Employee Assistance Program & Work-life Services for USACE

Amendment / Modification

This document contains Amendment 2 to Solicitation W912HQ26S0025, specifically addressing Questions and Answers (Q&A) from potential bidders.

• Pricing Structure (CLIN 0001 - EAP Services): The price is an annual price per person (PEPY), not monthly. Offerors should propose a firm-fixed price per person based on anticipated population quantity.
• Definition of a "JOB" (CLINs 0002 & 0003):
  • Critical Incident Support (CLIN 0002): A "JOB" is defined as one event per provider per day, up to four hours at one location.
  • Training (CLIN 0003): A "JOB" is implied to be a discrete event or session for a minimum of 15 persons, with no explicit hourly or daily limits.
• Multi-day/Recurring Events: Each day/session is considered a separate "JOB" for both Critical Incident Support and Training.
• Follow-up Services (Critical Incident Support): Individual counseling sessions (up to six per issue) are covered under the annual per-person rate (CLIN 0001), not priced as additional "JOBs". Return visits to the incident location on a different day would be a new "JOB".
• "JOB" Pricing ($5,000): The fixed-price "JOB" rate applies to both virtual and in-person delivery. Offerors must adhere to the specified CLIN structure and propose a firm-fixed price per "JOB".
• Travel Costs: Travel and associated costs are handled separately from the fixed "JOB" price and are reimbursed separately, with a Not-to-Exceed amount specified for contractor travel and government covering costs for large-scale responses.

This amendment clarifies definitions and pricing related to CLINs 0001, 0002, and 0003, referencing the Combined Synopsis, PWS, and Evaluation Factors documents.

Amendment / Modification

This document provides answers to questions submitted regarding Solicitation W912HQ26S0025. Key clarifications include:

• Counselor Requirements: Requirements for counselors performing phone counseling apply to all call center staff, not just those providing clinical counseling services.
• Task Order Administration: USACE is standardizing Task Order management to improve efficiency and consistency, with HQ involvement to localize coverage and simplify management. Intentions are to localize divisional contracts with simplified processes.
• Invoicing Procedures: While USACE offices follow a standardized process, local organization differs. The intention is to simplify processes within divisional contracts.
• Utilization Variability: Utilization rates can vary due to environmental, social, and other inputs. The government provides resources for training, and fluctuations are expected, with overall utilization remaining between 3-8% nationally.
• Program Participation: Currently, 36 USACE locations participate in the existing contract, covering approximately 36,000 employees. Growth is expected with additional employees and potential for all-inclusive contracts.
• EAP Promotion: The EAP is a law-required program and can be utilized by entities at any time. Promotion occurs through occupational health and safety programs.
• Critical Incident Response Services (CISM): USACE has an enterprise-wide CISM program. The IDIQ CLIN for this was not exercised in the past 5 years. Support is expected to be resource referral and coordination. Response time is coordinated locally, often within 24 hours.
• Candidate Verification: The requirement to provide a list of verified/eligible candidates applies to all personnel working on the contract.
• Related Costs: For Critical Incident Support, related costs would include contractor response travel to support mission-specific execution, per JTR and mission guidelines. TDY per JTR expenses would be covered as related costs.

This amendment addresses questions related to various sections of the solicitation, including Section 1.9.8.3 (Counselor Requirements), Task Order Administration, Invoicing, Utilization, Program Participation, Section 6.0 (Critical Incident Response Services), Section 1.9.6 (COR list), and Section 1.9.8.5.2 (Wellness and Health Support Services).

This amendment provides clarifications that may impact how bidders approach proposal preparation, particularly regarding staffing, pricing, and understanding of service requirements. No specific changes to proposal deadlines or submission requirements were mentioned in this Q&A document.

Solicitation / RFP / RFQ

This document provides "Instructions to Offerors" for the Revolutionary FAR Overhaul (RFO) for Commercial Products and Commercial Services, outlining the requirements for submitting proposals.

Offers must include:

• Solicitation number

• Offeror's name, address, and telephone number

• Offeror's Unique Entity Identifier (UEI) and EFT indicator

• Information necessary for evaluation factors (per 52.212-2)

• Responses to provisions requiring completion (excluding SAM)

• Statement of agreement with solicitation terms and amendments

• Period for acceptance of offers: 60 calendar days (unless extended by addendum).

• The Government intends to award a contract without discussions, so initial offers should be the best terms.

• Offers must be submitted by the exact time specified.

• Late submissions are generally not considered, with exceptions for modifications that benefit the Government or in cases of emergency.

• Offerors may withdraw offers any time before award.

• The Government may reject any or all offers.

• Debriefings will be provided to requesting Offerors, including evaluation of strengths, weaknesses, cost/price, technical ratings, rankings, and award rationale.

• Offers must be submitted in three separate files/volumes:

  • Volume I: Technical Proposal (Max 30 pages)
  • Volume II: Past Performance (Max 16 pages, excluding CPARS/PPQ forms)
  • Volume III: Price Proposal (No page limit)

• Page size: 8.5 x 11 inches, minimum 10-point font (Times New Roman).

• Covers, tables of contents, and required forms are excluded from page counts.

• Volume I (Technical Proposal): No pricing information. Must demonstrate understanding of the PWS and detail the approach for EAP and Work-life services, including counseling, consultation, referral, and Critical Incident Support. Must include Management Approach, Staffing Plan, and Key Personnel resumes. Page limit: 20 pages (excluding resumes).

• Volume II (Provider Network and End User Experience): Describe methods for providing EAP/Work-life services, including counselor network management and web-based resources. Page limit: 10 pages.

• Volume III (Past Performance): Include a list of up to three relevant contracts/subcontracts (completed or ongoing within the last three years), completed Performance Assessment Questionnaires, and Quality of Past Performance metrics. Offerors must also submit a project narrative for each listed contract. The Government may review additional sources like CPARS, PPIRS, SPRS, etc.

• Volume IV (Price): Includes a completed CLIN Structure and required forms (FAR 52.204-24, insurance documentation per FAR 52.237-7). Offerors will propose firm-fixed price per person for each ordering year.

• Award will be made to the responsible offeror whose proposal is most advantageous, considering price and other factors.

• Factor 1 (Technical): Evaluates approach, capabilities, Management Approach, Staffing Plan, and Key Personnel resumes. Assessed for thoroughness, feasibility, and adherence to PWS.

• Factor 2 (Provider Network and End User Experience): Evaluates quality, accessibility, and compliance of the provider network and technology effectiveness.

• Factor 3 (Past Performance): Evaluates recency, relevancy, and quality of past performance within the last three years.

• Factor 4 (Price): Evaluated for fairness and reasonableness. Must be eligible for award.

• Weighting: Factors 1, 2, and 3 combined are significantly more important than Factor 4 (Price). Factor 1 is more important than Factor 2, and Factor 2 is more important than Factor 3.

• Offerors must be actively registered in the System for Award Management (SAM) at the time of offer submission to be eligible for award.

• No options are available for this requirement.

• A written notice of award will result in a binding contract.

Solicitation / RFP / RFQ

This document lists solicitation provisions and clauses applicable to the solicitation, which can be found in full text at https://www.acquisition.gov/. It also includes full-text provisions and related instructions for offerors.

• 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021): Requires offerors to represent whether they provide or use covered telecommunications equipment or services. If "yes," detailed disclosures regarding the equipment/services, their origin, and proposed use are required. This includes information on the entity that produced the equipment, brand, model numbers, and explanations of use.

• 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023): Outlines submission requirements, including NAICS code, small business size standard, offer submission details (time, date, format), technical descriptions, pricing, warranty terms, representations and certifications, acknowledgment of amendments, and past performance information.

• 252.204-7017 PROHIBITION ON THE ACQUISITION OF COVERED DEFENSE TELECOMMUNICATIONS EQUIPMENT OR SERVICES—REPRESENTATION (MAY 2021): This provision prohibits the procurement of equipment, systems, or services that use covered defense telecommunications equipment or services as a substantial or essential component or as critical technology. Offerors must represent their status and provide disclosures if they will provide such equipment or services.

• 52.216-18 ORDERING (AUG 2020): Specifies that supplies and services will be ordered via delivery or task orders issued from the date of award through five years after the date of award.

• 52.216-19 ORDER LIMITATIONS (OCT 1995): Defines minimum order ($10,000) and maximum order limitations ($4,376,000 for single items or combinations of items).

• 52.216-22 INDEFINITE QUANTITY (OCT 1995): Establishes an indefinite-quantity contract with estimated quantities, not purchased by the contract itself. Delivery/performance is based on orders, with a minimum and maximum quantity specified.

• 52.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE (JAN 1997): Requires specific medical liability insurance coverage ($1M per occurrence, $3M aggregate) for nonpersonal services contracts involving health care providers.

• Offers must be submitted by the exact time specified in the solicitation.

• Late submissions, modifications, revisions, and withdrawals are addressed, with specific conditions for acceptance.

• The Government intends to evaluate offers and award without discussions, emphasizing the importance of the initial offer.

• The Government reserves the right to reject any or all offers, accept other than the lowest offer, and waive informalities.

• Mentions NAICS code and small business size standards, and potential set-asides (small business, HUBZone, 8(a), etc.) as appearing elsewhere in the solicitation.

• Many provisions and clauses are incorporated by reference and can be accessed at https://www.acquisition.gov/.

• Offerors are cautioned that listed provisions may require completion and submission with the offer.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide non-personnel Employee Assistance Program (EAP) and Work-life services to U.S. Army Corps of Engineers (USACE) Federal civilian employees, empowering them to resolve personal problems that may impact work performance and to assist them in balancing their professional and personal lives.

• Provide a broad range of EAP and Work-life services including consultation, counseling, personalized searches and referrals, website databases, critical incident support, promotional materials, and wellness educational seminars.

• Services are for full-time and part-time civilian employees, their dependents, and household members.

• Program design emphasizes encouraging employees and supervisors to discuss personal concerns, informing callers that services are free, analyzing agency demographics to develop prevention programs, and providing educational materials and seminars.

• Contractor staff must answer 85% of calls within thirty-seconds.

• Initial appointments for EAP services must be made within 7 days for non-urgent cases and within 24 hours for clinically urgent situations.

• Client satisfaction surveys will be distributed and statistically reported quarterly.

• The contract will have a five-year ordering period starting on May 9, 2026.

• Work will be performed in contractor-provided office space throughout the U.S. Contractor personnel may be requested to work at Government alternate locations during emergencies.

• Hybrid contract with Firm Fixed Price (FFP) CLINs for core services and Labor-Hour or Time & Materials (T&M) CLINs for surge/variable requirements.

• Strict security requirements including physical security, key control, and access to facilities. Contractor personnel may require Common Access Cards (CAC) and favorable adjudication of investigations (NACI).

• Pre-screening of candidates using the E-verify Program is mandatory.

• Key personnel include a Program Manager, Service Center Manager (EAP), Qualified Onsite Staff Counselors, and Financial Advisors/Licensed Attorneys, each with specific minimum qualifications and experience.

• Data rights are generally unlimited for the government, with specific clauses for technical data and software.

• Organizational Conflict of Interest (OCI) must be identified and managed.

• Contractor must provide quarterly reports on service utilization and trends.

• Services include a 24/7 toll-free number, international services, web-based services (including an online library, self-assessment tools, skill enhancement tools, online chat, supervisor links, message forums, employee orientation, and website customization), basic EAP services (up to six sessions per issue), management and organizational services, emergency services for non-federal employees and family members, EAP for retirees, critical incident response services, and work-life services (covering child care, adult care, academics, special needs children, pregnancy, health and wellness, everyday responsibilities, and work-life kits).

• Legal and financial services are provided via telephonic or face-to-face consultation, including an online resource library.

• Drug-Free Workplace (DFW) services are mandated, including self-referral/prevention and agency referral due to positive drug/alcohol tests.

• Outreach services include program promotion, supervisor and employee orientations, and educational presentations/seminars/health fairs.

• Emphasis on Veterans Employment is encouraged.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, specifically a Firm-Fixed-Price (FFP) Single Award Task Order Contract (SATOC) for Employee Assistance Program (EAP) and Work-life Services. The requirement is for a full and open competition amongst small businesses (100% small business set-aside) under NAICS code 624190.

• Provide a broad range of EAP and work-life services including confidential counseling, assessments, and referrals for personal and work-related issues.

• Offer critical incident support for traumatic events, including immediate on-site support and psychological first aid.

• Provide educational training on topics such as stress management, conflict resolution, and resilience.

• Services are for full-time and part-time U.S. Army Corps of Engineers (USACE) civilian employees, their dependents, and household members.

• Contract Type: Firm-Fixed-Price Single Award Task Order Contract (SATOC).

• Ordering Period: Five years from the date of award, starting May 9, 2026.

• Minimum Guarantee: $25,000.

• Place of Performance: Contractor's location, unless in cases of emergency.

• Service Contract Act applies.

• Offers are due on or before 5:00 pm Eastern Time (ET), on 23 April 2026.

• Clarification requests/questions are due by 5:00 pm ET, on 17 April 2026.

• Offers and questions must be e-mailed to the Contracting Officer or Contract Specialist.

• Basis for Award: Tradeoff/best value analysis of responsible offers. Evaluation factors are (1) Technical Approach and Program Management, (2) Provider Network and End User Experience, (3) Past Performance, and (4) Price. Non-price factors are more important than price.

• Required submissions include: Price proposal, technical description, past performance information, statement of agreement with terms, insurance documentation, and completed FAR provisions.

• 100% small business set-aside.

• NAICS Code: 624190, “Other Individual and Family Services”.

• Size Standard: $16M.

• Offerors must be actively registered with the System for Award Management (SAM).

• This announcement constitutes the only solicitation; a written solicitation will not be issued.

• The ordering vehicle is decentralized and open to all USACE Contracting Officers.

• An excel spreadsheet of USACE Districts and Centers interested in ordering is attached.

Form / Attachment / Pricing Sheet

This Excel file provides population data for various Districts or Centers, likely for use in a larger contract or task order related to population analysis or support.

• The document contains a single sheet titled 'Sheet1'.
• It lists specific Districts or Centers (e.g., MVS, NAD, NAE) and their corresponding population figures.
• A total population of 16,411 is also provided.

Bidders may need to use this data to understand the scope of work, estimate resource requirements, or tailor their proposals based on the geographic distribution and scale of the population data provided. It could be relevant for opportunities involving personnel, services, or analysis tied to these specific geographic areas and their populations.

Form / Attachment / Pricing Sheet

This document is a Performance Assessment Questionnaire designed to gather candid feedback on a contractor's past performance. The information collected will be used in the awarding of federal contracts. Bidders are instructed to provide factual, accurate, and complete responses to avoid the need for follow-up.

The questionnaire includes:

• Rating Definitions: Provides clear definitions for "Substantial Confidence," "Satisfactory Confidence," "Limited Confidence," and "No Confidence."
• Part I: Offeror Information: Sections to identify the contractor/company, program, contract details, and the offeror's representative.
• Part II: Evaluation: Sections for the respondent (Point of Contact) to rate the contractor's performance in areas such as:
  • Compliance with Specifications and Standards
  • Effectiveness of Project Management
  • Timeliness of Performance
  • Effectiveness in Forecasting and Controlling Costs (for Cost Reimbursement Contracts)
  • Commitment to Customer Satisfaction
  • General Comments
  • Other Information Sources (awareness of other past efforts)
  • Respondent Identification
• Part III: Return Information: Instructions for returning the completed questionnaire.

This questionnaire is relevant to bidders as it outlines the criteria and format used to evaluate past performance. Understanding these evaluation categories and rating definitions can help bidders anticipate how their own past performance might be assessed and what information is considered important by the government. It also provides insight into the type of feedback sought from previous contracting officers or points of contact.

Other / Unclassified

This document outlines the "Ordering Procedures" for task orders placed under a Basic Contract, likely an Indefinite Delivery/Indefinite Quantity (IDIQ) contract. It details the process for authorized users to place task orders, the conditions under which services will be furnished, and the procedures for awarding orders.

This document is relevant to potential bidders as it clarifies how services will be ordered and administered once a Basic Contract is awarded. Key points for bidders include:

• Authorized Users: Only duly warranted Contracting Officers can place Task Orders.
• Service Furnishing: Services are provided solely when ordered via Task Orders.
• Order Acceptance: The contractor agrees to accept and perform Task Orders within the scope of the agreement.
• Ordering Procedures: Task Orders will generally follow the IDIQ procedures, with potential deviations for unique circumstances. The document references RFO FAR 16.507-6(b) as a guideline.
• Task Order Ombudsman: The Competition Advocate serves as the Task Order ombudsman, responsible for addressing contractor concerns regarding Task Order award procedures and complaints.
• Order Information: A list of information that must be included in issued orders is provided, such as date, contract number, type of order, appropriation data, description of services, inspection/acceptance individual, period of performance/delivery date, and pricing.
• Minimum Order Guarantee: The document clarifies that this does not guarantee issuance of any task order above the minimum guarantees stated in the Basic Contract.

Solicitation / RFP / RFQ

This document outlines the pre-proposal instructions for the Fiscal Year 2027 Strategic Environmental Research and Development Program (SERDP) Broad Agency Announcement (BAA) with a focus on Weapons Systems and Platforms technologies. SERDP funds research and development to enhance military readiness, installation resilience, and defense infrastructure. This solicitation is open to Private Sector Organizations, including Small Businesses, Large Businesses, and Educational Institutions.

• Proposals must respond to specific Statements of Need (SONs) found on the SERDP website.

• Pre-proposals must be no longer than five (5) pages, with a minimum 11-point font and one-inch margins.

• Pre-proposals must include: Proposal Number, Title, Lead PI, Lead Organization, Objective, Background, Approach, Schedule, Cost, and Research Team.

• Appendices (CVs, Acronyms, Literature Citations, Supporting Technical Data, Existing Support) are required or optional and do not count towards the page limit.

• Proposals marked with ITAR, EAR, limited distribution, CUI, or company proprietary are not accepted.

• SERDP projects are generally awarded as cost-type contracts, requiring an approved accounting system and up-to-date government audit. Firm-fixed-price contracts may be an option if cost-type requirements cannot be met.

• DFARS Clause 252.204-7012 (Safeguarding Covered Defense Information and Cyber Incident Reporting) will be included in all SERDP contracts.

• FAR 52.204-23, FAR 52.204-25, and FAR 52.204-26 regarding telecommunications and video surveillance equipment will be included.

• Service Contract Reporting (SCR) requirements apply to contracts exceeding $3,000,000.

• Pre-proposals are due by February 6, 2026, 2:00 p.m. Eastern Time.

• Full proposals (if requested) are due by April 2, 2026, 2:00 p.m. Eastern Time.

• Submissions must be made via the SERDP and ESTCP Management System (SEMS); no other methods are accepted.

• Evaluation factors for pre-proposals: SERDP Relevance (pass/fail), Technical Merit (most important), Personnel, and Cost.

• Full proposals will also consider a Transition Plan.

• Open to Private Sector Organizations (Small Businesses, Large Businesses, Educational Institutions).

• Offerors must be registered and active in the System for Award Management (SAM.gov).

• Subcontracting plans are required for proposals exceeding $900,000 if selected for funding.

• The Government will not pay for proposal preparation costs.

• Anticipated awards are in June 2027.

• Contact information for contracting and small business inquiries is provided.

Form / Attachment / Pricing Sheet

This document is a template for a Small Business Subcontracting Plan, required by FAR 52.219-9. It outlines the requirements for offerors to detail their plans for subcontracting with small businesses and other socioeconomic categories.

• Plan Type: Options for Individual Plan or Master Plan.
• Contract Information: Fields for Company Name, Cage Code, SAM UEI, Tax ID, Address, Date Prepared, Solicitation #, Contract #, NAICS Code, and Period of Performance.
• Subcontracting Goals: Detailed tables for reporting subcontracted dollars and percentages for various socioeconomic categories (Small Business, Small Disadvantaged Business, WOSB, VOSB, SDVOSB, HUBZone, HBCU/MI) against total subcontracted dollars and total contract value.
• Description of Products/Services: Section to list all supplies/services to be subcontracted, including business name, size, and estimated dollar amount.
• Methodology: Explanations required for developing subcontracting goals and identifying potential sources for solicitation.
• Indirect Cost Inclusion: Statement on whether indirect costs are included in subcontracting goals.
• Program Administrator: Details of the individual responsible for the subcontracting program.
• Opportunities for Subcontracting: A checklist and description of efforts to ensure equitable opportunities for small businesses.
• Statement of Flow Down: Confirmation of including FAR 52.219-8 and requirements for subcontractors with their own plans.
• Assurances: Confirmation of compliance with various FAR clauses related to subcontracting plan reporting, record maintenance, and good faith efforts.
• Record Maintenance: Description of records to be maintained regarding subcontracting efforts.
• Preparer Information: Signature, name, title, and contact details of the plan's preparer.

This template is crucial for bidders to understand the government's expectations regarding small business subcontracting. Offerors must complete and submit a subcontracting plan that adheres to this template's structure and requirements. It details how the company intends to utilize small businesses for subcontracted portions of the work, including specific goals and reporting mechanisms. Failure to provide an adequate plan may impact proposal evaluation or award.