W9124N-17-R-0001_Solicitation_Q&A.pdf

ATTACHMENT 1:

EAP SOLICITATION QUESTIONS AND ANSWERS

*Listed below are the Answers to the 70 Questions submitted in response to Solicitation

W9124N-17-R-0001. Questions are labeled with a “Q” and Answers are labeled with an “A”.

(E.g. the answer to Question 1 (Q-1) is listed directly below and labeled “A-1”)

Q-1: Does the Combined Synopsis/Solicitation under solicitation number W9124N17R0001 contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

A-1: The requirements are similar to the current contract. The current contract number is:

W9124N-12-C-0001.

Q-2: Who currently provides EAP services to U.S. Department of the Army -Monterey? For how many years?

A-2: Human Behavior Associates, Inc. They have provided EAP services for the Presidio of

Monterey for the last 9+ years.

Q-3: Are there specific areas of enhancement you are seeking at this time?

A-3: We are not seeking any areas of enhancement at this time.

Q-4: What is U.S. Department of the Army - Monterey currently paying for their EAP services?

Based on how many employees?

A-4: The current EAP contract, W9124N-12-C-0001, was awarded for $359,605.00. This number includes a base year and 4 (four) one (1) year option periods. Please see table below.

Employee Assistance Program Yearly Amount

Base Year

01 Oct 2011 – 30 Sep 2012

$65,194.00

Option Year 1

01 Oct 2012 – 30 Sep 2013

$68,459.00

Option Year 2

01 Oct 2013 – 30 Sep 2014

$71,903.00

Option Year 3

01 Oct 2014 – 30 Sep 2015

$75,493.00

Option Year 4

01 Oct 2015 – 30 Sep 2016

$78,556.00

$359,605.00

Q-5: For purposes of pricing for this proposal, please provide:

a) Actual number of Civilian Employees that will be covered. Approximately 2,390

b) Actual number of Retires that will be covered. N/A

c) How are Active Duty Military members covered? N/A

i. What is the actual number of Active Military Members anticipated to be?

N/A

1. How many eligible family members of Active Duty Military members are anticipated to be covered on an annual basis?

Approximately 1,600.

A-5: Answers listed in BOLD after each sub question above.

Q-6: Regarding 5.1. Page 14 of 67 – the language changed, in relation to earlier locations, regarding who is covered. 5.1 indicates employees, rather than civilian employees. Please confirm that this should still say “civilian”

a) Also, 5.1 now just says eligible family members of employees and retirees are covered. Earlier the document also states eligible family members of Active Duty

Military members. Please confirm what family members are to be covered.

A-6: The population covered under the EAP contract includes civilian employees, their family members, and eligible family members of active duty military members of USAG

Presidio of Monterey and the Defense Language Institute.

Q-7: What was the total dollar spent for the EAP in 2016?

A-7: Please refer to Question #4.

Q-8: What was the total dollar spent for the EAP in 2015?

A-8: Please refer to Question #4.

Q-9: Is U.S. Department of the Army - Monterey currently receiving Work-Life Services, i.e.

telephonic consultation and referral for Child Care, Elder Care, etc.? Should Work-Life Services be included in the quote to be submitted?

A-9: The Presidio of Monterey is currently receiving Work-Life Services. These services should be included in the Offeror’s proposal.

Q-10: Is U.S. Department of the Army - Monterey currently receiving Legal Consultation

Services, i.e. 30-minute consultation with an attorney; beyond the consultation, attorney services offered at a 25% discount? Should Legal Consultation Services be included in the quote to be submitted?

A-10: The Presidio of Monterey is currently receiving Legal Consultation Services. These services should be included in the Offeror’s proposal.

Q-11: Is U.S. Department of the Army – Monterey currently receiving Financial Consultation

Services, i.e. telephone-based financial advisory services provided by qualified financial planners? Should Financial Consultation Services be included in the quote to be submitted?

A-11: The Presidio of Monterey is currently receiving Financial Consultation Services.

These services should be included in the Offeror’s proposal.

Q-12: Why are you requesting this RFP at this time?

A-12: There is a current Government need.

Q-13: Can you provide recent utilization reports or provide utilization statistics? Statistics provided below.

a) Specifically, can you provide total number of initial inquiry/assessment calls to the EAP in 2016? No we do not have the number of initial inquiry/assessment calls, however, there were 123 new cases from 10/2015-9/2016. Total Open cases at the start of the period was 115. Total Open cases at the end of the period was 196.

b) Can you provide total number of initial inquiry/assessment calls to the EAP in

2015? No we do not have the number of initial inquiry/assessment calls, however, there were 125 new cases from 10/2014-9/2015. Total Open cases at the start of the period was 80. Total Open cases at the end of the period was

151.

c) Can you provide the total number of in-person EAP sessions provided in 2016?

Please refer to 13a, however in-person sessions are not separately tracked.

d) Can you provide the total number of in-person EAP sessions provided in 2015?

Please refer to 13b, however in-person sessions are not separately tracked.

e) Can you provide the total number of EAP cases in 2016? Please refer to 13a.

f) Can you provide the average number of sessions provided per case in 2016? The average number of allowable sessions is 3.

A-13: Answers listed in BOLD after each sub question above.

Q-14: Regarding DELIVERABLES 6.1 – Would an electronic brochure be acceptable in place of providing printed brochures?

A-14: No. Please provide what is requested of the Offeror in the Solicitation. 6.1 states

“Contractor shall design and provide 3000 brochures or other written information containing facts about the EAP, its services, areas of coverage, confidentiality of use, eligibility, etc. The ADCO will approve the brochures.”

Q-15: Regarding DELIVERABLES 6.2 – Are these posters intended to be posted as a constant reminder of the EAP offerings and made available as part of implementation? Would an electronic copy be acceptable in place of 50 printed documents?

A-15: No. Please provide what is requested of the Offeror in the Solicitation. 6.2 states

“Contractor shall provide 50 posters advertising the EAP and its offerings. The ADCO will review and approve the posters.”

Q-16: Can you provide the number of training hours provided in 2016? How many of those hours were provided in-person?

g) How many in-person hours are included annually in the current contract?

A-16: The contractor was not required to provide training hours in accordance with the contract.

Q-17: Can you provide the number of training hours provided in 2015? How many of those hours were provided in-person?

A-17: Please refer to Question #16.

Q-18: Can you provide the number of orientation hours provided in 2016? How many of those were provided in-person?

h) How many in-person hours are included annually in the current contract?

A-18: The contractor was not required to provide orientation hours in accordance with the contract.

Q-19: How many Critical Incident events were responded to in 2016?

A-19: The total Critical Incident Stress Report (CISR) is 0.

Q-20: How many Critical Incident events were responded to in 2015?

A-20: The total CISR is 0.

Q-21: How many hours of Critical Incident support were provided in 2016?

A-21: There was no Critical Incident support provided in 2016.

Q-22: How many hours of Critical Incident support were provided in 2015?

A-22: There was no Critical Incident support provided in 2015.

Q-23: How many hours of on-site Critical Incident support are currently provided in the contracted rate? This service was not separately priced.

i) 5.1.2 on page 14 of 67 indicates Contractor shall provide critical incident counseling, and that cost should be included in pricing. Can our pricing be limited to a certain number of hours or events? The Government will not set a specific limit. It is a business decision for each offeror to take the information provided and propose accordingly. This is a firm-fixed price contract and no additional costs will be allowed.

j) What number would be acceptable to U.S. Department of the Army –

Monterey, rather than pricing in an unknown and unlimited amount. Please see above answer.

A-23: Answers provided above.

Q-24: Regarding 5.1.3 on page 14 of 67 – Please provide the average annual number of

Supervisory referrals over the last three years. The average number of Supervisory/ADCO referrals over the past two years is 124 per year. The average Supervisory/ADCO accepted referrals is 25 per year.

k) Are session 4, 5, and 6 of the supervisory referral to be considered as part of three

(3) additional sessions indicated in 5.1.1, and therefore part of the CLIN 0002 pricing, rather than the CLIN 0001 pricing? Yes.

A-24: Answers listed in BOLD after each sub question listed above.

Q-25: Regarding 6.13 on page 16 of 67 – is the customer satisfaction survey a survey designed by U.S. Department of the Army – Monterey, or is the Contracted Vendor to develop their own?

A-25: The contracted vendor is to develop their own survey, see section 6.13 below.

6.13. Provision of evaluation feedback form completed by client. Each service provider shall give each client a customer satisfaction survey at completion of course of service. The provider shall encourage the client to complete and return the survey to the ADCO in a pre‐addressed and stamped envelope. Per EAP confidentiality requirements, the client cannot be required to sign the survey but may choose to do so.

Q-26: Does U.S. Department of the Army – Monterey provide the pre-addressed and stamped envelope?

A-26: The Presidio of Monterey does not provide the pre-addressed and stamped envelope.

Q-27: As part of our standard EAP service we ask that clients/participants complete our standard electronic feedback form. Would this be an acceptable alternative to having paper forms mailed directly to ADCO?

A-27: No. Please provide what is requested of the Offeror in the Solicitation. Per section

6.13 of the PWS (included in the Solicitation), “Provision of evaluation feedback form completed by client. Each service provider shall give each client a customer satisfaction survey at completion of course of service. The provider shall encourage the client to complete and return to the ADCO in a pre-addressed and stamped envelope. Per EAP confidentiality requirements, the client cannot be required to sign the survey but may choose to do so.”

Q-28: Quote Instructions - 4.1.3. Indicates that "Offeror shall submit evidence of qualifications specified in Section 7.1 ‐ Qualifications of Contractor Personnel." Do you wish that the contractor responds individually to each item in section 7, or should this information be found at various points within contractor’s proposal? Reason for asking is that many items in Section 7 are general statements, and not items that would require a specific answer.

A-28: Section 7.1 of the PWS states “Contractor shall be licensed by the State of California as a Psychologist, Marriage and Family Counselor (MFC), Licensed Counselor of Social

Work (LCSW) or licensed as a practicing Psychologist. The contractor shall specialize in educational, consultant, treatment and referral services. Counselors assigned by the contractor to provide consultation services shall have a minimum of a Master’s degree in

Psychology, Social Work, or Counseling; and two years general experience in Psychology, Social Work, or Counseling.” Evidence of the qualifications in 7.1, listed above, are required to be submitted by the Offeror per Quote Instructions 4.1.3.

Q-29: Clauses Incorporated by Full Text, starting page 25 of 67 - Do these need to be answered and the responses included within the submitted proposal?

A-29: Yes.

Q-30: Preparation Instructions on page 34 of 67 mention that “pages in excess of the maximum will be removed”. We see a Technical and a Past Performance Section listing maximum of 15 pages each. Neither of these sections necessarily seems to be the area where we would provide information on history or answers to items within Section 7. Can you provide additional clarity regarding how you would like Section 7 information included, along with overall company history?

A-30: The information requested in the Quote Instructions 4.1.3, shall be included in the

Technical Capability package as listed on page 36 of 67.

Q-31: To confirm you are requiring that both hard copy and electronic copy are required to be submitted by the due date?

A-31: Yes.

Q-32: Technical Capabilities page 36 of 67 – 1.2.ii – Contractor shall be licensed by the State of

California as a…”. As a national provider of EAP services, we are not licensed ourselves in each state. However, all in-person counseling delivered via the EAP is provided via local CA licensed counselors. Does this satisfy the technical requirement?

A-32: Yes. The persons providing the service must meet the requirements listed in 1.2.ii and 1.2.iii.

Q-33: Past Performance page 36 of 67 – 2.2 – This section indicates “completed past performance information shall be submitted to Ms. Lyndsey Kauth at lyndsey.j.kauth.civ@mail.mil on or before the closing date for the Request for Proposals”. Does this simply mean we are required to provide information regarding an organization and a contact point, or are you asking that a specific form be completed? If a specific form, will this be provided?

A-33: Past Performance Questionnaire provided via Amendment 3 of the Solicitation.

Please refer to Section 2 Past Performance on pg. 36 of the Solicitation for further information and guidance.

Q-34: Regarding CLIN Item 0002 – If the 120 as-needed counseling session were to be exceeded, will U.S. Department of the Army – Monterey authorize additional sessions, or would the contractor be expected to not authorize/provide additional sessions once the 120 were met?

A-34: CLIN 0002 is a Not-To-Exceed line item, therefore it is anticipated additional sessions will not be required.

Q-35: How many employees are covered by the EAP?

A-35: Please refer to Question #5a.

Q-36: Are any services different from the prior contract?

A-36: Please refer to Question #3.

mailto:lyndsey.j.kauth.civ@mail.mil

Q-37: Page 3 (Item 0001) – Is the intention to receive a flat monthly fee (not based on population) for sessions 1-3 and other services within the Work Statement and then Item 0002 is a fee for service rate for sessions 4-6 if needed?

A-37: Yes.

Q-38: Page 15 (Section 6.4, 6.5, 6.7 and 6.8) – These sections reference “organization”, how many different organizations are within the MICC contract? What defines an “Organization”?

A-38: Please refer to page 13 of the Solicitation, PWS #1.

Q-39: Page 16 (Section 6.11) - Is the “Client Feedback Report” completed electronically or via paper? Is this report created by the EAP provider or is it a form developed by MICC? Are results shared with the EAP provider for Quality Improvement purposes?

A-39: The “Client Feedback Report” can be provided either electronically or via paper.

The report is created by the EAP provider. Yes, the results are shared with the EAP provider.

Q-40: Page 36 (Section 1.2.ii) – States “Contractor shall be licensed by the State of

California…”, does this statement prevent out of state organizations from being awarded the contract? All staff we work with in the contract area for service delivery are fully licensed as required.

A-40: Please refer to Question #32.

Q-41: Who is the incumbent and how long has the incumbent firm been providing EAP service?

A-41: Please refer to Question #2.

Q-42: What is the historical price structure?

A-42: Please refer to Question #4.

Q-43: Is the client satisfied with the current vendor?

A-43: N/A

Q-44: Please provide a copy of the last two years Utilization reports for review?

l) What is the current rate of utilization?

A-44: The current rate of utilization is 3.97% (10/01/15 – 09/30/16)

Q-45: How many Critical Incident Debriefings were provided over the last three years? And what were the total hours of these CISD’s?

A-45: There were no Critical Incident Debriefings provided over the last three years.

Q-46: How many onsite orientation/trainings/workshops were provided over the last three years?

And how many hours were provided last year?

A-46: Please refer to Question #16, #17 and #18.

Q-47: Who is the Healthcare provider beyond the EAP?

A-47: The provider varies by individual.

Q-48: If this is intended to be a capitated rate contract, how many insureds are there?

A-48: No, it is not intended to be a capitated rate contract.

Q-49: How is a small business defined?

A-49: Please refer to FAR Subpart 19.3, Determination of Small Business Status for Small

Business Programs. An offeror must also be registered in the System for Award

Management (SAM) as a small business.

Q-50: Regarding 1.2 (iii) requirements for Counselors assigned by the Contractor; “provide documentation of education and experience” Are you requesting a full resume for each therapist as well?

A-50: Please provide documentation of education and experience to include resumes.

Q-51: Do you want a breakdown of the specialties and number of counselors in the Monterey area? Whether they are MFT’s, LCSW’s, and Psychologists?

A-51: Please provide a breakdown of specialties and counselors of those who will be utilized in the performance of the contract.

Q-52: Could you also please advise of the current civilian employee census that will be served by this contract?

A-52: Please refer to Question #5a.

Q-53: Each of our counselor files includes a statement from the State of California that lists type of licensure and the date of original issuance of licensure, as well as expiration date of licensure.

Public actions regarding a counselor are also listed, i.e malpractice actions, felony Convictions, etc. Would this information meet the requested information? Also, would this information count on the 15 page limit that is stated for the Technical Capabilities section instructions?

A-53: Yes, this information meets the requested information. This information will not count on the 15 page limit.

Q-54: May we submit our proposal to you via email versus mailing multiple hardcopies as mentioned on page 35 of the solicitation?

A-54: No, please follow the instructions on page 35 of the Solicitation for Proposal Format instructions, as well as page 10 of Amendment 1.

Q-55: The instructions also state to submit an additional copy of the proposal through Caution-https://safe.amrdec.army.mil/SAFE2 < Caution-https://safe.amrdec.army.mil/SAFE2 >. This site does not appear to be working. Are we required to submit the proposal through this site?

A-55: Yes, the site has been updated per Amendment 1.

Q-56: How many employees are covered by the EAP?

A-56: Please refer to Question #5.

Q-57: Why is the contract going out to bid at this time?

A-57: Please refer to Question #12.

Q-58: Are there any areas of improvement that the USAG POM and DLI are looking for in their

EAP?

A-58: Please refer to Question #3.

Q-59: Can you please provide annual utilization reports for the past two years?

A-59: Please refer to Question #13.

Q-60: If reports are not available, please provide the total number of EAP counseling cases each year for the past two years.

A-60: Please refer to Question #13.

Q-61: Regarding 5.1.1 - In the past year, how many cases were approved for additional EAP sessions beyond 3 sessions?

A-61: The Government does not have a breakdown of the additional EAP sessions for the current contract.

Q-62: Regarding 5.1.3 – how many supervisor referrals were made to the EAP each year for the past two years?

A-62: Please refer to Question #24.

Q-63: Is the EAP required to provide any onsite training or workshops? If so, approximately how many hours per year?

A-63: Please refer to Question #16.

Q-64: Could you please explain “Past Performance Questionnaires”?

A-64: Please refer to Page 36 of the Solicitation, Past Performance. A Past Performance

Questionnaire has been included in Amendment 3.

Q-65: Please clarify: Does the Price Proposal go into Volume 1? Does the written information go into Volume 11?

A-65: The technical and past performance information goes into Volume I. The pricing information goes into Volume II.

Q-66: Are Resumes included in the total page count?

A-66: Resumes are not included in the total page count.

Q-67: Will there be an extension of time to allow for answers to questions that needed clarification?

A-67: The Solicitation was extended via Amendment 2 as posted on February 22, 2017.

Q-68: What documentation is required for Past Performance?

A-68: Please refer to page 36 of the Solicitation.

“In accordance with FAR 15.305(a)(2)(ii), the offeror is invited to identify past or current contracts (including Federal, state, and local government and/or private) for efforts similar to the Government requirement for this availability. The Government shall consider this information, as well as information obtained from any other sources, when evaluating the offeror’s past performance. The offeror is further reminded that the source selection authority shall determine the relevance of similar past performance information. The offeror shall provide a list of relevant contracts, current or completed within the past five

(5) years that best demonstrate the offeror's experience within the behavioral/mental health arena as specified in the solicitation. Include dates, locations, a description of the work, and references. The list should be reflective of at least one (1) but no more than three

(3) contracts.”

Q-69: If a Past Performance Questionnaire is required, could you please provide one?

A-69: A Past Performance Questionnaire has been provided in Amendment 3 of the

Solicitation.

Q-70: Do we have to registrar in order to bid on this solicitation? If so where do we registrar?

What is the deadline to have our questions into your office?

A-70: The only requirement for registration for this solicitation is to be registered in the

System for Award Management (SAM). Please refer to FAR 52.212-1(k).