EAP Solicitation - Amendment 2.pdf

Solicitation - W912HQ26S0025 Amendment 2

Questions and Answers

Q1: On page 1 & 2 of the Combined Synopsis, there is a price structure given. The 4th column says “Price (Rate Per Person)”. Is this meant to be a monthly price (PEPM) or an annual price (PEPY)?

Answer: The price for EAP Services (CLIN 0001 and its successors) is an annual price per person (PEPY). The document "B08.02 Evaluation Factors.pdf" clarifies this on page 7, under the "Factor 4 - Price" section, stating, "The offeror will propose a firm-fixed price per person for each ordering year. Best price should be offered based on the anticipated population quantity per year."

Q2: For CLINs 0002 and 0003, can the Government clarify what constitutes a single “JOB” for Critical Incident Support and Training (e.g., duration either in hours or days, number of personnel, and expected level of effort)? What, if any, duration-based thresholds (hourly or daily limits) apply to the training services?

Answer: The provided solicitation documents define a "JOB" as follows:

• For Critical Incident Support (CLIN 0002): The Performance Work Statement (PWS) in document "B08.02 PWS.pdf" specifies in section 6.1.1 that a "JOB" is defined as:

"One event equals one provider per day for up to four (4) hours at one location."

• For Training (CLIN 0003): The PWS does not provide a specific duration for a training "JOB". However, it does state in section 10.4.3 that "In-person presentations and seminars will be provided for a minimum of 15 persons." This suggests a "JOB" for training constitutes a single training session or event for at least 15 attendees, but no explicit hourly or daily limits are mentioned.

Q3: For multi-day or recurring events, would each day/session be considered a separate “JOB,” or would the Government expect a single “JOB” to cover the full engagement?

Answer: Based on the definition in the PWS:

For Critical Incident Support: Since a "JOB" is defined as "one provider per day," a multi-day engagement would be considered multiple "JOBs" (i.e., one "JOB" for each day).

For Training: While not explicitly stated, the structure implies that a "JOB" is a discrete event. Therefore, it is reasonable to assume that each separate session or day of a multi-day training event would be treated as a separate "JOB".

Q4: For Critical Incident Support requiring follow-up services (e.g., additional counseling sessions or return visits), should those be priced as additional “JOB’s” or included within the initial response?

Answer: The PWS lists a distinction between the initial incident response and follow-up counseling:

• A return visit by a provider to the incident location for an additional on-site response on a different day would constitute a new "JOB" based on the "per day" definition.

• However, follow-up services like individual counseling sessions are covered under the "Basic EAP Services" (CLIN 0001). The PWS section 5.1 states that these services include "up to six (6) sessions of short-term counseling per issue."

Therefore, these sessions would be covered by the annual per-person rate rather than being priced as additional "JOBs."

Q5: Can the Government confirm whether the fixed-price “JOB” rate applies equally to both virtual and in-person delivery for Training and Critical Incident Support?

Answer: Yes, the documents indicate that the fixed-price "JOB" rate of $5,000 applies equally to both virtual and in-person delivery. The "Combined Synopsis Solicitation.pdf" provides a single, fixed price per "JOB" without any distinction between delivery methods.

The PWS confirms that services can be delivered in-person or virtually (e.g., PWS section 1.3.7), but no language in any of the provided documents suggests that different rates apply.

Q6: Are offerors required to utilize the fixed $5,000 “JOB” pricing for Training and Critical Incident Support as-is, or is there flexibility to propose alternative pricing structures (e.g., tiered or virtual vs in-person rates)?

Answer: The solicitation requires that the primary offer adhere to the specified CLIN structure. The "Evaluation Factors.pdf" (page 6) states, "Offerors shall use the CLIN structure on Page 1 of this solicitation to propose firm-fixed price rate per person price for services listed in the PWS."

Q7: For in-person “JOB” execution, are travel and associated costs expected to be included within the fixed $5,000 rate, or handled separately under Other Direct Costs or Task Order pricing?

Answer: The documents suggest that travel costs are handled separately from the fixed $5,000 "JOB" rate. The PWS includes two sections that point to this:

Section 1.9.8.5.2 "Contractor Travel" specifies a Not-to-Exceed amount for travel of $10,000 per year.

Section 6.3, "An agency may incur additional costs for a large-scale critical incident or disaster response...Travel and related costs associated with large scale response will be at the expense of the government."

The existence of a separate travel budget and this specific clause implies that travel costs are not included in the fixed "JOB" price, but are reimbursed separately.

Q8: Within the Pricing Schedule under SATOC, please clarify the meaning of the term “JOB” as it applies to Critical Incident Support and Training. Does the stated fixed Price (Rate Per Person) represent:

• a total funded cap of $5,000 per CLIN year,

• a $5,000 limit for each separate critical incident or training event, or

• a shared pool of $5,000 available across all participating Districts and Centers during the applicable CLIN year?

Answer: First, please note that your question contains a slight inaccuracy, referring to a "fixed Price (Rate Per Person)" for the "JOB" CLINs. The solicitation table shows the unit for these CLINs is "JOB", and the price is a fixed $5,000 per "JOB", not per person.

Based on the documents, the correct interpretation of the term "JOB" is:

A $5,000 limit for each separate critical incident or training event.

A "JOB" is not a funded cap per year, nor is it a shared pool of funds. It is the firm-fixed price for a single, discrete service event, as defined in the PWS (see answer to Q2).