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DEFENSE HEALTH AGENCY (DHA) Request for Information (RFI) Employee Assistance Programs (EAP) & Work-Life Services The Defense Health Agency Contracting Activity (DHACA), Professional Services Contract... DEFENSE HEALTH AGENCY (DHA) Request for Information (RFI) Employee Assistance Programs (EAP) & Work-Life Services The Defense Health Agency Contracting Activity (DHACA), Professional Services Contracting Division (PS-CD) is conducting Market Research to identify the existence of EAP Providers that provide a broad range of EAP and Work-Life services 24/7 CONUS and OCONUS, and base their fees on usage, not the number of participants. The Services that will be provided are as follows: Counseling: Access a nationwide network of licensed counselors for support with challenges such as stress, anxiety, grief, substance misuse, relationships, parenting and more. Counseling is confidential and available in-person, by text message, live chat, phone or video conference. Personalized searches and referrals: Access to an online provider search/self-referral. Website data bases: Make it easy to explore services, find providers, learn more about emotional health and wellness topics. Critical incident support: Provide assistance in mitigating the impact of traumatic events and to aid the recovery process. Promotional materials: Promote the utilization of EAP services. Educational seminars to DHA federal employees and supervisors: Weekly/Monthly webinars on topics that can offer help toward achieving your goals, working on complex issues, and offering a variety of services, resources, and tools to help make one’s life a little easier. Training: EAP training (Virtually or In-Person)to the DHA Enterprise as requested on topics offered by the EAP Provider. Contract will offer EAP services to full time and part time employees, their dependents, and household members who are eligible. The Defense Health Agency (DHA) is contemplating issuing a solicitation for a single Contract Award. The Acquisition Strategy for this effort has NOT been finalized and this is NOT a request for proposal. In accordance with Federal Acquisition Regulation (FAR) 15.201, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Contractors responding to this request are advised that participation does NOT ensure opportunities for future solicitations or contract awards. DHA will NOT reimburse any Contractor or individual for any expenses associated with preparation or participation in this request for information. Interested Sources in the DHA Data Base Sources requirement must COMPLETELY address all of the services listed above via email to Robin Johnson, Robin.l.Johnson151.ctr@health.mil, Contract Specialist , and a copy to Linda Walker, Contracting Officer, Linda.M.Walker38.civ@health.mil. Provide Contractor's company name, address, email address, website address, points of contact to include telephone number and any designations, business size, type of ownership for the company, anticipated NAICS Code for this opportunity and cage code. Provide documentation that supports your company’s capability. In accordance with FAR 9.6, Contractor Team Arrangements (CTAs) are acceptable. Explain in detail any teaming arrangements and how your team would meet the requirements identified above. If a Contractor believes the requirements in these instructions contain an error(s), omission(s), or are otherwise unsound, the Contractor shall immediately notify the above points of contact via e-mail, with supporting rationale as well as the remedies the Contractor is asking to be considered as related to the omission(s) or error(s). Describe your process and ability to provide a broad range of EAP services and Work-Life services, 24/7, CONUS and OCONUS, as described above. Contractors will be required to be registered through the System for Award Management (SAM) at https://www.sam.gov/portal/SAM/#1 to be eligible for award of Government contracts. Questions and Answers: All questions are required to be submitted NLT 12:00 PM EDT on 17 Aug 2023. Answers to questions will be posted NLT 5:00 PM EDT on 23 Aug 2023 unless otherwise stated via amendment to the RFI. Responses are due by 12:00 PM EDT on 14 Sep 2023. The response to this request for information is limited to no more than 15 pages (8.5x11 inches), single spaced, 12pt font, in MS Word document or Rich Text File format. In addition, identify a representative to support further Government inquiries and requests for clarification of the information provided, if needed. All questions, comments, suggestions should be sent via e-mail to Robin Johnson, Robin.l.Johnson151.ctr@health.mil, and copied to Linda Walker at linda.m.walker38.civ@health.mil. RESPONSES TO QUESTIONS: Questions and Answers Defense Health Agency – Employee Assistance Programs (EAP) & Work Life Services Notice ID: HT0011-23-FRI-0174 Please expand on definition of "fees based on usage, not the number of participants." RESPONSE: Fees are based on the usage of the services for each incident per employee. Currently DHA EAP and Work-Life program consist of additional services that are not outlined in this RFI. Will DHA include those services? Below are some examples of services that DHA currently offers but not included. Legal consultation and financial coaching RESPONSE: Yes Telephonic lifestyle coaching RESPONSE: Yes Senior Care Management RESPONSE: Yes. (Offers one in-person, in-home assessment (up to three (3) hours) from a highly qualified Care Manager providing a thorough assessment of the senior’s home and activities of daily living.) Work-Life Kits RESPONSE: Yes; must be requested by employee. Work-Life Kits: which contain helpful educational materials and products. Kits are available in the following areas: prenatal, child safety, college, adult care, and general health (“Be Well”). Drug Free Workplace (DFWP) case management services RESPONSE: Yes Management Consultation? RESPONSE: Yes. Contractor shall provide unlimited consultation to supervisors and managers for concerns or issues related to an employee’s conduct or performance. The Contractor provides guidance and consultation to help supervisors and managers identify, interact with, and refer employees with performance or conduct issues to the program. Consultation regarding organizational issues may include sexual harassment, drug-free workplace, downsizing, conflict resolution, and workplace violence. Reports RESPONSE: Yes, Quarterly utilization reports and monthly progress reports What is the total current population of eligible personnel? RESSPONSE: 49,000 Is the population growing or changing? RESSPONSE: The population has changed as a result of the military treatment facilities coming under DHA. What is the current utilization rate of the services across the population? RESPONSE: 6% Are adolescence and children eligible? RESPONSE: Yes If so, are there procedures for parent/guardian approval in place? RESSPONSE: Currently, the parent (s) of the eligible child have contacted EAP. At what age? RESPONSE: N/A Is a file of eligible personnel provided to reduce customer data collection requirements and verification of eligibility? RESPONSE: No Will this include insurance coverage so referrals can be provided effectively? RESPONSE: N/A Does the government provide access to an existing case management system, or will the vendor provide a system? RESPONSE: No How many sessions are permitted per beneficiary and within what period of time? RESPONSE: Six (6) sessions per incident Is there a process for approval of additional sessions? RESPONSE: Yes. Employee must submit claim to their healthcare provider. Are phone, text and chat messages required to be recorded? RESPONSE: No For the website database – who will be searching for the resources? RESPONSE: Contractor shall provide a user-friendly suite of web services with fast and easy access to interactive tools and resources on a wide range of topics. Employees will gain access to the websites through an authorizing code. Counselors only or will it need to be provided to beneficiaries as well? RESPONSE: Counselors only If provided to beneficiaries, what are the login, account, and security requirements for the site? RESPONSE: Managed by provider Where would it be hosted? RESPONSE: Provider creates and monitors website and will providing hosting services What hours will critical incident services be provided? RESPONSE: Within 24 hours of any critical incident. Will services be via phone or other services? RESPONSE: Services may be provided via live chat or via telephone Will they need to be recorded? RESPONSE: No Promotional materials: Will they need to be printed or electronic? RESPONSE: Electronic Will they need to be mailed, emailed, or otherwise dispatched to beneficiaries? RESPONSE: No. Presentation and seminar materials will be provided to the Agency via email. Will there be promotional events to attend to promote the service? RESPONSE: No How many? RESPONSE: N/A Where? RESPONSE: N/A What is the goal of the webinars? RESPONSE: To educate employees on matters that affect their daily lives. How many participants for each? RESPONSE: DHA’s Microsoft Teams platform allows for 1,000 participants. Will the vendor provide the webinar service or the government? RESPONSE: Vendor Will there be reporting or testing required to certify attendance, knowledge retention or course completion? RESPONSE: No How many virtual and how many in person training sessions? RESPONSE: Case by case basis For how many persons each? RESPONSE: Virtually -1,000; in-person- no limit Will travel be included? RESPONSE: No What is the government’s strategy to assist the vendor in bidding a utilization-based contract accurately? Example: if crisis services are required 24/7 but only 10 calls are received all year, the vendor will be required to staff 24/7, but the service will only be utilized 10 times. RESPONSE: DHA will establish their strategy based on responses to this RFI as well as analysis of data regarding number of calls. Can the government confirm if the referenced solicitation refers to a recompete of existing work or whether it is a new requirement? RESPONSE: It will be considered a new requirement sourced by DHA Headquarters. If a recompete, can the government verify the contract number and incumbent on the current work? RESPONSE: N/A What is the government's expectation as relates to counselor credentials for services provided OCONUS? RESPONSE: Minimum Qualifications: Shall hold a Masters and/or Doctorate degree from an accredited college or university recognized by the corresponding professional association(s) in a clinical mental health field. In addition, Onsite Counselors should be licensed on the local level for Alcohol and Drug, Financial, Mental Health Shall have a current state license or state certification to practice as a mental health practitioner (e.g., social worker, clinical psychologist, marriage and family counselor, and professional counselor) in the state(s) where practice takes place. If such licensure/certification is not available in that state, the individual shall hold appropriate certification from a recognized national certification organization or board. Any Counselor assigned to perform duties related to clients in other states, e.g., telehealth screening, CISM, assessment, counseling and referral; back-up for remote locations; and short-term temporary case-management must be licensed or certified in the state where he/she is physically located and have adequate knowledge of the state laws governing mental health issues and clinical practice for the population they are serving. Clinical supervision and consultation must be available (24 hours a day) and used to ensure adequate knowledge of state laws is appropriately integrated into the delivery of services. Shall be able to practice at the independent level without requiring state mandated clinical supervision. In rare cases, requests for waiver of this requirement will be approved at the discretion of the COR. Shall have demonstrated capability to complete accurate bio- psycho-social assessments including substance abuse assessments. Does the gov't require in-person counseling for eligible employees, dependents, and household members located OCONUS? RESPONSE: NO; however, it will provide if requested. Please provide the anticipated volumes for in-person counseling sessions by OCONUS location. RESPONSE: Currently, there have not been any requests for in-person counseling OCONUS. Please provide the anticipated volumes for in-person counseling sessions by CONUS location. RESPONSE: Currently there have been only five (5); two (2) in-person training sessions - Fort Sill, OK and Fort Bragg, NC; and three (3) critical incident support sessions – Eglin AFB, Fort Sam Houston, TX, and Fort Leonard Wood, MO. Please provide the anticipated volumes for the following: # of text messages RESPONSE: Text messages and emails are included as counseling sessions and incoming calls to protect the confidentiality of the employee. # of live chat RESPONSE: 255 initial requests for assessment/referral, and 23 counseling sessions # of incoming and outgoing calls RESPONSE: 278 in-coming only # of voicemail messages RESPONSE: N/A What are the critical incident support requirements? RESPONSE: The contractor shall provide critical incident response (CIR) services to support employees, managers, and the Agency’s organization after disturbing or traumatic event. The goal of a critical incident intervention is to minimize the potential impact of a traumatic event by helping employees and the organization return to normal productivity as quickly as possible. Crisis response activities may include individual consultations; psychological first aid; CIR debriefings; crisis management briefings; and/or grief education presentations. Within twenty-four (24) hours of any critical incident, Staff Counselors shall notify the COR or other designated official. The COR or designee may require additional written information and/or ad hoc written reports about the critical incident and response. Each Supervisor shall review, comment on, consult with the Contractor's legal counsel when appropriate, and make suggestions regarding corrective actions to the handling of Critical Incidents. Supervisor's comments and suggested corrective follow-up shall be received by the COR within seventy-two (72) hours after the occurrence of any critical incident. Does the government intend to release the necessary metrics and workload volumes to effectively operationalize the contract prior to or with the release of the RFP? RESPONSE: Government furnished information would be provided if a RFP is released. Is the government open to suggestions related to alternative payment models? RESPONSE: Yes; any suggestions would be considered. Is contractor expected to print and/or mail promotional materials to eligible participants or refer participants to the website? RESPONSE: Print promotional materials; email to EAP Program Manager and or participant. Is the contractor expected to produce promotional materials in multiple languages? If so, please provide the required languages. RESPONSE: NO Please confirm the contractor has discretion to perform OCONUS training by webinar. RESPONSE: Confirm Please provide the anticipated volumes for the # of in-person training sessions by CONUS location. RESPONSE: Currently, the training sessions have conducted virtually on MS Teams. Please provide the anticipated volumes for the # of in-person training sessions by OCONUS location. RESPONSE: Currently, there have been no requests for in-person training OCONUS. Is contractor expected to print and/or mail training materials used for DHA Enterprise training or refer trainees to online repository? RESPONSE: Individual copies will be sent by provider to each employee upon request. For multiple copies, request must go directly to the provider.