Drug Enforcement Administration (DEA) with Employee Assistance Program Services as set forth in the Statement of Work on an as needed basis. The services shall be in accordance with the terms, conditions and specifications set forth in this contract.

B.2 This is an time-and-materials, Indefinite Delivery, Indefinite Quantity (IDIQ), Firm Fixed Price (FFP) contract with fixed unit rates. The guaranteed minimum amount under this contract is $500,000.00 and is guaranteed for the base year only. There are no guaranteed minimum amounts for the option years. The minimum / maximum amounts are estimates only and are not guaranteed by this contract. If the government’s requirements do not result in orders in the quantities described, that fact shall not constitute the basis for an equitable price adjustment.

SCHEDULE:

BASE PERIOD: MAY 31, 2014 THROUGH MAY 30, 2015

CLIN NO. ITEM DESCRIPTION

MIN/MAX

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services (C.4.3) 0/400

SESSIONS

HOURS

3 Basic Training/Preventative Education (C.4.5) 300/1200

SESSIONS

HOURS

4 Specialized Training (C.4.5) 140/400

SESSIONS

HOURS

5 Organizational Consultations (C.4.4) 400/1000

SESSIONS

HOURS

6 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

BASE PERIOD GRAND TOTAL

OPTION PERIOD 1: MAY 31, 2015 THROUGH MAY 30, 2016

CLIN NO. ITEM DESCRIPTION

MIN/MAX

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services (C.4.3) 0/400

SESSIONS

HOURS

1003 Basic Training/Preventative Education (C.4.5) 300/1200

SESSIONS

HOURS

1004 Specialized Training (C.4.5) 140/400

SESSIONS

HOURS

1005 Organizational Consultations (C.4.4) 400/1000

SESSIONS

HOURS

1006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 1 GRAND TOTAL

OPTION PERIOD 2: MAY 31, 2016 THROUGH MAY 30, 2017

CLIN NO. ITEM DESCRIPTION

MIN/MAX

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services (C.4.3) 0/400

SESSIONS

HOURS

2003 Basic Training/Preventative Education (C.4.5) 300/1200

SESSIONS

HOURS

2004 Specialized Training (C.4.5) 140/400

SESSIONS

HOURS

2005 Organizational Consultations (C.4.4) 400/1000

SESSIONS

HOURS

2006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 2 GRAND TOTAL

OPTION PERIOD 3: MAY 31, 2017 THROUGH MAY 30, 2018

MIN/MAX

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services (C.4.3) 0/400

SESSIONS

HOURS

3003 Basic Training/Preventative Education (C.4.5) 300/1200

SESSIONS

HOURS

3004 Specialized Training (C.4.5) 140/400

SESSIONS

HOURS

3005 Organizational Consultations (C.4.4) 400/1000

SESSIONS

HOURS

3006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 3 GRAND TOTAL

OPTION PERIOD 4: MAY 31, 2018 THROUGH MAY 30, 2019

MIN/MAX

QUANTITY UNITS PRICE TOTAL

Clinical and Counseling Services (C.4.1 and

C.4.2) 1000/2500 SESSIONS

Clinical Briefings/Trauma Response Services (C.4.3) 0/400

SESSIONS

HOURS

4003 Basic Training/Preventative Education (C.4.5) 300/1200

SESSIONS

HOURS

4004 Specialized Training (C.4.5) 140/400

SESSIONS

HOURS

4005 Organizational Consultations (C.4.4) 400/1000

SESSIONS

HOURS

4006 Travel Surge (C.4.3) (Not-to-Exceed Amount) NTE $40,000 $40,000.00

OPTION PERIOD 4 GRAND TOTAL

SECTION F--DELIVERIES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE

This solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at www.acquisition.gov.

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 DEA-2852.211-70 PERIOD OF PERFORMANCE (BASE AND OPTIONS)

(MAY 2012)

(a) The period of performance of Base Period of this contract begins on May 31, 2014 and ends on May 30, 2015.

(b) Pursuant to clause 52.217-9, Option to Extend the Term of the Contract, in the event that the Contracting Officer exercises an option, the period of performance for each option period shall be as follows:

Option Period I: May 31, 2015 to May 30, 2016 Option Period II: May 31, 2016 to May 30, 2017 Option Period III: May 31, 2017 to May 30, 2018 Option Period IV: May 31, 2018 to May 30, 2019

(c) The exercise of any options is subject to the availability of funding and the continuing needs of the Government.

(End of Clause)

F.3 PLACE OF PERFORMANCE

The Contractor shall perform EAP services at DEA’s Domestic Field Divisions including the Caribbean Division. As required, the Contractor shall perform at other Government facilities and/or non-Government sites. If necessary, such changes shall be pre-approved by the Contracting Officer.

Administrative performance will occur primarily at the Contractor’s facilities. However, the Contractor may also be required to perform services at DEA locations including, but not limited to, those specified in Exhibit A. As required, the Contractor shall perform at other Government facilities and/or non-Government sites.

Name: [enter name, title, mailing address, telephone #, and e-mail address]

(End of Clause)

G.3 DEA-2852.242-71 INVOICE REQUIREMENTS (MAY 2012)

(a) The Contractor shall submit scanned or electronic images of invoice(s) to the following e-mail addresses:

(1) Invoice.Admin@usdoj.govInvoice.Empassist@usdoj.gov ;

(2) Eric.Vanderveen@usdoj.gov ; and

(3) Contracting Officer’s Representative: TBD

(b) The date of record for invoice receipt is established on the day of receipt of the e-mail if it arrives before the end of standard business hours (5 p.m. local), or the next business day if the invoice arrives outside of normal business hours. Scanned documents with original signatures in .pdf or other graphic formats attached to the e-mail are acceptable. Digital/electronic signatures and certificates cannot be processed by DEA and will be returned.

(c) In addition to the items specified in FAR 32.905(b), a proper invoice shall also include the following minimum additional information and/or attached documentation:

(1) Total/cumulative charges for the billing period for each Contract Line Item Number

(CLIN);

(2) Dates upon which items/services were delivered; and

(3) The Contractor’s Taxpayer Identification Number (TIN).

(d) Invoices will be rejected if they are illegible or otherwise unreadable, or if they do not contain the required information or signatures.

(End of Clause)

G.4 DEA-2852.242-70 CONTRACTOR PERFORMANCE ASSESSMENT

(MAY 2012)

(a) Pursuant to FAR subpart 42.15, the Government will assess the Contractor’s performance under this contract. Performance assessment information may be used by the Government for decision-making on exercise of options, source selection, and other purposes, and will be made available to other federal agencies for similar purposes.

(b) Performance will be assessed in the following areas:

(1) Quality of product or service;

(2) Schedule;

(3) Cost control;

(4) Business relations;

SECTION L--INSTRUCTIONS, CONDITIONS AND NOTICE TO OFFERORS OR

RESPONDENTS

L.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at www.acquisition.gov

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) PROVISIONS

NUMBER DATE TITLE

52.215-1 JAN 2004 INSTRUCTIONS TO OFFERORS—COMPETITIVE

ACQUISITION

OCT 1997 ALTERNATE I

52.222-24 FEB 1999 PREAWARD ON-SITE EQUAL OPPORTUNITY

COMPLIANCE EVALUATION

L.2 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of a time-and-materials,n Indefinite Delivery Indefinite Quantity (IDIQ), Firm Fixed Price (FFP) contract with fixed unit rates resulting from this solicitation.

L.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

(a) Protests, as defined in Section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served to the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from:

U. S. Department of Justice Drug Enforcement Administration Office of Acquisition and Relocation Management Acquisition Management Section (FAC) Attn: Eliana Zavala, Contracting Officer 8701 Morrissette Drive Springfield, VA 22152

SECTION G-- INSTRUCTIONS

In G.2, fill in the Contractor point of contact for contract administration.

SECTION K-- INSTRUCTIONS

The Offeror is required to complete Section K, Representation, Certifications, and Other Statements of Offerors.

L.10 TIME, DATE AND PLACE FOR SUBMISSION OF PROPOSAL

The proposal (whether hand-carried, delivered via FEDEX, UPS, etc., or mailed via the Post Office) submitted in response to this solicitation shall be delivered by the date and time to the address set forth below.

Proposals are due on March 1924, 2014, by 2:00 p.m. Eastern Time and shall be delivered to the following address:

U. S. Department of Justice Drug Enforcement Administration Office of Acquisition and Relocation Management Acquisition Management Section (FAC) Attn: Eric VanderVeen, Contract Specialist 8701 Morrissette Dr.

Springfield, VA 22152

Marked for: DJD-14-R-0009

MARKED: “PROPOSAL DO NOT OPEN”

All packages are subject to Security screening i.e. x-ray by the Government and should therefore be delivered in enough time so as not to be received after the date and time specified for receipt of proposals. It is the Offeror’s responsibility to ensure timely arrival. Under no circumstances shall proposals be left with another individual not duly authorized to accept the proposal.

L.11 FINAL PROPOSAL REVISIONS

Changes to the proposal as a result of any discussions shall be accomplished by amended page(s). Changes from the original page shall be indicated by a vertical line, adjacent to the change, on the outside margin of the page. The Offeror shall include the date of the amendment on the lower right hand edge of the page as well as the amendment number which caused the change.

L.12 DISPOSITION OF PROPOSALS

After evaluation, selection, and contract award, unsuccessful proposals will be disposed of as follows: one original hard copy of each proposal along with two copies of Compact Discs will be retained by the Contracting Officer and the remaining hard copies will be destroyed either by

DJD-14-R-0009

AMENDMENT 0001

QUESTIONS AND ANSWERS

Question 1: Please clarify the units for contract line item numbers (CLINs) 2, 3, 4 and 5: does a “session” refer to an hour of service or a single event? For example, would a 4-hour specialized training be billed as one (1) session or four (4) sessions under CLIN 4?

Answer 1: Please see the revised Section B. The unit for these CLINs is changed from “session” to “hour.”

Question 2: Regarding Section C.4.1, are the services for aftercare and monitoring (as described in letters K and L) billed on an hourly basis as a session under CLIN 0001? For example, if we perform three (3) hours of work providing aftercare services to a patient, could we bill this as three (3) sessions under CLIN 1?

Answer 2: Sessions are defined as one hour of service per CLIN. Therefore, three (3) hours of work providing aftercare services to a patient would be billed as three (3) sessions under CLIN 1.

Question 3: Please provide the current contracted price per session for each CLIN:

Clinical/Counseling services, Clinical Briefing/Trauma Response services, Basic Training/Preventative Education, Specialized Training, and Organizational Consultations.

Answer 3: DEA cannot provide this information at this time, as this is an open, competitive solicitation and the Government does not want to unduly influence offeror pricing. The current contract has a total value of $10,935,306.90 for sixty-two (62) months of performance.

Question 4: Please provide utilization information for the past two years, broken down by number of sessions for each CLIN on the schedule provided in Section B: Clinical/Counseling services; Clinical Briefing/Trauma Response services; Basic Training/Preventative Education;

Specialized Training; Organizational Consultations.

Answer 4: In Option Period IV of the current contract (March 31-May 30, 2014), DEA ordered the following from the current contractor:

• 3,084 Clinical Services sessions

• 190 Clinical Briefings sessions

• 666 Basic Training sessions

In Option Period III of the current contract (March 31-March 30, 2013), DEA ordered the following from the current contractor:

• 3,530 Clinical Services sessions

• 400 Clinical Briefings sessions

• 1,100 Basic Training sessions

In Option Period II of the current contract (March 31-March 30, 2012), DEA ordered the following from the current contractor:

• 3,000 Clinical Services sessions

• 287 Clinical Briefings sessions

• 516 Basic Training sessions

• 246 Specialist Training sessions

Question 5: Please clarify if the training materials for all topics listed will be provided by the DEA to the selected EAP vendor. If not, please specify the training topics for which materials will not be provided and state if DEA will compensate for training development time for the new EAP vendor to develop materials for these topics.

Answer 5: Per Section C.4.5 of the Statement of Work (SOW):

The Contractor shall utilize a wide array of EAP prevention/education tools such as workshops, webinars and virtual teleconferencing to create EAP awareness and prevention of workplace problems. The Contractor, through its Area Clinicians and Clinician Trainers, and in coordination with its Key Personnel shall provide orientation, education, and prevention programs for all accessible DEA personnel throughout DEA’s Domestic Field Divisions including the Caribbean Division with ten or more assigned agency personnel. A list of proposed training topics and their respective curricula must be submitted with this proposal.

The Contractor is responsible for developing all training materials, assuring the academic quality, topical content and population relevance of all curricular content and participant materials. Annually, the EAP Administrator/COR and Contractor Key Personnel shall meet to review and suggest updating of the curriculum content and learning mediums utilized.

Development of new curricula can be requested at any time by the EAP Administrator/COR to meet new or unaddressed needs in the EAP service population, or as the result of unsolicited curriculum ideas from the DEA population. These requirements are to be addressed in the Technical Proposal pursuant to Section L.9.2 Factor 4.

Question 6: Please provide a Geo report showing the number of DEA employees by location.

Answer 6: DEA cannot provide this information at this time.

Question 7: How much time will be provided to permit DEA security clearance of key personnel?

Answer 7: DEA has no way of knowing at this time how long DEA security clearance procedures will take. This varies case-by-case depending on the security package in question.

Question 8: Is it the preference of DEA to use the same Area Clinicians and Remote Clinicians regardless of the EAP vendor chosen?

Answer 8: DEA does not have a preference, as long as all contractor personnel meet the qualifications stated in the Statement of Work, Section C.5.

Question 9: Regarding SOW Section C.5 Labor Categories/Duties/Personnel Qualifications, page 21 states the following: “Personnel described as full-time (i.e., personnel dedicated 100% time exclusively to the DEA EAP contract and/or job sharing to equal 100% time exclusively to the DEA EAP contract) are to provide 40 hours per week.” Can you describe your concept of “job sharing” as it relates to the key personnel roles in C.5.2 and C.5.3?

Answer 9: The Administrative Clinician and Management Analyst are full-time Key Personnel positions which require forty (40) hours per week dedicated 100% to the DEA EAP contract.

Alternatively, the contractor can utilize “job sharing” to meet the forty (40) hours per week requirement by filling the positions with two (2) or more individuals. However, please note that all personnel who will be performing Key Personnel positions are subject to the requirements in DEA-2852.242-76 Key Personnel (JAN 2014)

Question 10: Can you provide EAP utilization data/reports for the last three years including:

a. Total number of clinical and counseling sessions per year

b. Average number of clinical and counseling sessions per case per year

c. Total number of clinical and counseling cases per year

d. Total number of management consultations per year

e. Total number of formal supervisory referrals per year

f. How many Substance Abuse & Inpatient Monitoring services per year?

g. How many Substance Abuse & Inpatient Follow-up services per year?

h. How many patients admitted to an inpatient or outpatient program beyond the 6 sessions per year?

i. How many patients received back-to-work coordination per year?

j. How many patients received monthly follow-up after successfully completing treatment for alcohol abuse per year?

k. Total number of provided Clinical Briefings/Trauma Response Services sessions per year

l. Total number of provided Organizational consultation sessions per year

m. Total number of provided Basic Training/Preventative Education sessions per year

n. Total number of provided Specialized Training sessions per year

Answer 10: DEA can provide the information included in Answer 4.

Question 11: Please provide current rates for the last three years:

a. Clinical and Counseling Services session rate per year

b. Clinical and Briefings/Trauma Response Services session rate per year

c. Basic Training/Preventative Education session rate per year

d. Specialized Training session rate per year

e. Organizational Consultations session rate per year

Answer 11: DEA cannot provide this information at this time, as this is an open, competitive solicitation and the Government does not want to unduly influence offeror pricing. The current contract has a total value of $10,935,306.90 for sixty-two (62) months of performance.

Question 12: Are aftercare services to be included in the per unit session fee?

Answer 12: Yes, the unit price for each CLIN (with the exception of the Travel Surge CLINs) should include all costs, to include labor, wages overhead, fringe benefits, and any other indirect costs. Aftercare services include additional sessions past the six (6) session model to provide after care follow-up sessions for EAP clients who have completed a course of treatment.

Question 13: Are monitoring services included in the per unit session fee?

Answer 13: Yes, the unit price for each CLIN (with the exception of the Travel Surge CLINs) should include all costs, to include labor, wages overhead, fringe benefits, and any other indirect costs.

Question 14: Are copies of all closed EAP patient files provided to the EAP Administrator/COR and patient? If not, which cases?

Answer 14: Per Section C.6 (B) of the SOW:

The Contractor will annually identify and assemble all Clinician and Contractor Case Files with three (3) or more years of inactivity (here-in defined as “retired”) and ship them to the DEA EAP Administrator/COR for proper disposition. Each therapist, clinician, etc. providing services shall sign a contractor generated affidavit certifying that they have given up all records, transaction documents and record copies on the identified cases and are in full compliance with this section of the EAP Contract.

These affidavits must be on file for review by the EAP Administrator/COR and DEA Inspectors.

In accordance with this section, retired files are not released to the patient except when requested in writing by the patient.

Question 15: How many people are “training eligible” employees, which include the DEA Contractors and Task Force members?

Answer 15: DEA does not have specific figures available regarding the number of “training eligible” employees.

Question 16: Are the program administration costs included in the unit fees such as the staffing for three (3) full-time employees (Administrative Assistant, Administrative Clinician and Management Analyst), security system requirements, etc.?

Answer 16: Yes, the unit price for each CLIN (with the exception of the Travel Surge CLINs) should include all costs, to include labor, wages overhead, fringe benefits, and any other indirect costs.

Question 17: Is the online system for managing case files owned and maintained by the Contractor or is this system owned by DEA and utilized by the Contractor?

Answer 17: The online system is owned and maintained by the Contractor. The Contractor must utilize its own tracking system in the performance of this contract.

Question 18: Where is the contractor expected to work, at a DEA location or the Contractor’s facility?

Answer 18: Pursuant to revised Section F.3 of the solicitation: Administrative performance will occur primarily at the Contractor’s facilities. However, the Contractor may also be required to perform services at DEA locations including, but not limited to, those specified in Exhibit A. As required, the Contractor shall perform at other Government facilities and/or non-Government sites.

Question 19: Who is the current EAP provider?

Answer 19: The current EAP provider is Health & Human Services Group (HHS).

Question 20: How long has the current EAP been in place?

Answer 20: The current contract DJD-09-C-0033 with HHS has been in place since February 27, 2009.

Question 21: What goals of the EAP are not being met by the current provider?

Answer 21: DEA cannot provide this information.

Question 22: On a scale from 1-4 (4 being completely satisfied, 1 being completely unsatisfied), how satisfied are you with your current EAP provider?

Answer 22: DEA cannot provide this information.

Question 23: What is the cost of the current contract annually?

Answer 23: DEA cannot provide this information at this time, as this is an open, competitive solicitation and the Government does not want to unduly influence offeror pricing. The current contract has a total value of $10,935,306.90 for sixty-two (62) months of performance.

Question 24: Is the medical insurance plan self-funded or experience rated?

Answer 24: The Federal Employees Health Benefits (FEHB) is a system of “managed competition” through which employee health benefits are provided to civilian government employees and annuitants of the United States Government. The government contributes 72% of the weighted average premium of all plans, not to exceed 75% of the premium for any one plan (calculated separately for individual and family coverage). The program is administered by the United States Office of Personnel Management (OPM).

Question 25: Who is the current healthcare plan carrier(s)?

Answer 25: DEA is not able to answer this question at this time.

Question 26: Please provide the annual EAP client utilization percentage.

Answer 26: The program utilization rate is formulated by calculating the total number of employee clients who have received EAP counseling services each year divided by the total number of DEA employees. Clinical briefings and management consultations shall not be included in the utilization rate. The DEA EAP has maintained a utilization rate of 8% for the last five (5) years using the formulation of calculating the total number of employees who have received EAP counseling services each year divided by the total number of DEA employees.

Question 27: Please provide the percentage of EAP cases managed within the EAP only and not referred beyond the EAP to long-term treatment providers through their healthcare plan.

Answer 27: This information is not available at this time, and therefore cannot be provided.

Question 28: How is the current EAP provider’s utilization calculated? Are web hits, training attendance, critical incidents, etc., included in the rate?

Answer 28: See Answer 26.

Question 29: What year was the EAP last put out to bid?

Answer 29: Contract DJD-09-C-0033 was awarded February 27, 2009. This award was the result of a competitive procurement.

Question 30: Does your policy require that the EAP be bid out at this time?

Answer 30: Solicitation DJD-14-R-0009 was released as a result of the coming expiration of the current contract DJD-09-C-0033. DEA released the solicitation to procure services with an anticipated start date of May 31, 2014 as specified in Section F.2.

Question 31: Should the technical volume begin with an Executive Summary?

Answer 31: An Executive Summary is not required; whether to include one is at the discretion of each offeror.

Question 32: Do we need to have the Key Personnel (Administrative Clinician, Administrative Assistant and Management Analyst) named in the RFP or can we state we will provide that information if awarded the contract?

Answer 32: Offerors should submit proposed Key Personnel by name, and demonstrate their ability to meet the qualifications as established in the solicitation.

Question 33: Can the answering service transfer the call to a master level clinician? Not actually pick up the phone?

Answer 33: Yes, the answering service can transfer the call to a master level clinician; however, the Contractor shall have Master’s Degree level mental health clinicians respond to the EAP phone line 24 hours per day, 7 days per week, and 365 days per year (24/7/365).

Question 34: Does DEA pay the salaries of the 3…100 percent additional employees? Or is that part of the hourly fee we would charge?

Answer 34: All costs are to be included as part of the fixed unit rate. The unit price for each CLIN (with the exception of the Travel Surge CLINs) should include all costs, to include labor, wages overhead, fringe benefits, and any other indirect costs.

Question 35: Under Factor 2 is the offeror required to include the complete Security Plan in the proposal? If yes, does it count towards the 50 page limit?

Answer 35: Yes to both questions.

Question 36: Under Factor 3 is the offeror required to include the complete Quality Control Plan in the proposal? If yes, does it count towards the 50 page limit?

Answer 36: Yes to both questions.

Question 37: Please confirm that the offeror should include all 104 pages of the subject solicitation as Volume II? “The Offeror shall complete the applicable areas including Section B of the solicitation and return a copy of the entire solicitation, which constitutes Volume II.”

Answer 37: Yes, offerors should include this as part of Volume II, along with the additional information required by Section L.9.3.

Question 38: Please confirm that in Section B the price column should include a price for each session and that the total should include a min and max total in the total column.

Answer 38: Yes, this is correct.

Question 39: Do offerors have to be registered in the DEA Procurement system in order to submit our EAP response regarding the referenced RFP?

Answer 39: No, offerors do not have to be registered in any DEA procurement system in order to submit a proposal. However, offerors do have to be registered in the System for Award

Management (SAM) in order to be eligible for award pursuant to Federal Acquisition Regulation

(FAR) 4.11.

Question 40: Are offerors required to be a registered business in the State of Virginia in order to be a selected as an EAP provider for the DEA?

Answer 40: No. See Answer 39.

3.1.2 Meeting Documentation

3.1.2 Meeting Documentation