Questions and Answers DAF Wellness Public Version.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- DAF Civilian Wellness Industry Day Q&A
- Solicitation number
- FA800324R0020
About this file
This document is a Questions and Answers (Q&A) file for the Department of the Air Force (DAF) Civilian Wellness contract opportunity. The solicitation seeks a comprehensive wellness services provider to deliver workplace-based behavioral and physical health services across multiple Air Force locations. Key elements include a 24/7 toll-free telephonic support system, on-site and virtual wellness teams, and services accessible through websites and mobile applications. The contract requires a single prime vendor to provide non-clinical services such as mental health support, skill-building, education, and referral services at no cost to employees and their family members.
Notably, the contract involves complex personnel requirements, including key positions like On-Site Counselors, Wellness Specialists, Wellness Coordinators, and a Communications/Marketing Manager. Cybersecurity compliance is critical, with requirements for FEDRAMP certification and operational compatibility on personal devices. The contract will cover both CONUS and OCONUS locations, with staffing levels varying based on population size (ranging from 1-6 personnel per team). Additional specifications include personnel clearance requirements (Tier 1 minimum), integration with existing systems, and the ability to support surge requirements for disaster or crisis events across the Air Force.
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Other files
| File | Type | Posted |
|---|---|---|
| DRAFT DAF Civilian Wellness PWS Industry Day.pdf | ||
| Industry Day.pdf |
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Sheet1
| Question | Answer | |
| What services are provided and how are these services currently being integrated? | Please see draft PWS for service breakdown and expectation requirements | |
| What apps and Electronic Health Record are currently in use? | We currently have two websites we use for the programming: our EAP website hosted by Magellan and USAFWellness.com which facilitates the Physical health portion of services. The USAFWellness.com also has an app associated with it under Motivational Alliance. So yes, it is part of the current programming, but a website and an app are required for the new effort as well. Additionally, there are options for additional incorporation of personal apps (e.g. fitness trackers) that might be personally owned. | |
| What types of incentives rewards programs are currently being utilized to encourage resource usage? | Civillian Wellness, as a whole, is not incentivied. Physical Wellness does currently have two annual wellness "Challenges" that have a starting and closing small incentive. | |
| What is the current outreach approach? Is it considered effective? | Mutli-faceted approach utilizing email, web/app, social media, and in-person/virtual outreach. | |
| What is the current user satisfaction metrics of the existing systems? When was the last measure executed? | User satisfaction metrics for the upcoming requirement have not been developed at this time. Current contracts performance will not be discussed | |
| What were the top 5 pain points provided by users? | Unable to answer concerning personnel health concerns. | |
| Will DAF contract include tasks to integrate current case management, medical provider records, and health and wellness encounters? | Final PWS will incorporate tasks at some degree of the case management, medical provider records, and health and wellness encounters. | |
| Are GS civilian positions supporting CHPS locations and will also they continue under DAF? Does the Federal Employees Health Benefits (FEHB) cover or reimburse for DAF services and is the contractor responsible for processing claims? | The contractor should provide non-clinical services (mental health), skill building and education, in-person wellness at designated locations. They shall also provide referrals to clinical services (outside the scope of contract) and for work-life and related activities. Activities covered within the contract are provided at no cost to the client/member using program. Those activities outside the contract (i.e. after the referral, any actions requested of doctor, legal/finanical professional) would be at the expense of the client. We only make the connection. | |
| Do any union agreements require coordination to implement DAF services? Are they currently involved in CHPS or the AFMC EAP? | Yes and Yes. These actions will be conducted by the DAF Civilian Wellness Program Office and do not require action by the vendor(s). | |
| Will the government provide adequate facility space at each location or provide reimbursement for leases? | Yes on providing space. We will not support independent leases. | |
| What are the number of anticipated surge requirements for responding to disaster or crisis events across the Air Force per year? | Requirements will be finalized in the PWS/Solicitation. | |
| What is the Total Contract Value? | Independent Government Estimate will not be disclosed. | |
| Are NAF employees eligible for services? | Yes and their family members | |
| Will installation or other MWR programs continue to support/manage fitness centers, or will these be included under this PWS? | The fitness centers are a separate entity and do not have a role/responsibility to/with the civilian wellness program. | |
| What is the anticipated need for face to face fitness classes vs. virtual, and what will be the role of MWR relative to fitness classes once this contract begins? | MWR is a separate entity and does not have a role in the civilian wellness programming being proposed in the PWS. A hybrid approach is expected across the DAF with level of engagement based on population site and access to on-site resources (Wellness teams) and needs of the installation. | |
| Are there any DoD additional cyber requirements (i.e., IL status, designated Cloud Service Provider, etc)? | If a program tool is offered, it must comply with current cyber requirements. | |
| Is there a requirement for integration with other DoD systems (federated single sign-on, etc)? | If a program tool is offered, it must comply with current cyber requirements. | |
| Are there any requirements for mobile applications to operate on DoD devices or will it be only personal devices? | Ideally, this answer is programs should be operational on both systems, but must be operational on personal devices. | |
| What USAF agency will be the Authorizing Official for FEDRAMP? | AFMC/A1 | |
| Will this solicitation require the contractor to possess a Facilities Clearance qualification? | All personnel must be able to secure/maintain a Tier 1 clearance | |
| Is there an expectation for the location and numbers of personnel that will require Secret or higher clearance? | At selected sites identified in PWS in Table 1 | |
| Is the Government considering the possibility of dividing the solicitation into geographic areas of coverage instead of awarding the entire contract to one vendor? | No. The expectation is that there is a single overarching prime. Regional management under the prime is at the discretion of the vendor. | |
| (Key Personnel): | ||
| a. | 1.5.1.2. On-Site Counselor (Key Personnel): | |
| b. | 1.5.1.3. Wellness Specialist (Key Personnel) | |
| c. | 1.5.1.4. Wellness Coordinator (Key Personnel) | |
| d. | 1.5.1.5. Wellness Specialist (Key Personnel) | |
| e. | 1.5.1.6. Communications/Marketing Manager (Key Personnel): | |
| Are these key positions required for every location listed in PWS 1.2? The delineation of duties for each position is clearly stated in the PWS and appropriate for each wellness team, but a ten-year experience requirement for 1.5.2.1 and 1.5.1.3 will be difficult to fill. Likewise, if a Communication/Marketing Manager is required at each location listed in 1.2, the requirement for a Master’s degree may be difficult to support. In our experience, recent and relevant marketing experience is preferable to a Master’s degree, given the rapid pace of change in platforms and technology. | While Wellness team staffing approach is at the discretion of the vendor to make the most impact based on need and population size, and govenrment position is requirements meet the needs of said locations as related in the PWS. The government office does not agree with the request to lower requirements. Thre is only one Communications/Marketing Manager required for the PWS and is not expected to be an installation-based resource. | |
| PWS 1.2 Scope: Services shall be accessible through a toll-free, 24/7 telephone and available onsite. | ||
| Is the expectation that there will be one centralized facility for providing telephonic support? Are onsite services required at all sites listed in 1.2 as well? | We do not direct how the call center is set up, only that it is a clinical-first model. While onsite offices are expected at high need/high population locations, onsite services are expected to be provided at all locations through an affiliate provider network, telephonic, virtural (video conferencing) resources, and web-based services. | |
| PWS 5.2 The contractor through National Call Service Center, shall ensure service is accessible through a toll-free telephone number 24 hours a day, 7 days a week. | ||
| Is this call center already operational through DAF? If onsite services are required does the government understand that toll-free numbers will need to be acquired in the host nation? | The national call center number, 866-580-9078, will transition to the new contract. The government does not operate the call center; it is part of the contract requirements that the vendor operated and sustain the call center in the manner directed in PWS. | |
| For OCONUS positions, will there be government reimbursement for relocation expenses? Will SOFA/logistical support status be provided and DODEA funding given for dependents? | Government program office provides no personnel expenses for relocation. Government program provides no funding for family needs (DODEA). The government program office will assist with SOFA/logistical actions limited to contract position (ex. ecops). We do not provide support for visa and residency requirements. | |
| Will FEDRAMP be required for all contractors, or only for the Prime contractor on a team? As a company that regularly provides healthcare and wellness services, we are not focused on providing cloud-based solutions and this certification would be restrictive if it is required for all company members on a team. | FEDRAMP will be required for any vendor who will be operating any programs /tools on the DAF network system. It is a business process/software requirement, not a personnel requirement. | |
| In OCONUS locations, it is common practice for clinics to refer patients to host nation providers. Does the government require all individuals to be U.S. citizens or can qualified host nation individuals be hired? | If certifications are equivalent to state-side practice requirements, there is no direction from the government office that personnel must be U.S. Citizens in OCONUS positions. Vendor is responsible for ensuring certifications are equal to or greater than U.S. requirements for onsites. Affiliate provider network, if using host nation personnel, would be at the requirements of said country. | |
| Does the government require all education to be through an approved U.S. accredited educational institution or are equivalent degrees/licenses/certifications from a host nation accredited institution acceptable? | As long as accrediation is accepted by U.S. Institutions, origin of degree/experience is not within the Government program office's purview. | |
| In section 5.2.1. Location-specific Support of the PWS, it states that locations are to be staffed in accordance with this guidance: |
5.2.1.2. >10K Full team (Counselor, Wellness Coordinator/Specialist, Speciality) 4-6 persons
5.2.1.3. >5K – 10K Wellness Team 2-3 persons
5.2.1.4 >2K – 5K Wellness Team 1-2 persons
5.2.1.5 <2K Mobile
5.2.1.6. Unique considerations (ex. PACAF will have Advocate/wellness but limited services)
| Is the range specified in this section for persons to be staffed at the locations according to DAF Civilian population meant to prescribe a minimum full-time employee manning/staffing per location with the lower number, and the maximum manning with the higher number? If not, please clarify. | This is correct. | |
| PWS Section 5.2.6.3 states, “The contractor shall provide necessary coverage through the efficient assignment of qualified staff.” Please define more clearly the word “necessary” as it used in this sentence. Does “necessary” mean the contractor must staff with full time “persons”/equivalents at the lower end number of the ranges prescribed in section 5.2.1, the middle of the range, or the higher end of the range? | ||
| a. We would recommend the RFP require the offeror to provide their staffing plan and specify if the staff at each location (bases specified in Table 1 of the PWS) is a full time equivalent (FTE) or part time, and if the government’s “necessary” coverage is not met in the staffing plan, the offeror is disqualified for award. | Government program office will not direct staffing levels in RFP to allow for vendors to determine innovative and thoughtful approaches to meeting the requirements for the civilian wellness program. | |
| PWS Section 5.10 Task J. Please clarify if the equipment to perform CRPs, Blood Pressure, Height and Weight, Body Composition and skin analysis are to be provided by the offeror at all manned locations specified in table 1 and PWS Section 5.2.1 at the start of the contract. It is our understanding this is an investment the offeror must make prior to the contract start date and required to execute the contract. | The government program office will provide a limited "government furnished equipment" list but no guarantee of equipment or resources is assured at contract start from the government. Expectation is that at contract award, vendor will anticipate initial need and be prepared for contract start date. | |
| For PWS Section 5.11, please clarify how a CLIA waiver will not be required, as it is a federal requirement to have and maintain one at each facility performing screening. Additionally, some states require further review, surveillance, reporting and updated certificates annually. Even if the contractor offers these screening services through a third party, a CLIA waiver is required by law to be maintained and posted during screening. How will this requirement be addressed? annually. Even if the contractor offers these screening services through a third party, a CLIA waiver is required by law to be maintained and posted during screening. How will this requirement be addressed? | CLIA waivers are required if vendor is performing services using blood draws. However, depending on how the vendor chooses to meet this requirement would drive whether the vendor would require the national CLIA or if a subcontractor or related service would have to | |
| What is the government’s objective in consolidating the three existing DAF Civilian Wellness Services contracts (EAP, CHPS, and the Data Management Platform) into one consolidated contract? What are the key outcomes the government is looking to achieve? | ||
| a. Will each of these existing contracts expire/be terminated on the DAF Wellness contract award date? Or, will the existing contract efforts end on different dates based upon option year completion dates for each contract and the DAF Wellness contract picks up those efforts when the expire? | We will not be answering this question. | |
| When does the government expect to complete the revision of the PWS and finalize the acquisition strategy? Will industry be notified of the acquisition strategy well before the RFP release or in a Draft RFP release 1-2 months before the release of the final RFP? | A draft Solicatation will be posted before offical solicitation is released. | |
| Will the government agree to release a Draft PWS with the revisions finalized after the Industry Day along with a draft RFP at least one month prior to a planned solicitation release date to allow industry to review the documents and ask questions? This is a “Best Practice” for solicitations according to the Defense Acquisition University (DAU)? | Yes. A draft Solicitation will be posted before. | |
| Please provide the anticipated Period of Performance for this opportunity once the acquisition strategy is approved and well before (2-3 months) the RFP release. The Period of Performance is outdated in the PWS currently. | Period of performance will be listed in draft Solicitation. | |
| 5.2. Task A – Access to Services – Master’s level clinicians answer calls and identify the services needed (i.e., referral to a counselor, resource specialist/worklife specialist, referral to legal and financial experts, etc.). Call Center will be a clinical-first model in which calls are answered by a licensed, credentialed counselor within services provided immediately or facilitated support to appropriate resources is provided. |
5.4 Task C – Work-Life Services - The contractor shall ensure employees have 24/7 access to, as a minimum, bachelor’s-level Work-Life consultants.
| Please clarify: Master’s level clinicians need to answer 100% of all calls or bachelor’s level work-life consultants can answer work-life service calls. Also, can bachelor’s level team members answer general program questions and “facilitate support” to a master’s level clinician when appropriate as described in the last sentence of the 2nd paragraph of Task A? | Government program office would remain firm on the requirements for mental health support remaining a Master's level or higher licensed, credentialed counselor. Worklife consultants can remain bachelor's level. |
| 5.6. Task E – Critical Incident Response Services – “The contractor shall assist with emergencies in the workplace to include unlimited critical incident stress debriefings and grief counseling. One event equals one provider per day up to 4 hours (per day) at one location.” | |
| Please clarify: If an event is defined as requiring one provider per day for up to 4 hours per day, should this say “unlimited events”? All other Critical Incidents requiring more would be considered large-scale, and additional fees may apply, as described in 5.6.1. | Language in the PWS is correct. Unlimited per contract period means that at any given time, any installation can request a CIRS to their location (4 hours/1 provider) to address organization trauma (suicide, natural disaster, excessive workplace stress). Each 4 hour period is considered a seperate request. |
| 5.14 Task N – On-site Wellness Teams. The program will provide on-site (in DAF-provided locations) licensed, certified counselors and wellness personnel who are able to provide non-clinical group, individual and organizational support. Locations will be based on population (5.2.1.2, 5.2.1.3). | |
| Please specify the exact locations requiring onsite counselors and the FTEs required by location, along with any other requirements related to days of week or time of day. | Expectation is that vendor proposal presenst a staffing plan that takes into consideration the population of the installation as well as any additional factors (remote/overseas/high tempo) based on their experience within the field and similar programming. |
| 5.2.6 Life Threatening Emergency…. | |
| Suggestion: This section (5.2.6) inclusive of 5.2.6.1, 5.2.6.2, 5.2.6.2.1, 5.2.6.2.2., 5.2.6.2.3. is related to scheduling appointments and appointment guarantees. Consider re-naming 5.2.6 accordingly and including subsections for emergencies, urgent needs and routine situations. | Suggestion received and will be looked into further. |
| 5.2.6.2. In routine situations, the Contractor shall provide names of resource referral specialists with first appointment availability within 3 business days of the caller's initial call for services. |
In a previous Draft PWS from the solicitation market research in 2020, DAF Resiliency had the following requirement for the EAP scope, which has since been omitted:
| “5.2.6. The contractor shall be responsible for implementing protocols and procedures to assure that counselors are available to meet with employees and their family members at a mutually agreeable time.” The requirement in subsequent sub paragraph (5.2.6.2.1) stated; “The Contractor shall offer first available appointment search to all routine callers.” Suggestion: Providing a list of names of referrals and “offering” first available appointment search doesn’t guarantee a client gets an initial counseling appointment. Consider requiring the contractor to document the initial secured first appointment date, to ensure the clients requesting counseling receive it. | Question referenced a draft PWS from a separate contract, the information in that draft PWS is not included in the current DAF Wellness draft PWS. | |
| Does the ESS anticipate any changes to projected timelines once the new administration is in place (i.e. solicitation 2025 Q3)? | Not at this time. | |
| Can the Government confirm how many locations will require staff with Secret Clearance (ballpark number)? | This is currently being determined. At minimum, 5. | |
| What are the general demographics of the civilian workforce who will be supported by this requirement—age, gender, comfort and preference for technology, particularly mobile? | Any available demographics will be provided at time of award, however, it is a multi-generational population | |
| Will the civilian workforce have reliable access to service/internet connection or are low- to no-bandwidth scenarios possible? | Work locations are varied ex. secure locations may have limites on technology, remote locations may have signal challenges, and flightline duties may not have desktop access. | |
| Would the ESS and the DAF Civilian Wellness teams consider a live demo of the READY™ mobile app? If so, what is the best way to coordinate, whom can we contact? | Government team would agree to demo. |
File details come from the government source that posted it. Updated .