Inquiries and Responses regarding Solicitation W912QR20R0036.pdf

U.S. Army Corps of Engineers Great Lakes and Ohio River Division (USACE LRD) Solicitation # W912QR20R0036 Employee Assistance Program

Contractor Submitted Questions with Government Responses in Bold Type

• Who currently provides EAP services to USACE LRD ? For how many years?

• Services currently provided under contract W912QR17P0045. Award information publicly available at https://beta.sam.gov/

• What is USACE LRD currently paying for their EAP services? Based on how many total employees?

• Services currently provided under contract W912QR17P0045. Award information

• Based on approximately 5,000 employees.

• What was the total dollar spent for the EAP in the most recent contract year?

• Services currently provided under contract W912QR17P0045. Award information

• Is there currently a counseling session model in place, and if so, what is that amount?

(example five (5) session per incident).

• This is determined by the provider. The provider is to be a short-term, solution focused option.

• Is USACE LRD 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?

• If an employee calls, yes they should be directed to appropriate resources.

• Is USACE LRD 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?

• Legal Consultation Services are not currently being provided as part of USACE

LRD’s EAP Services. Legal Consultation Services are not a requirement of the current solicitation and should not be included in quotes.

https://beta.sam.gov/

• Is USACE LRD 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?

• The current contract has the same requirement regarding “financial problems” as stated in paragraph 5 of the Performance Work Statement for the subject solicitation.

• If an employee calls, yes, they are be directed to appropriate resources.

• Can USACE LRD provide recent utilization reports or provide utilization statistics?

• Historically our utilization rate is between 15-20%.

o Specifically, can you provide total number of initial inquiry/assessment calls to the EAP in the most recent contract year?

o Information unknown.

o Can you provide the total number of in-person EAP counseling sessions provided in the most recent contract year?

o Information unknown.

o Can you provide the total number of in-person EAP counseling sessions provided in the prior contract year?

o Through the 3rd quarter we had 1,027. USACE LRD had two (2) suicides in one district, so this is abnormally high.

o Can you provide the total number of EAP counseling cases in the most recent contract year?

o Information unknown.

o Can you provide the average number of counseling sessions provided per case in the most recent contract year?

o Information unknown.

• In an effort to be a “green” company, we generally provide promotional materials electronically. Would USACE LRD consider changing the printing and deliver of materials to just be electronic?

• No, we post items on the bulletin boards to our field locations and District offices.

This is an effort to promote the program.

• Can USACE LRD provide the number of training hours (not related to EAP orientation) provided in the most recent contract year? How many of those hours were provided in-person?

• Less than 20 hours. Most of the on-site hours are for the Training of Supervisors

(HR for Supervisors) detailed in paragraph 2 of the Performance Work Statement in the subject solicitation. Usually have two (2) of these trainings a year and they require approximately one (1) hour of time each.

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

o There is not a set number. The submitting firm is responsible for using all provided information and their own experience to calculate a number that they are comfortable and confident in.

• Can USACE LRD provide the number of EAP orientation hours provided in the most recent contract year? How many of those were provided in-person?

• Current contract requirements regarding orientation are the same as those listed in the Performance Work Statement of the subject solicitation.

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

o Current contract requirements regarding orientation are the same as those listed in the Performance Work Statement of the subject solicitation.

• How many Critical Incident events were responded to in the most recent contract year?

• There were four (4) Critical Incident events in the most recent contract year.

• How many Critical Incident events were responded to in the prior contract year?

• Information unknown.

• 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?

• Page 5 of 50 – “Provide the complete Technical proposal and Price on a CD/DVD (one copy each).” Could this be provided on a flash drive instead of CD/DVD?

• Use of a CD/DVD is required as all USB devices have to be approved through IT services and therefore shall not be used when submitting electronic copies in response to this solicitation.

• Page 8 of 50 – “Provide descriptions of a maximum three (3) service projects substantially complete or completed within the last five (5) years” – Please confirm that substantially complete or completed refers to contract start/implementation completed and not that the contract has terminated and/or services are no longer being provided.

• The end of the previous sentence which states “the contract has terminated and/or services are no longer being provided” would be considered a completed project. A project submitted for an active contract needs to demonstrate successful performance of services similar in scope to those in the solicitation to be considered substantially complete.

• Page 8 of 50 – “Offerors shall furnish evidence of its insurability concerning medical liability insurance.” Medical liability would more typical be an expectation within the Medical field. Is there a specific $ amount that is expected? Is a certificate of insurance sufficient? In general, any medical liability would be covered under an EAP’s general liability coverage. Individual Counselors will also have professional liability coverage appropriate to being a Counselor.

• A certificate confirming active liability insurance for the firm will meet the intent of this requirement.

• Page 10 and 11 of 50. Are the Project Detail Sheet and NAVFAC/USACE Past Performance Questionnaire separate documents? If separate, should the same organization be used on each, or must they be unique to each form?

• The Project Detail Sheet is to be completed by the firm submitting a proposal. The submitting firm should also complete Blocks 1-4 of the Past Performance Questionnaire then have their client complete Blocks 5-8. Also, the client should use the provided Adjective Ratings and Definitions section to properly complete the questionnaire with seven (7) categories shown in rows that are highlighted in green.

• Page 15 of 50 – “at least one staff member must be a certified Post Traumatic Stress

Disorder counselor able to perform eye movement desensitization and reprocessing (EMDR) treatment, and Chemical Dependency.” When you refer to “staff” are you referring the Contractor’s own staff employees, or could this be fulfilled by a Provider within the Contractor’s network? How would USACE LRD utilize this one individual, considering the vast size of the Division?

• This could be the submitting firm’s staff or within network providers for each location. For administrative purposes there needs to be one (1) central point of contact for all locations.

• Page 15 of 50 – “Meet when deemed necessary by the participating agency.” Can these meeting be accomplished via telephone? How many meetings are anticipated to be necessary on an annual basis?

• Preference is face-to-face, but could be done via skype or telephone depending on the situation.

• There is not a set number of meetings. The submitting firm is responsible for using all provided information and their own experience to calculate a number that they are comfortable and confident in.

• Page 16 of 50 – “Provide information at the start of the program and periodically thereafter, but not less than quarterly for employees, and if appropriate, their dependents.” How does this differ from:

“Provide brochures for employees and posters for all employee bulletin boards located throughout the Division/District Offices and field locations.” (page 16 of 50)

• The periodic materials can be provided electronically via email.

o and how do both differ from:

“a. Within 30 days of contract initiation, the contractor will provide the EAP coordinator at least 50 copies of a poster publicizing EAP services and contact information and at least 5,000 copies (one for each employee) of a wallet card informing employees of the program’s existence, the services available, and how to access services to include contractor’s name, toll-free telephone number, and web address. These items will be updated as needed throughout the contract period and additional copies will be provided without cost at the request of the EAP coordinator. b. At least annually after the start of the contract, the contractor will provide additional wallet cards (sufficient quantity for all District employees” (page 17 of 50) o Initial startup materials must be hard copies but additional materials can be provided electronically via email.

In our efforts to be a “green” organization, would USACE LRD consider changing of printed materials to electronic materials?

Initial startup materials must be hard copies but additional materials can be provided electronically via email.

• Page 16 of 50 – “Training of all supervisors and appropriate employee representatives in program orientation, problem detection, intervention, confrontation, and referral and follow-up techniques (in groups of not more than 40 for approximately two hours each) onsite at each location as required.” Can USACE LRD provide details on how many trainings will be needed at each location, given that the group size for training is not to exceed 40?

• This is based on how many HR for Supervisors classes we give each year. It varies from 2 – 4 times per year.

o How is “as required” determined?

o This is based on how many HR for Supervisors classes we give each year. It varies from 2 – 4 times per year.

For Pricing purposes could USACE LRD specifically state how many hours should be included for this training during the first year of the contract. Or, if it should be provided fee for service, please state that?

See above

• Page 16 of 50 – “Refresher training will be provided when deemed necessary, by the participating agency.” – Must this refresher training be provided onsite?

• Yes, the refresher training must be provided onsite.

o Would these refresher trainings be requested within the first year of the contract and/or in subsequent option years?

o These would be required each year. This is based on the number of times we give HR for Supervisors For Pricing purposes could USACE LRD specifically state how many hours should be included for refresher training during the first year of the contract, and how many should be included for subsequent option years?

See above

• Page 16 of 50 – “The contractor may not, without the employee’s written consent, refer the employee to themselves for treatment.” We use a network of Affiliate providers, so this should not be an issue for us (or most EAP’s), my question though is if an employee is in EAP sessions with an Affiliate provider, and then is in need of referral beyond the EAP, must the employee provide written consent at that point, and if yes, to whom, the Contractor or the Affiliate provider?

• If the employee was going to obtain treatment beyond the “short-term” sessions, the employee would need to sign the release, which would be provided to the EAP and affiliate provider.

• Page 16 of 50 - The contractor shall advise the employee when counseling ends and treatment begins.” – This is not a typical aspect of EAP services, and also if the immediately above point was followed, would not be necessary. Also, given that Affiliate providers would be providing the counseling, even if this was a typical aspect of EAP services, the contractor would not be part of the conversation/decision for when the EAP counseling sessions would end and when treatment may begin. Can USACE LRD provide more clarity around the intent of this request?

• This is for clarity purposes so that the employee understands that USACE LRD is no longer paying for the services under the scope of the EAP and they are now responsible for payment.

• Page 16 of 50 – “ The contractor shall set the limit of counseling sessions per issue on a case by case basis and shall not preclude employees and/or dependents from being seen on the same issue more than once.” Please provide additional clarity, specifically is USACE LRD not putting a limit on the number of sessions, or is there a set session model for the contractor to follow, but in which a Counselor could determine that sessions should be ended and transitioned to other treatment? Example if the program was an eight (session) model, but Counselor determined after two sessions that the employee needed in-treatment care (which would be beyond the scope of the EAP) that the Counselor could end the EAP care early and make the appropriate referral?

• This is the provider’s determination. We are not going to set a limit on sessions. It is to be short-term, solution based. We do not expect the EAP to provide long term counseling under the scope of the contract.

o Also, if there is not a set session limit, it becomes difficult to provide program pricing, unless sessions are being provided on a fee-for-service basis. Additionally, if people cannot be precluded from being seen on the same issue more than once (especially if this means even within the same year) pricing becomes more of a challenge, and also begins to move the EAP program into the category of a medical benefit which has a variety of implications. Could USACE LRD provide a session number for contract and pricing purposes that each bidder should use?

o No, the submitting firm is responsible for using all provided information and their own experience to calculate a number that they are comfortable and confident in.

• Page 16 of 50 – “For returning deployed employees perform and short-term counseling services for Post Traumatic Stress Disorder (PTSD) which may include eye movement desensitization and reprocessing (EDMR).” Can USACE LRD provide utilization details regarding average number of returning deployed employees annually for the last three years?

• Information unknown.

o Are these mandatory for all returning deployed employees?

o No, these are not mandatory for returning deployed employees.

o Are there a number of short-term counseling sessions that should be included for these returning deployed employees?

o No, there is not a set number as these are not mandatory for returning deployed employees.

o How will the EAP be made aware of who is returning?

o Either the employee or management will contact the EAP.

o Is EDMR always required as part of this process, or only as necessary?

o Yes, it is required to be available as part of the PTSD counseling services.

• Page 16 of 50 – “a Victim Action Kit sent via express mail”. Does USACE LRD have utilization information on number of Kits sent over last three years?

• Page 16 of 50 – “Mediation services in any location specified by the agency”. Can USACE LRD provide utilization history regarding number of hours requested on average annually for last three years?

• Information for the last three years is unknown. However, it has been used twice in the past six (6) months.

o Can USACE LRD indicate number of hours that should be included in the program cost?

o No, the submitting firm is responsible for using all provided information and their own experience to calculate a number that they are comfortable and confident in.

• Page 18 of 50 – “The contractor must pre-screen candidates using the E-Verify Program”

Can USACE LRD confirm that candidates refers to the contractor’s employees that it hires as staff members?

• That is correct. The contractor must pre-screen their staff using the E-Verify

Program.

• Page 19 of 50 – Price Breakout Schedule – Once USACE LRD decides on a contractor, will all locations participate in the program, or could some elect out?

• All Districts listed in the Performance Work Statement shall participate as this is a regional contract to cover all of USACE LRD.