NGB-ZC-AQ - W9133L

1411 JEFFERSON DAVIS HWY

ARLINGTON VA 22202-3231

703-607-1742

UNDER DPAS (15 CFR 700)

11. DELIVERY FOR FOB

RFQ

SEE SCHEDULE

14. METHOD OF SOLICITATION

IFB RFP

CODE

SEE ADDENDUM

BLOCK IS MARKED

DESTINATION UNLESS

12. DISCOUNT TERMS

Net 30 Days

HQ0105

(No Collect Calls)

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER 

CODE

SEE ITEM 9

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL T ME

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION 

 PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV 3/2005)

Prescr bed by GSA

FAR (48 CFR) 53.212

(TYPE OR PRINT)

18-Sep-2008

(SIGNATURE OF CONTRACTING OFFICER) 31c. DATE SIGNED

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

ZEITGEIST EXPRESSIONS, INC.

PATRICIA ADAMS

1222 N MAIN, STE 740

SAN ANTONIO TX 78212-5711

CODE 10. THIS ACQUISITION IS

UNRESTRICTED

FAX: NAICS:

TEL:

OFFEROR CODE 18a. PAYMENT WILL BE MADE BY

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT 

BELOW IS CHECKED

1TWN7

TEL. 210-271-7411

W9133L

SIZE STD:

9. ISSUED BY

FACILITY 

CODE

17a.CONTRACTOR/

DFAS-INDIANAPOLIS-HQ0105

DFAS INDIANAPOLIS

VENDOR PAY DEPT 3800

8899 E. 56TH ST.

INDIANAPOLIS IN 46249-3800

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

15. DELIVER TO CODE SCHED1 16. ADMINISTERED BY SEE SCHEDULE

N/A

N/A AA N/A

V797P-7003a 18-Sep-2008 W9133L-08-F-0272

7. FOR SOLICITATION 

 INFORMATION CALL:

a. NAME

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/ SERVICES

SEE SCHEDULE

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN. 

SB

HUBZONE SB

SET ASIDE: % FOR

PAGE 1 OF 115

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS W909UJ82071000

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

 / CONTRACTING OFFICER

TEL: 703 607-2089 EMAIL:

See Schedule $7,498,250.50

0 COPIES

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS: SEE SCHEDULE

OFFER DATED 08-Sep-2008 . YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 29. AWARD OF CONTRACT: REFERENCE Zeitgeist Expressons Inc

X

8(A)

SVC-DISABLED VET-OWNED SB

EMERGING SB

X

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32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

 (CONTINUED)

SEE SCHEDULE

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/ SERVICES 21. QUANTITY 22. UNIT 24. AMOUNT

PAGE 2 OF

23. UNIT PRICE

115

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT 

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

COMPLETE PARTIAL FINAL

35. AMOUNT VERIFIED 36. PAYMENT

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV 3/2005) BACK

Prescribed by GSA

FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION 

 PREVIOUS EDITION IS NOT USABLE

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Section SF 1449 - CONTINUATION SHEET 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

0001 6,234,009.60 Dollars, 

U.S. 

$1.00 $6,234,009.60 

Base Year - Direct Labor 

FFP 

Firm Fixed Price - The Contractor shall provide direct labor and services in 

accordance with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

PURCHASE REQUEST NUMBER: W909UJ82071000 

 

 

 NET AMT $6,234,009.60 

 ACRN AA 

CIN: W909UJ820710000001 

 $6,234,009.60 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

0002 664,240.90 Dollars, 

U.S. 

$1.00 $664,240.90 NTE 

Base Year - ODC & Equipment 

T&M 

Time & Materials - The Contractor shall all ODCs and supporting equipment in 

accordance with the performance work statement, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

PURCHASE REQUEST NUMBER: W909UJ82071000 

TOT ESTIMATED PRICE $664,240.90 NTE 

 CEILING PRICE 

 ACRN AA 

CIN: W909UJ820710000002 

$664,240.90 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

0003 500,000 Dollars, 

U.S. 

$1.00 $500,000.00 NTE 

Base Year - Travel 

T&M 

Time & Materials - The Contractor shall all travel in accordance with the 

performance work statement, the Contractor's proposal and the Joint Travel 

Regulation. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

PURCHASE REQUEST NUMBER: W909UJ82071000 

TOT ESTIMATED PRICE $500,000.00 NTE 

 CEILING PRICE 

 ACRN AA 

CIN: W909UJ820710000003 

$500,000.00 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

0004 100,000 Dollars, 

U.S. 

$1.00 $100,000.00 NTE 

Base Year - Optional Services. 

T&M 

Time & Materials - The Contractor shall provide optional services in accordance 

with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

PURCHASE REQUEST NUMBER: W909UJ82071000 

TOT ESTIMATED PRICE $100,000.00 NTE 

 CEILING PRICE 

 ACRN AA 

CIN: W909UJ820710000004 

$100,000.00 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

1001 6,234,009.60 Dollars, 

U.S. 

$1.00 $6,234,009.60 

OPTION Option Year #1 - Direct Labor 

FFP 

Firm Fixed Price - The Contractor shall provide direct labor and services in 

accordance with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 

 

 NET AMT $6,234,009.60 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

1002 461,653.09 Dollars, 

U.S. 

$1.00 $461,653.09 NTE 

OPTION Option Year #1 - ODC & Equipment 

T&M 

Time & Materials - The Contractor shall all ODCs and supporting equipment in 

accordance with the performance work statement, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $461,653.09 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

1003 500,000 Dollars, 

U.S. 

$1.00 $500,000.00 NTE 

OPTION Option Year #1 - Travel 

T&M 

Time & Materials - The Contractor shall all travel in accordance with the 

performance work statement, the Contractor's proposal and the Joint Travel 

Regulation. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $500,000.00 NTE 

 CEILING PRICE 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

1004 Dollars, 

U.S. 

$1.00 $0.00 NTE 

OPTION Option Year #1 - Optional Services. 

T&M 

Time & Materials - The Contractor shall provide optional services in accordance 

with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $0.00 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

2001 6,234,009.60 Dollars, 

U.S. 

$1.00 $6,234,009.60 

OPTION Option Year #2 - Direct Labor 

FFP 

Firm Fixed Price - The Contractor shall provide direct labor and services in 

accordance with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 

 

 NET AMT $6,234,009.60 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

2002 461,653.09 Dollars, 

U.S. 

$1.00 $461,653.09 NTE 

OPTION Option Year #2 - ODC & Equipment 

T&M 

Time & Materials - The Contractor shall all ODCs and supporting equipment in 

accordance with the performance work statement, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $461,653.09 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

2003 500,000 Dollars, 

U.S. 

$1.00 $500,000.00 NTE 

OPTION Option Year #2 - Travel 

T&M 

Time & Materials - The Contractor shall all travel in accordance with the 

performance work statement, the Contractor's proposal and the Joint Travel 

Regulation. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $500,000.00 NTE 

 CEILING PRICE 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

2004 Dollars, 

U.S. 

$1.00 $0.00 NTE 

OPTION Option Year #2 - Optional Services. 

T&M 

Time & Materials - The Contractor shall provide optional services in accordance 

with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $0.00 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

3001 6,234,009.60 Dollars, 

U.S. 

$1.00 $6,234,009.60 

OPTION Option Year #3 - Direct Labor 

FFP 

Firm Fixed Price - The Contractor shall provide direct labor and services in 

accordance with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 

 

 NET AMT $6,234,009.60 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

3002 607,478.97 Dollars, 

U.S. 

$1.00 $607,478.97 NTE 

OPTION Option Year #3 - ODC & Equipment 

T&M 

Time & Materials - The Contractor shall all ODCs and supporting equipment in 

accordance with the performance work statement, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $607,478.97 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

3003 500,000 Dollars, 

U.S. 

$1.00 $500,000.00 NTE 

OPTION Option Year #3 - Travel 

T&M 

Time & Materials - The Contractor shall all travel in accordance with the 

performance work statement, the Contractor's proposal and the Joint Travel 

Regulation. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $500,000.00 NTE 

 CEILING PRICE 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

3004 Dollars, 

U.S. 

$1.00 $0.00 NTE 

OPTION Option Year #3 - Optional Services. 

T&M 

Time & Materials - The Contractor shall provide optional services in accordance 

with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $0.00 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

4001 6,234,009.60 Dollars, 

U.S. 

$1.00 $6,234,009.60 

OPTION Option Year #4 - Direct Labor 

FFP 

Firm Fixed Price - The Contractor shall provide direct labor and services in 

accordance with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 

 

 NET AMT $6,234,009.60 

 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

4002 607,478.97 Dollars, 

U.S. 

$1.00 $607,478.97 NTE 

OPTION Option Year #4 - ODC & Equipment 

T&M 

Time & Materials - The Contractor shall all ODCs and supporting equipment in 

accordance with the performance work statement, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $607,478.97 NTE 

 CEILING PRICE 

 

 

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ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

4003 500,000 Dollars, 

U.S. 

$1.00 $500,000.00 NTE 

OPTION Option Year #4 - Travel 

T&M 

Time & Materials - The Contractor shall all travel in accordance with the 

performance work statement, the Contractor's proposal and the Joint Travel 

Regulation. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $500,000.00 NTE 

 CEILING PRICE 

 

 

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 

4004 Dollars, 

U.S. 

$1.00 $0.00 NTE 

OPTION Option Year #4 - Optional Services. 

T&M 

Time & Materials - The Contractor shall provide optional services in accordance 

with the performance statement of work, all governing Federal Supply 

Schedules, and the Contractor's Quote dated September 8, 2008. 

FOB: Destination 

MILSTRIP: W909UJ82071000 

 TOT ESTIMATED PRICE $0.00 NTE 

 CEILING PRICE 

 

 

INSPECTION AND ACCEPTANCE TERMS 

Supplies/services will be inspected/accepted at: 

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY 

0001 Destination Government Destination Government 

0002 Destination Government Destination Government 

0003 Destination Government Destination Government 

0004 Destination Government Destination Government 

1001 Destination Government Destination Government 

1002 Destination Government Destination Government 

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1003 Destination Government Destination Government 

1004 Destination Government Destination Government 

2001 Destination Government Destination Government 

2002 Destination Government Destination Government 

2003 Destination Government Destination Government 

2004 Destination Government Destination Government 

3001 Destination Government Destination Government 

3002 Destination Government Destination Government 

3003 Destination Government Destination Government 

3004 Destination Government Destination Government 

4001 Destination Government Destination Government 

4002 Destination Government Destination Government 

4003 Destination Government Destination Government 

4004 Destination Government Destination Government 

DELIVERY INFORMATION 

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS UIC 

 

0001 POP 22-SEP-2008 TO 

21-SEP-2009 

N/A SEE SCHEDULE 

N/A 

N/A AA N/A 

FOB: Destination 

SCHED1 

 

0002 POP 22-SEP-2008 TO 

21-SEP-2009 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

0003 POP 22-SEP-2008 TO 

21-SEP-2009 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

0004 POP 22-SEP-2008 TO 

21-SEP-2009 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

1001 POP 22-SEP-2009 TO 

21-SEP-2010 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

1002 POP 22-SEP-2009 TO 

21-SEP-2010 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

1003 POP 22-SEP-2009 TO 

21-SEP-2010 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

1004 POP 22-SEP-2009 TO 

21-SEP-2010 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

2001 POP 22-SEP-2010 TO 

21-SEP-2011 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

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2002 POP 22-SEP-2010 TO 

21-SEP-2011 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

2003 POP 22-SEP-2010 TO 

21-SEP-2011 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

2004 POP 22-SEP-2010 TO 

21-SEP-2011 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

3001 POP 22-SEP-2011 TO 

21-SEP-2012 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

3002 POP 22-SEP-2011 TO 

21-SEP-2012 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

3003 POP 22-SEP-2011 TO 

21-SEP-2012 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

3004 POP 22-SEP-2011 TO 

21-SEP-2012 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

4001 POP 22-SEP-2012 TO 

21-SEP-2013 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

4002 POP 22-SEP-2012 TO 

21-SEP-2013 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

4003 POP 22-SEP-2012 TO 

21-SEP-2013 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

 

4004 POP 22-SEP-2012 TO 

21-SEP-2013 

N/A (SAME AS PREVIOUS LOCATION) 

FOB: Destination 

SCHED1 

ACCOUNTING AND APPROPRIATION DATA 

AA: 218206500000181050133G92R10002565376SAFW909UJ820710006SAF37044205 

AMOUNT: $7,498,250.50 

CIN W909UJ820710000001: $6,234,009.60 

CIN W909UJ820710000002: $664,240.90 

CIN W909UJ820710000003: $500,000.00 

CIN W909UJ820710000004: $100,000.00 

 

CLAUSES INCORPORATED BY REFERENCE 

252.232-7003 Electronic Submission of Payment Requests and Receiving 

Reports 

MAR 2008 

 

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CLAUSES INCORPORATED BY FULL TEXT 

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 

The Government may require continued performance of any services within the limits and at the rates specified in 

the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the 

Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance 

hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the 

Contractor within 15 days. 

(End of clause) 

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 

(a) The Government may extend the term of this contract by written notice to the Contractor within 15 calendar 

days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 

30 days before the contract expires. The preliminary notice does not commit the Government to an extension. 

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause. 

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 

years and 6 months. 

(End of clause) 

ZA- PERFORMANCE WORK STATEMENT

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Terms of Award 

This award is made pursuant to the terms of solicitation W9133L-08-R-2026, and 

incorporates the Contractor’s proposal dated September 8, 2008 in full. Additionally, 

this award fully complies with the terms of Federal Supply Schedules V797P-7003a 

(Zeitgeist Expressions, Inc.) and GS-15F-0015L (Ceridian Corp.) 

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PERFORMANCE WORK STATEMENT (PWS) FOR 

DIRECTORS OF PSYCHOLOGICAL HEALTH 

1.0 ORGANIZATION

National Guard Bureau, NGB-J-1-PH

Source: (http://www.ngb.army.mil)

Vision: to be “Relevant, reliable, ready and accessible.” 

Mission: 

Federal: “Maintain properly trained and equipped units available for prompt mobilization 

for war, national emergency or as otherwise needed.” 

State: To provide trained and disciplined forces for domestic emergencies or as 

otherwise required by state law. 

1.1 Period of Performance: Base Year (proposed award 30 SEPT 2008) Option Year(s): 

1,2,3 and 4. 

2.0 BACKGROUND and PURPOSE OF CONTRACT 

The National Guard Bureau (NGB), an active duty component of the U.S 

Department of Defense (DoD) has the urgent need to provide mental health 

support services per provision 10 U.S.C., Chapter 55; Section 723, National 

Defense Authorization Act for FY 2007, Pub. L. 109-163 and the Report of the 

DoD Task Force on Mental Health (TFMH), June 2007 specifically behavioral 

health and support services for National Guard (NG) members as part of predeployment resiliency training and post deployment reintegration to civilian life. 

10 U.S.C., Chapter 55 establishes Federal responsibility for Prevention, 

Mitigation, and Treatment of Blast Injuries (Pub. L. 109-163 (1) (D), Access to 

Health Care Services for Beneficiaries Eligible for TRICARE and the Department 

of Veteran’s Affairs Health Care (Pub. L. 107-314, (A), (C) Health Care 

Management Demonstration Program (Pub. L. 106-398, (a), (b, 1-2), specifically 

to improve, develop and maintain intervention and rehabilitation programs for 

returning troops who have developed post traumatic stress disorder (PTSD), 

experienced traumatic brain injuries (TBI), and/or other behavioral health 

problems associated with an individual’s inability to reintegrate into civilian life. 

Some states and local communities currently lack access, coordination and/or 

professional intervention services of mental health providers and related support 

systems. The National Guard (NG) faces unique challenges to provide mental 

health support to its members. NG armories and wings are community based and 

are seldom within the catchment area of a military treatment facility; and have 

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varying degrees of capabilities between communities and states. Since the 

Guard does not provide treatment, all care is received externally through 

TRICARE, the Veterans Health Administration (VA) and health insurance 

provided through a Guard member’s or civilian spouse’s civilian employer. 

Additionally, psychological health is not a core competency of the NG; resulting 

in an inconsistency between a state’s ability to design and implement a 

psychological health program. 

This contract also addresses the recommendations: 5.4.1.6, 5.4.1.10, 5.4.1.11, 

5.4.1.12, 5.4.1.14 of the DoD Plan to Achieve the Vision of the DoD Task Force 

on Mental Health, September 2007 Report to Congress; “to place a Director of 

Psychological Health at each of the 54 Joint Force Headquarters (JFHQ)”, for 

Army and Air National Guard service, under direction of the state Adjutant 

General (TAG) who may appoint a Joint Director for oversight. 

To fulfill this mission, the Contractor, in partnership with NGB, will identify 

behavioral health provider networks of locally based mental health 

clinicians/counselors who will offer mental health counseling and associated 

support services for pre and post deployment NG members and their families. In 

addition, the Contractor will place a Director of Psychological Health in each of 

the 54 states/territories who will coordinate and manage mental health 

counseling and resource services and/or oversee qualified providers and other 

mental health resources within his/her respective state. The NGB COTR will 

provide technical oversight to ensure delivery of professionally sound, 

standardized and cost-effective services. 

The purpose of this contract is to obtain a contractor who will identify and provide 

State Directors of Psychological Health who will coordinate counseling and/or 

oversee mental health services to NG members located throughout the United 

States including the Pacific Islands, Puerto Rico and the Virgin Islands, wherever 

Army or Air National Guard members and their families are located. All NG 

reintegration support services will complement one another and provide NG 

members with valuable assistance in their management of mild readjustment 

issues to varying degrees of traumatic brain injuries and/or post traumatic stress 

disorder (PTSD) sustained through deployment. An additional goal is to decrease 

the stigma associated with seeking “mental health” services as well as improve 

access to qualified mental health providers at the critical point, when a NG 

member (or family member) recognizes the need for mental health intervention. 

2.1 TRANSITION ACTIVITIES

2.1 a. Phase In 

In order to ensure continuity of services, NGB will require the Contractor to 

provide a seamless implementation. During this period, existing state 

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behavioral health resources may/may not be established or may be at various 

implementation levels. The contractor will familiarize all applicable staff to 

ensure successful operations to achieve measurable outcomes. The 

Contractor’s transition plan will incorporate and provide for adequate coverage 

to maintain uninterrupted, comprehensive behavioral health services to the NG 

members, and will be effectively and efficiently administered and completed 

within a reasonable time frame. 

The Contractor shall, immediately upon award of the contract, contact the 

Project Officer to plan implementation of the contract. The contractor’s phasein plan must provide for full operation of Key Personnel including the Project 

Director, the Directors of Psychological Health (DPH) in the 54 (states and 

territories) locations to begin working as proposed and work begins as planned 

to achieve full operation. 

Offerors also are requested to describe, as part of the phase in plan, specific 

objectives- including time frames necessary to achieve a smooth, flawless 

implementation to deliver services, including an optional MIS management 

system that will capture DPH activity, utilization and specific case management 

activities should it be awarded this component of the contract. Additionally, 

offerors are asked to describe what they will do to achieve a smooth, flawless 

implementation, including MIS collaboration, management and transition if they 

are not awarded the MIS component or a follow-on contract as the result of any 

future solicitation. The Government may/may not elect to award any portion if 

MIS component of this contract. 

2.1 b. Transition Plan 

The transition plan will include methods, policies and protocols that outline in 

detail how the personnel will be identified and services will be implemented. 

Some of the policies, procedures, and other requirements may be addressed 

or incorporated in various contract deliverables of this contract. 

a. A basic outline which details goals and measurable objectives including 

timeframes how the Contractor will assume sole responsibility for service 

delivery from award to complete implementation. 

b. Identification of Key Personnel: including roles, responsibilities and lines of 

communication; internally and with NG, Veterans Health Administration 

and TRICARE. 

c. Methods to orient new staff to the NG and expected procedural 

requirements and clinical training on the specifics of TBI and PTSD. The 

Government may provide on-line clinical oriented TBI and PTSD training 

specific to the warrior exposed to traumas in a combat environment. 

d. Timelines and plan for hiring new state Directors of Psychological Health 

(DPH) and identified state affiliate counselor resources/networks where 

needed. 

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e. Plan to transfer any applicable current cases, records and other direct 

service responsibilities to new state Director of Psychological Health for 

administrative oversight if requested. 

2.1 c. Contract Phase-Out Services 

At the end of this contract, if deemed necessary by the Government (NGB 

Project Officer), the Contractor shall provide similar transition planning and 

cooperation to the successor Contractor (refer to Federal Acquisition 

Regulation (FAR) Clause 52.237-3 Continuity of Services). 

3.0 SCOPE

Services will be provided for returning deployed NG members, and their families, 

as related to the mental health needs of the NG member. Services are to be 

provided for NG members irrespective of their physical geographic location within 

a U.S. State or Territory. Currently, services are provided through a variety of 

Federal and State programs with varying success. The Government reserves 

the right to add services under this contract for state and local governments and 

any other entities in the future, consistent with any authorities delegated to NGB 

to directly augment state and/or local governments and/or to assist other federal 

organizations to achieve their associated missions. 

When requested by the Project Officer, the Contractor shall develop a packet 

requesting Office of Management and Budget (OMB) clearance and approval for 

Client Satisfaction Surveys. The Project Officer will forward this packet to OMB 

for clearance per Government requirement.

NGB will require a service tracking and management system that is 

comprehensive report including analysis by state and an aggregate of all 

services by state and case record. The Contractor may be required to provide an 

electronic data feed of information for input to another Federal agency’s MIS or 

medical management case data system. 

Offerors are requested to describe, as part of their proposal, what information 

and capabilities they will provide to support the NGB to promote the awareness 

and utilization of this service and decrease any mental health stigma future for 

returning NG members. 

3.1 Technical Support

Psychological Health Services (PHS) will be a comprehensive service 

designed to assist in all efforts to resolve a continuum of mental health 

concerns from mild adjustment disorders; including associated personal 

problems related to traumatic brain injury (TBI) and post traumatic stress 

disorder (PTSD) that adversely impacts reintegration to civilian life to 

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assistance to family members caring for Guard members with severe TBI or 

PTSD. The goal of the psychological health service is to address such 

problems in the quickest, least restrictive, most convenient, and least costly 

manner while strictly respecting NG member’s confidentiality. Psychological 

health services will be offered to any of the approximately 600,000 NG 

members and their family members. These services are tailored and 

delivered according to the mental health needs of each individual through 

various combinations of mental health resource identification, communication 

of applicable benefits and other counseling services within a state/territory 

and the military system framework. Initial contact will have a greater 

emphasis on assessment, referral, resource identification; for example, 

connecting the NG member with a confirmed appointment or other mental 

health resource. Services that address longer term or more complex 

problems will also require personal assistance and resource identification 

within the given military or civilian structure for “follow through” to the 

appropriate heath care provider(s) or institution. 

This contract is not an exclusive contract to provide all psychological health 

services for the NGB, e.g., to meet the needs of service member’s 

psychological health concerns. Other Federal agencies and/or contracts may 

participate in an individual’s reintegration needs. The NGB expects 

collaboration among all contractors working for the DoD community. 

3.1 a. Optional Services: 

Optional Services are designed to be delivered on a stand-alone basis as a 

complement to other services received by states/territories to help fill gaps in 

services, and to provide a more complete solution to meeting behavioral 

health needs of individual NG members and their families. These services 

may involve any service that requires special emphasis to meet an 

individual’s needs unique to a particular state. 

These services include: 

a. Stand-alone Drug Free Workplace Services including Substance Abuse 

Professional Services. 

b. Stand-alone Behavioral Health Education and Training Services 

including various techniques, media, and other means of communication. 

c. Stand-alone Targeted Assessment, Screening and Referral Services, 

e.g., for alcohol, depression, hospitalization or other adjustment concerns. 

d. Stand-alone Preventive and Intervention Services based on results of a 

variety of assessments, e.g., surveys of health and productivity within a 

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specific group or state. At NGB’s discretion, the vendor will conduct 

assessments including, but not limited to, surveys. 

 e. Stand-alone Behavioral Health Return to Work Services. 

f. Other stand-alone health related services as needed per NGB request. 

g. Web based or Tele-health services 

3.1 b. Integration of Services 

The Government is seeking a Contractor(s) to provide psychological health 

services, through the provision of State Directors of Psychological Health, 

and/or Optional Services. 

Section 5 provides information regarding Psychological Health Services and 

Optional Services. 

All/Any NGB Contractors shall work together to collaborate on providing a 

seamless operation. The Government shall provide point of contact 

information to the awarded Contractor to all/any other contracted partners to 

ensure comprehensive communication. 

The Contractor is required to ensure that services are designed to work 

collaboratively to fully support any other contract award to meet the overall 

needs of eligible service members in their respective states, consistent with 

applicable laws and regulations concerning privacy and confidentiality. 

 

Contractors are required to support each other when requested by NGB. For 

example, the PDHRA program (See Definitions). The NGB contractor 

personnel are to maintain awareness as to which service members are 

eligible to participate in other contracted as well as Federal benefit programs. 

The NGB contractor will screen service members for other needs and refer 

them to the most appropriate resources for the needed service, with 

consideration given to all eligible benefits. The NGB contractor will offer to 

transfer or connect the service member to a VA hospital, Vet Center, 

TRICARE provider or other appropriate resource when that is in the best 

interest of the individual. 

If an ineligible individual requests services from the Contractor, the Contractor 

will endeavor to promptly connect the employee with the organization 

responsible for delivering the requested service. If unable to meet emergent 

needs by doing so, the Contractor is to deliver services (within scope) needed 

to meet emergent needs and notify the Project Officer. Similarly, if the 

Contractor is unable to determine eligibility for service, the Contractor will 

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meet emergent needs and notify the Project Officer. 

The Contractor must have an efficiently accessible DoD, VA and private 

insurance plan benefits information system that enables the contractor to 

quickly identify the member’s benefits and the services available to the NG 

member. 

4.0 PSYCHOLOGICAL HEALTH SERVICES (PHS)

In performance of this contract, the Contractor, independently and not as an 

agent of the Government, shall provide all necessary personnel, management, 

and supervision to support comprehensive PHS services. The Contractor shall 

provide the services in accordance with Section 5. 

 The goals of the service include: 

 

 To provide high quality services that are NG member specific; friendly and 

comprehensive, while typically increasing state/territory utilization rates to 

promote National Guard member readiness.

 To assist NG program managers and supervisors to improve NG member’s 

readjustment to civilian life by managing professional services and/or overseeing 

an individual’s mental health needs. 

 To provide consultation and support to help address organizational and 

individual health care situations which have a detrimental effect on NG member’s 

reintegration to civilian life. 

 To offer consultative guidance and advice to state and territory National 

Guard senior management on state specific mental health needs based on 

Guard member demographics and mental health status. 

 To provide National Guard oriented mental health training throughout the full 

spectrum of the deployment cycle. 

4.1 POLICY CONCEPTS 

NGB will act as the lead in a consortium of states and territories that seek a 

variety of services for their NG members, for both Army and Air National Guard. 

The policy concepts which these services operate are as follow: 

1. The National Guard, as an employer, recognizes TBI, PTSD, mental and 

emotional disorders, alcoholism and/or other drug abuse as treatable 

conditions. The NG members suffering from these conditions should 

receive the same assistance that is presently extended to employees 

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having any other illness. 

2. The State Directors of Psychological Health will work with Commanders, 

managers and supervisors to design and promote services that will 

address individuals mental health issues and prevent potential issues from 

developing. Services also will be provided for individual NG members to 

improve civilian work performance by assisting in the resolution of 

personal problems, and enhancing their ability to balance and manage 

both their work and other life responsibilities. 

3. Psychological Health Services (PHS) will interface with other NG joint 

programs so as to result in an integrated, seamless support program for 

all NG members. 

4. Except for the limitations for sensitive positions (as provided by Section 

201(c)(2) of PL 91-616 and Section 413 (c)(2) of PL 922-255 and 

according to Executive Order 12564), no member's job security or 

promotional opportunity will be jeopardized as a result of a request for 

either PHS counseling/problem solving or outside assistance in connection 

with the treatment of emotional problems, alcohol and/or other drug 

abuse. 

5. Professional ethics and the principles of confidentiality stated in the 

Privacy Act will be adhered to at all times, with the exception of the limited 

confidentiality extended to any NG member who has divulged information 

that requires a mental health provider to report that concern; per 

applicable State and Federal laws, guidelines and regulations. In all such 

cases, the results may be disclosed without NG member consent to both 

the Project Officer, State J-1 leadership and/or the Guard member's 

Commander. 

All medical and counseling/problem solving records, as well as any 

information obtained by contact with, or employee visits to the PHS, will be 

kept in a confidential manner in accordance with the mental health system 

of records and Section 122 and 303 of PL 93-282, the Privacy Act of 1974 

and 42 CFR, Part 2 “Confidentiality of Alcohol and Drug Abuse Patient 

Records." Because the regulations prohibit implicit and negative 

disclosure about persons with alcohol and/or other drug abuse problems, 

including whether or not a given person has utilized the PHS, the 

confidentiality of all NG members shall be maintained. 

6. The PHS services will provide confidential consultation, assessment, 

problem solving and/or outside referral and follow-up services for NG 

members and their family members, as well as Commanders who seek 

help for themselves and/or the NG members for whom they supervise. 

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7. Any member who decides to coordinate a visit to the PHS with permission 

of a Commander may, based on the policy of the National Guard, be 

considered on official duty (however may be in a non-pay status) while 

at the PHS for assessment and/or short-term counseling/problem solving. 

When PHS visits are coordinated with and approved by the Commander, 

sick or annual leave may or may not be charged to the NG member. Full 

time NG members who self-refer to the PHS without a supervisor's 

knowledge may use sick or annual leave to utilize the assessment, 

counseling, and/or in- or outpatient treatment of the PHS. 

4.2 POST AWARD CONFERENCE 

The Contractor's Project Director, and other appropriate corporate personnel 

shall meet with the Contracting Officer, Project Officer and other NGB staff for a 

post award conference within ten (10) days of the award of the contract to 

thoroughly review the requirements of the contract document, contract 

administration procedures and invoicing requirements. Within thirty (30) days of 

the award of the contract, NGB shall visit the Contractor's corporate office and 

meet with the Project Director to discuss and present the organizational structure 

and pertinent information about the personnel management policies and 

procedures of customer organizations. The Project Director, and other relevant 

managers should participate in the meeting at the Contractor’s corporate office, if 

requested. 

4.3 MANAGEMENT INFORMATION SYSTEM 

The privacy and confidentiality of all NG member identifying data managed as 

part of this contract must be handled as specified in Section 5.10 System of 

Records and Management Information System in the solicitation. 

4.4 DEFINITIONS 

These definitions shall apply when used in the provision of service delivery and 

throughout this contract. 

1. Activation: Order to active duty (other than to training). 

2. Active Duty: Full time duty in the active service of a Uniformed Service including 

active duty training (full time training duty and full time attendance at a school 

designated as a military service school, e.g. United States Military Academy). 

3. Affiliate: An individual or group of professional mental health practitioners who, 

through a contractual relationship with the prime Contractor, provide counseling 

services to NG members and/or their family members. All Affiliates shall meet 

the requirements of qualified counselor as defined herein. 

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4. Army Wounded Warrior Program: Formally known as the Disabled Soldier 

Support program (DS3), this program provides support and coordination of care 

to the soldier and his/her family through all phases of recovery and rehabilitation 

from injury. 

5. Automated Behavioral Health Clinic: A computer application that uses 

software to automate the patient intake process and improve access to data 

relevant to patient care. It screens patients while they wait to see a mental health 

provider using a comprehensive questionnaire. It generates results to assist 

mental health providers and clinic managers. 

6. Alcohol Abuse: A maladaptive pattern of alcohol use leading to clinically 

significant impairment or distress as manifested by one or more of the following: 

failure to fulfill major role obligations at work, school or home; legal problems 

resulting from the use; recurrent use in situations in which it is physically 

hazardous; and/or continuous use despite having persistent or recurrent social or 

interpersonal problems caused or exacerbated by the effects of the alcohol. 

7. Assessment and Referral: Professional counseling including an assessment, 

various educational and motivational activities, and referral to an appropriate 

community resource. 

8. “Battlemind” Training: Army program utilizing resiliency training that assists the 

soldiers transitioning from the “combat-zone” to the “home-zone”. War-fighting 

skills and the “battle” frame of reference frame sustain the soldier in the 

operational setting. 

9. Beneficiary: Individual eligible to receive medical care provided by military 

medical facilities and the TRICARE network and can include active duty 

personnel, active duty dependents, military retirees and their dependents, and 

survivors of deceased service members. 

10. Case Management: An activity aimed at assessing the member's progress and 

needs to help ensure that appropriate services are provided. This may include, 

but is not limited to, contacts with the member, service provider(s), significant 

others and NG representatives as appropriate. 

11. Case Record: The electronic and any hard copy record of case activity. 

12. Casualty Assistance Officer: Specially trained officer and enlisted personnel 

who are charged with personally notifying family members of the death of an 

active duty service member. They provide initial guidance and support in 

assisting families in dealing with the loss of a military member. 

13. Chain of Command: the succession of commanding officers from a superior to a 

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subordinate through which command is exercised. 

14. Client/ NG member/ service member: An individual, eligible under applicable 

NG policies, who receives services through this contract. 

15. Conflict-of-Interest Assignment/Referral: Assignment or referral of any 

member(s) to an affiliate counselor or resource in which the referring Counselor 

and/or the Contractor has a financial interest or any other interest. 

16. Continuous Quality Improvement (CQI): The analysis of processes to reduce 

unnecessary variation and improve the quality of the products and services 

delivered and the use of methodologies to develop new products, services, or 

processes which offer benefits to NG members. This process includes the 

analysis of evaluations from trainings and orientations, customer satisfaction 

surveys, and record reviews, as well as staffing patterns, Substance Abuse 

Professional coverage, Information System data, etc. 

17. Continuous Quality Improvement Reports: Statistical and narrative reports 

that summarize the findings of the Contractor's Continuous Quality Improvement 

process. 

18. Contractor: A company that has entered into a contractual relationship with NGB 

to provide services according to the terms described herein. 

19. Counseling/Problem Solving: Professional counseling/ problem solving 

provided by Affiliates sub-contracted by the Contractor or within the TRICARE, 

VA Healthcare system or other accepted resources. Counseling/problem solving 

is solution-focused, supportive, motivational, educational and/or informative. 

20. Critical Incident: A situation that is perceived to threaten life and/or cause 

serious physical and/or emotional injury or distress to a person or group. The 

contractor shall provide a critical incident report verbally to NGB within 24 hours 

of being notified of each critical incident. 

21. Critical Incident Stress Debriefing (CISD): A formal, intervention model, 

voluntary group meeting between a trained or Affiliate Counselor and group 

exposed to the same stressful event/incident following an event/incident. 

22. Critical Incident Stress Management (CISM): Constellation of services or 

activities that may be used by an organization to respond to and manage a 

critical incident. Services and activities include, but are not limited to, 

"inoculations," defusings, debriefings, outreach to the workforce, psychoeducational activities related to trauma, anniversary responses, consultation, etc. 

23. Coordinating Authority: A commander or individual assigned responsibility for 

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coordinating specific functions or activities involving forces of two or more military 

department forces in the same Service. The Commander or individual has the 

authority to compel agreement. Coordinating authority is more applicable to 

planning than operations. 

24. Dependent/Immediate Family: A service member’s spouse, children who are 

unmarried and under 21 years of age or who, regardless of age, are physically or 

mentally incapable of self support; dependent parents; including step and legally 

adoptive parents of the service member’s spouse; and dependent brothers and 

sisters including step and legally adoptive brothers and sisters. 

25. Direct care: Health care for active duty and other classes of beneficiaries 

provided inside the military treatment facilities (MTF) system; e.g. care received 

at the National Naval medical Center, Walter Reed Army Medical Center, health 

care provided to forces deployed to combatant sites and other locations 

overseas. 

26. Directors of Psychological Health: Individuals at the state level responsible for 

state program oversight; program information, answering and screening phone 

calls, providing information, and connecting callers and other requests for mental 

health services to the appropriate resource if needed. 

27. Drug Abuse: Use of psychoactive substances that are consumed in amounts 

hazardous to individual health or safety of the community, are prohibited by the 

laws of the state or if otherwise legal are taken on one's own initiative rather than 

on the basis of qualified professional advice. 

28. Drugs: Includes illegal, legal and/or over-the-counter drugs other than alcohol, 

caffeine or tobacco. Illegal drugs refer to those prohibited for use or possession 

by law or statute. It does not include the use of a controlled substance pursuant 

to a valid prescription or for other uses authorized by law. Legal drugs include 

both prescription and non-prescription medication. 

29. Emergency: Any situation requiring immediate attention and/or intervention 

where there is danger to life and/or property. 

30. Employees in Sensitive Positions: 

31. Employees in positions designated as Special Sensitive, Critical Sensitive or 

Non-Critical Sensitive under Chapter 731 of the Federal Personnel Manual or 

employees in positions designated as sensitive in accordance with Executive 

Order No. 10450, as amended; 

32. Employees granted access to classified information or who may be granted 

access to classified information pursuant to a determination of trustworthiness 

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under Section 4 of Executive Order No. 12564; 

33. Individuals serving under presidential appointments; 

34. Law enforcement officers as defined in 5 U.S.C. 8331 (20) and 8401 (17); or 

35. Other positions that involve law enforcement, public health or safety, national 

security, the protection of life and property or other functions requiring a high 

degree of trust and confidence. 

36. Family members: Relatives of service members regardless of home 

address, or significant other living in the employee's household. This group 

can include but is not limited to Service member parents, step-parents, 

grandparents, siblings, aunts, uncles, nieces, nephews cousins etc. 

37. Family Support Centers (FSC): FSCs are designed to offer family members of 

soldiers with a range of information including but not limited to provision of 

services provided by the installations, community resources, and other necessary 

information unique to service members’ families. 

38. Health care provider: A broad term encompassing licensed clinical 

professionals (e.g. physicians, psychologists, advanced practice nurses, licensed 

clinical social workers. 

39. Individual Medical Readiness (IMR): A means to assess an individual service 

member’s readiness level against established metrics to determine medical 

deployability in support of contingency operations. 

40. Installation: A grouping of facilities located in the same vicinity, which support 

particular functions. Installations may be elements of a base. 

41. Intake: The process of a member requesting services and contact with a Director 

of Psychological Health. The intake process also includes the completion of 

appropriate forms that result in either the opening of a new case file or reopening of an existing one. 

42. Key Personnel: Professional staff employed by the Contractor and assigned to 

work on the NGB who are designated by the Government as functioning in 

positions that are significant to achievement of contract objectives. 

43. Medical Evaluation Board (MEB): Physical and/or mental health problems that 

are expected to render a service member unable to fully perform his/her duties 

exceeding 90 days require a MED. A limited duty board is a type of MEB that 

places a member in a less than full duty status for 6 months. If a service member 

has a condition that is incompatible with military duty or that results in 

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disqualification from world-wide deployment for more than 12 months, he/she will 

be referred to a Physical Evaluation Board (PEB). 

44. Medical Holdover: Demobilized Reserve Component soldiers with medical 

conditions and/or injuries sustained in the line of duty that render them nondeployable but volunteer to remain on active duty as they are treated medically. 

45. Medical Regulating: The actions and coordination necessary to arrange for the 

movement of patients through the levels of care. The process matches patients 

with a medical treatment facility that has the necessary health service support 

capabilities and available bed space. 

46. Military One Source: A toll-free, 24/7 clearinghouse service that provides 

information and resources to active duty personnel and their beneficiaries. 

47. Monitoring of Member Progress: The Director of Psychological Health’s role in 

following a member's progress throughout the intervention or referral process. 

Such contact occurs on a periodic basis and with the member's authorization, 

and includes, but is not limited to, contacts with the member, the member’s 

commander (if involved and appropriate), and resource(s) to which the member 

is referred, etc. 

48. Offeror: Any organization that submits a proposal in response to this RFP. 

49. Post Deployment Health Assessment (PDHA): A mandatory procedure for 

each service member redeploying from combatant operations. It is composed of 

two parts. Each returning service member must fill out a form DD 2796; entitled 

PDHA. In addition to the completion of the form, the Service member must also 

have a face-to-face interview with a trained health care provider. This is to be 

completed within five days before or after redeployment. If this is not possible, 

the member’s commander should ensure that it is completed, processed and 

filed in the permanent medical record within thirty days of the member’s return. 

50. Post Deployment Health Re-Assessment (PDHRA): A mandatory program 

designed to identify and address health concerns with a specific emphasis on 

mental health issues that may have emerged over time since deployment and redeployment. The PDRHA form (DD2900) which is also web based can be filled 

out on-line, provides a second health assessment for the three to six month 

period after re-deployment. These forms must be reviewed by a health care 

provider and any follow up with the service member must be undertaken. 

51. Pre-deployment Health Assessment: A required form (DD 2795) that allows 

military personnel to record information about their general health and share 

concerns they may have prior to deployment. It also assists health care providers 

identify issues and provide medical care before, during and after deployments. It 

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is mandatory for all deploying military personnel to fill out the form. It is to be 

completed and validated within 30 days prior to deployment. This is not to be 

confused with the periodic Health Assessment. 

52. Post Traumatic Stress Disorder (PTSD): An anxiety disorder that can occur 

following the experience or witnessing of a traumatic event. A traumatic event is 

a life threatening event such as military combat, natural disasters, terrorist 

incidents, serious accidents or sexual assault in adult or childhood. Most 

survivors of trauma return to normal given a little time. However, some people 

will have stress reactions that do not go away on their own or may even get 

worse over time. These individuals may develop PTSD. 

53. Project Officer: The Contracting Officer’s Technical Representative. An 

individual(s) appointed by the Contracting Officer to manage and monitor this 

contract from a technical standpoint. 

54. Purchased care: Health services provided through a TRICARE contract that 

utilizes civilian resources. 

55. Qualified Staff: See Section 5.3 (1) of this document for requirements. 

56. Redeployment: The withdrawal and redistribution of forces; to transfer to 

another place or job. 

57. Referral: 

58. Self-Referral - voluntary and confidential use of the PHS by an employee or 

family member. 

59. Formal or Informal Referral - referral to the PHS by a supervisor, commander 

or other management official of any member who has deteriorating job 

performance, time management, attendance and/or conduct problems either 

in writing (formal) or verbally (informal). 

60. Other Referral - referral to the PHS of an employee by a union official, health 

unit, family member or through any means other than self- or a supervisory 

referral. 

61. Release of Information Form: A document signed by a NG member that 

permits the health care provider to disclose specified information to identified 

supervisors/Commanders, treatment facilities, family members, etc. Except 

where disclosure without consent is allowed or required by law, the member's 

written consent shall be obtained prior to the release of information to any 

individual, institution and/or organization. This applies to all releases without 

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regard to the type of problem the individual is experiencing. 

62. Resource: An agency, organization, business, service, individual/practitioner 

and/or other system to which/whom the assessing health care provider or the 

Director of Psychological Health may refer an employee or family member. 

63. State National Guard: Every U.S. state and territory, for both Air and Army 

National Guard, is a component of the psychological health program and may 

have slight nuances in the application to provide mental health services to its 

members. 

64. Statement of Understanding: A document that describes the services available 

for mental health or resource assistance and its applicable confidentiality. It is 

given to the service member at the beginning of the first counseling session and 

includes a consent form that must be signed prior to the member receiving 

counseling services. 

65. Substance Abuse Prevention and Treatment: programs designed to address 

the substance use, misuse, abuse and dependency needs of service members. 

Each service has oversight over their substance abuse prevention and treatment 

programs. 

66. Substance Abuse Professional (SAP): Licensed physician (Medical Doctor or 

Doctor of Osteopathy), or licensed or certified psychologist, social worker, 

employee assistance professional or addiction counselor (certified by the 

National Association of Alcoholism and Drug Abuse Counselors Certification 

Commission) with knowledge of, and clinical experience in the diagnosis and 

treatment of alcohol and controlled substances-related disorders. 

67. Supervisor or Management Consultation: Discussion between any Key 

Personnel and service member’s supervisor/management official to assess 

organizational needs; discuss potential and actual referrals; consult or confer 

regarding a client as appropriate during the course of counseling/problem solving 

monitoring, and/or follow-up; and/or managing a critical incident. 

68. Testing Designated Position (TDP): Any employment position that has been 

designated for random alcohol and/or other drug testing by Government mandate 

or management decision. 

69. Third Party Payments: Payments made by a health insurance company that 

typically covers either part or all of the cost of medical and/or behavioral health 

treatment. 

70. Tour-of-Duty: Employee work shift. 

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71. Traumatic Brain Injury: A blow or jolt to the head or a penetrating head injury. 

The injury may be caused by falls, motor vehicle accidents, assaults and/or other 

incidents. Blast and concussive events are a leading cause of TBI for active duty 

military personnel involved in war zones. TBI can temporarily or permanently 

impair a person’s cognitive skills, interfere with emotional well-being and diminish 

physical abilities. Persons with TBI also remain at high risk for the development 

of delayed symptoms. 

72. TRICARE: DoD’s health care plan for active duty, active duty beneficiaries, 

retirees and their beneficiaries. 

73. Veterans Health Information Systems and Technology Architecture (VistA): 

The Veteran’s Health Administration electronic medical information/record 

system. 

74. Utilization: Utilization is tracked through counting numbers of persons or 

events. When utilization rates are provided they are calculated by annualizing 

these numbers and dividing by the total number in the category tracked, e.g., 

cases opened divided by the total covered NG member population. 

75. Utilization tracking for DPH activity includes, but is not limited to, the 

following: 

76. Consultations with NG members/family members regarding any presented issue 

for which a case has not yet been opened. This may include provision of 

information, education, assessment, and or referrals. 

77. Cases opened: The number of cases opened (with an assigned case number) 

with service members needing assistance for a defined problem. 

78. Problem Resolution Rate: The percentage of cases closed in which the 

problem or issue assessed by the mental health provider was resolved. 

79. Training/education/seminar Participants: The number of employees in 

attendance at trainings, seminars, workshops, and orientations. 

80. Critical incident responses and numbers of individuals provided group or 

individual interventions. 

81. Consultations with NG management or supervisors/Commanders regarding 

an individual or work unit. 

82. Verified Positive Test Result: Any test result that has been screened positive 

by a FDA-approved immunoassay test, confirmed by a Gas 

Chromatography/Mass Spectrometry assay (or other confirmatory tests approved 

by HHS), and evaluated and corroborated by an authorized reviewing official. 

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83. Warm Transfer: A direct telephone transfer, through use of telephone 

conferencing, of a caller to an affiliate counselor from a DPH without disconnecting 

the caller. The individual transferring the call shall speak with the mental health 

counselor to indicate that he/she has a caller on the line who is interested in 

services. 

5.0 TECHNICAL SPECIFICATIONS/TASKS TO BE PERFORMED/STATEMENT OF 

WORK

The PHS Services to be delivered under this contract are NG member based 

behavioral health services designed to help maintain and improve NG member 

productivity and to help members address the full range of personal and mental 

health problems as a result of deployment. Services are to be part of a 

comprehensive overall effort through the NG Wounded Warrior program, support 

individual readiness and better cope with the sequelae of TBI and/or PTSD. 

As part of their proposals, offerors are requested to consider the services to be 

delivered and to describe the offeror’s recent experience both at the corporate 

and the state level in: working with customer organizations to understand and 

meet their needs; demonstrating value relative to psychological health core 

competencies; demonstrating outcomes from the services delivered; and in 

demonstrating overall Return On Investment for the National Guard. 

Offerors also are requested to describe as part of their proposal how the offeror, 

if awarded this contract, at both the corporate and state level, would work with 

NGB, the states and territories, to accomplish the four functions listed in the 

above paragraph. 

 

Services are to be performed in accordance with the highest professional 

standards and the following requirements: 

5.1 Professionally Staffed PHS State and Territory Directors 

The Directors of Psychological Health (DPHs) shall oversee and 

coordinate mental health access through the NG state offices (and 

territories) for on and off-site assessment, problem solving, educational 

and motivational activities, referral, monitoring, behavioral health 

consultation, and follow-up psychological health services; 24 hours a day, 

7 days a week, 365 days a year at secure, smoke-free locations 

accessible to the physically challenged. *Most likely the Government 

will provide office space for these individuals in each J-1 State office, 

and one each in the Air and Army NG Headquarters. The DPH will act 

as a team member with other NG program personnel in support of all NG 

members and their families; recognizing there are nuances and 

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differences regarding Air and Army NG component policies and protocols 

as well as the mental health needs of the individual airman or soldier. 

The DPHs shall fully and promptly comply with all requests by the Project 

Officer to secure all requested levels of security clearance for personnel 

working under this contract. Complete applications for security 

clearance are to be submitted within one week of request by the Project 

Officer. The contractor will promptly provide other information when 

requested by the Project Officer if/when the Project Officer determines the 

information is needed to resolve issues, e.g., service complaints, 

appearance of background discrepancies, etc. 

a. DPHs 

(1) DPHs and Affiliate Counselor/Network Coverage 

NGB will set access levels and on-site placement based on 

NG member geographic dispersion, NGB Project Officer 

direction, program utilization, affiliate counselor accessibility, 

and other relevant factors to ensure cost-effective placement 

of DPHs while maintaining program quality and access. 

NGB and the Contractor shall work together to track DPH 

capacity and assignment utilization. The Contractor shall 

consider clinical need and referrals among other pertinent 

factors and recommend adjustment of service levels and 

DPH placement. 

(a) In limited circumstances it may be in the best interest 

of the Government for NGB or various 

states/territories to directly employ or contract for a 

DPH, e.g., for certain security reasons. In this event, 

at the request of the Project Officer, the Contractor 

shall provide access to the DPH for use of the MIS, 

MIS case management system and/or other 

resources available to DPHs provided by the 

Contractor, as well as clinical consultation on difficult 

case situations. 

(b) DPHs shall be responsible for ensuring appropriate 

on-and off-site office coverage. When a DPH will be 

away for more than two (2) weekdays due to vacation, 

leave-of-absence, or illness/or unexcused absence, 

appropriate options shall be examined, including, but 

not limited to, back-up on-site coverage. The 

coverage plan developed shall provide the most cost 

and service efficient alternative that provides for 

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continuity of care, timely management of existing and 

incoming work load, service quality and customer 

satisfaction. A back up coverage for any absence is 

required. 

(c) Within thirty (30) days of the award of the contract, 

the Contractor shall submit via electronic mail to the 

Project Officer for approval, written protocols and 

procedures to ensure that all full-time, or back up 

 DPHs have supervision and appropriate psychiatric 

telephonic consultation available at all times. 

(d) Psychiatric telephonic consultations shall be available 

when needed, including after-hours availability for 

urgent/emergency situations. 

 b. Hours of Operation 

 (1) Regular Business Hours 

DPH availability will be required on each business day for 

those states/territories that have regular hours, and most 

likely will include some evenings and weekends, as 

necessary in order to best serve individual NG members. 

Within thirty (30) days after the award of the contract, the 

Contractor shall submit via electronic mail to the Project 

Officer for approval, written protocols and procedures to 

ensure that all Key Personnel are actively engaged in duties 

and/or available by blackberry during regular business hours 

and after hours. 

It shall be the responsibility of the Contractor to be familiar 

with the Federal calendar as well as with those days set 

aside as officially approved holidays. On-site DPHs working 

within the terms of the contract shall observe the same 

holidays as the National Guard. When Federal organizations 

are granted additional leave including administrative leave as 

a result of inclement weather, potentially hazardous 

conditions, parades and/or other functions or special 

circumstances, the Contractor may be required to retain staff 

on duty at assigned locations to maintain an acceptable level 

of service for those NG members who are required to work. 

 (2) Emergencies and After-hours Coverage 

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Within thirty (30) days after the award of the contract, the 

Contractor shall submit via electronic mail to the Project 

Officer for approval, written protocols and procedures 

explicitly defining the process by which DPHs or affiliate 

counselors shall respond to after-hours or emergency calls. 

This plan shall include provisions for both initial phone 

contact and on-site response when clinically necessary and 

if practicable. The plan shall address the protocols 

applicable during regular business hours as well as those in 

emergency situations that occur when DPHs or affiliate 

counselors are not in their offices (evenings, nights, 

weekends and holidays). Key personnel or their back-ups 

are expected to be available by blackberry or telephone 24 

hours a day, seven days a week. 

 (3) Project Director Attendance 

When the Project Director is on leave during regular 

business hours, the Contractor shall notify the Project Officer 

as to who will be the Project Director’s backup. When 

possible, this notification shall be provided two (2) days prior 

to the beginning of the Project Director’s leave. 

 

 c. Office Locations 

The Contractor shall be responsible for providing continuous on-site 

coverage at locations approved by the Project Officer (See 

Appendix 1 for a current J-1 office location list). The number of 

office locations is estimated, as state/territory locations may vary, 

increase or decrease per work force requirement. In most 

instances, the offices shall be located at NG Joint Headquarters (J1) offices, however, the Contractor may be required to locate and 

secure separate office space. 

 

The Contractor shall establish formal agreements with local 

qualified mental health counselors (emergency affiliate network) so 

that eligible NG members and their families may receive 

counseling/problem solving or other assistance when urgently 

needed.. 

5.2 DPH Access 

 a. Telephone Access 

The DPH shall be accessible, regardless of where callers are located in 

their respective state/territory. 

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(1) The DPH and/or qualified emergency affiliate counselor must be 

available at all times to immediately and directly interact with the caller, 

e.g., when a direct clinical response is required by the NG member, 

when an emergency clinical counselor’s involvement is needed, or 

when the caller requests to speak to a counselor. 

 Minimal use of recorded messages is allowable and only with the 

specific prior approval of the Project Officer. 

(2) DPHs who have call-forwarding capability shall forward their 

telephones to back-up personnel or blackberry anytime they anticipate 

being out of the office, including after regular business hours. DPHs 

shall be responsible for testing the forwarding system to ensure that 

calls are properly forwarded to the correct terminating location each 

time they use their call-forwarding feature. 

(3) When applicable, DPHs shall record an NGB-approved message on 

his/her voice mail or answering machine. This message shall clearly 

refer callers to the appropriate forwarding number, and repeat the 

number to help ensure it is understood. 

(4) Systems and procedures required to ensure reliability and 

effectiveness of offeror’s communication methods must provide for 

timely and accurate communication of information and messages 

among appropriate NG personnel, referral counselors, and callers in all 

circumstances. This applies whether or not DPHs are in their offices at 

the time of the call. 

(5) Within thirty (30) days of the award of the contract, the Contractor shall 

submit via electronic mail to the Project Officer for approval, written 

protocols and procedures explicitly defining telephone access 

procedures and system back-up procedures. The Contractor shall 

integrate the protocols and procedures into the Standard Operating 

and the Clinical Policies and Procedures Manual and into DPH 

orientation and training. The Contractor shall address and ensure that: 

 (a) The phone line is answered quickly, efficiently, and in a 

courteous manner. 

(b) In non-emergency cases, messages left for DPHs shall be 

responded to no later than the next work day. 

(c) Emergency calls shall be responded to immediately. The 

Contractor shall be responsible for assuring that a qualified 

response is available twenty-four (24) hours a day, 7 days a week, 

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365 days a year to speak with any NG member or covered family 

member who calls the Director of Psychological Health for services. 

If deemed an emergency by one of the Key Personnel, person-toperson emergency/crisis counseling will be provided, as necessary, 

and callers will be referred to hospital emergency rooms and other 

facilities, as quickly as possible. When a referral is made to a 

hospital emergency room or other facility, the DPH working with the 

member shall facilitate the referral. The DPH will then act as a 

case manager providing linkage, monitoring, follow-up and 

participation in continuing care planning, as appropriate, with the 

consent of the member. 

(d) TTY access shall be available for hearing-impaired members 

and family members 24 hours a day, 7 days a week, 365 days a 

year and shall be equivalent to telephone access available to all 

 hearing employees and family members as described above. If 

requested, the DPHs will be trained in TTY equipment operation 

and may be the sole recipients of and respondents to TTY calls. 

(e) Counseling by telephone may be provided by any qualified 

referred counselor if it is desired by the member and does not 

compromise the DPH or referred counselor's judgment. Within 

thirty (30) days of contract award, the Contractor shall provide a 

written protocol to the Project Officer for approval concerning 

telephone counseling. The protocol shall be integrated into the 

Standard Operating and Clinical Policies and Procedures 

Manual and the DPH orientation and training activities. NGB 

reserves the right to establish and provide Guidelines for 

Telephone Counseling to be used by the Contractor. 

(f) Web-based counseling is being reviewed by the NGB at this time 

and may be requested for implementation on a pilot project basis; 

in conjunction with the Chaplain service. (See Optional Services). 

(g) A call tracking system will be used for real-time tracking and 

program management. 

(h) Monthly reports are provided to the Project Officer on case 

activity and performance against standards of timeliness for 

handling calls, making appropriate referrals, case disposition, and 

NG member satisfaction. Offerors are to describe the reports and 

timeframe for submitting these reports as part of their proposal. 

 (6) Within five (5) days of the award of the contract, the Contractor shall 

submit via electronic mail to the Project Officer for approval, a written 

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voice mail/answering machine message that shall be used by each DPH. 

The text of the standard message shall inform callers that they have 

reached the DPH and advise them that they may either leave a message 

or call an alternative number to receive immediate assistance. This 

standard message shall be recorded by each DPH on his/her voice mail or 

answering machine within two (2) working days after approval of the 

message by the Project Officer. 

b. Referral to the DPH 

The Contractor shall encourage maximum access to the DPH by creating 

policies and procedures that ensure the following referral avenues: 

(1) Self-referrals in which an eligible NG member voluntarily contacts the 

DPH regarding personal problems or concerns. The DPH shall 

interview the member, and where appropriate and with the member’s 

knowledge and written consent, manage information that will enable a 

health care provider/referred counselor to complete a thorough biopsycho-social assessment of the client's presenting problem(s), which 

may/may not be related to TBI or PTSD. *The Government will 

conduct and require preliminary TBI and PTSD training for all 

DPHs (clinical provider level) for clinical expectations and 

standardization. 

When utilizing clinical counselors (through the emergency affiliate 

network), in urgent or emergency referrals, an initial diagnostic 

assessment shall be completed within one (1) or two (2) interview 

sessions and shall include screening for alcohol, drug, and other 

addictive disorders, risk of violence, work issues, mental health related 

issues, financial, legal, medical and other problems. Assessment will 

also include gathering pertinent information concerning the presenting 

problem(s), demographics, family background, current living situation, 

and baseline information on key health/work indicators. 

(2) Supervisory/Commander ordered referrals occur when a supervisor or 

Commander refers a member who is demonstrating job performance 

problems, time, attendance and/or other conduct problems. The DPH 

and/or affiliate counselor shall meet with the member to both assess 

the supervisor's concerns, evaluate the member's perception of the 

problem(s) presented by the supervisor/commander and any other 

problems that the member may identify. 

 The DPH and/or affiliate counselor shall be bound by the laws of 

confidentiality and shall discuss no specific clinical information with the 

referring supervisor or Commander unless the NG member has signed 

a release of information form authorizing the release of specific 

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information. Referred counselors are prohibited from communicating 

directly with the supervisor/Commander or other NG personnel. 

Referred counselors are to promptly communicate significant 

information to the DPH managing the case. In most cases, without a 

signed consent, the DPH may only verify that the member sought 

assistance while on duty time. Applicable state laws and regulations 

apply for exceptions. 

(3) Other referrals in which a member is referred to the DPH through any 

means other than self or supervisory referral, the DPH shall interview 

the member, and where appropriate and with the NG member's 

knowledge and written consent, his/her family members and/or 

supervisor/Commander will obtain information that will enable the DPH 

to refer to a mental health counselor or other appropriate health care 

system provider to complete a thorough bio-psycho-social assessment 

or treatment for the NG member's problem(s). 

(4) Referrals due to an NG member's confirmed positive alcohol and/or 

other drug test are formal supervisory/commander referrals, whether or 

not they are associated with TBI or PTSD. Qualified Substance Abuse 

Professionals (SAPs) as defined by the Omnibus Transportation 

Employee Testing Act of 1991 as amended may be referred cases as 

part of the supporting affiliate network. Each DPH will orient and 

ensure orientation of the affiliate counselor to the NG and relevant 

DoD, Drug and Alcohol program(s) specific handling; policies, 

procedures and programs associated with alcohol or other controlled 

substance misuse or abuse. 

 

c. Psychological Health Service Access 

The Contractor shall be responsible for implementing protocols and 

procedures to assure that DPHs are available to meet with NG members 

and/or their family members at a mutually agreeable time. The DPH shall 

ensure that initial appointments are made and conducted in a timely 

manner. Options for appointments shall be offered at a variety of times 

and days. If the initial assessment appointment is not scheduled to occur 

within five (5) business days of the initial request for service, the case file 

shall include documentation regarding the reason the appointment was 

scheduled at a later date. 

Emergency situations shall be responded to immediately, using the most 

appropriate resources available. Urgent situations shall be responded to 

within twenty-four (24) hours of contact. 

Appointments, with the appropriate health care providers, shall be offered 

at times and locations convenient and accessible to the NG members 

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and/or their family member(s). Crisis counseling will be available by 

telephone 24 hours per day, 365 days per year. Appointments shall be 

made consistent with member's needs, regardless of the DPH's regularly 

scheduled hours. DPHs will create state (and local) clinical counselor 

networks for referrals and other local resources to assist Guard members 

and their families with assistance on all sequelae associated with PTSD 

and/or TBI. 

The Contractor shall provide necessary coverage through the efficient 

assignment of qualified staff. Resources will be utilized to ensure that 

employees are seen within a reasonable distance and commute time from 

the member's home or worksite when services are to be delivered. The 

NGB Project Officer, in partnership with the Program Director, intends to 

review DPH productivity and placement to refine level(s) of effort and DPH 

placement on an annual basis. 

Quarterly, fifteen (15) days after the period being reported, the 

Contractor shall submit via electronic mail to the Project Officer, a DPH 

and counselor referrals utilization report. This report shall document 

the percent of cases seen by DPHs and other mental health 

counselors and the average number of sessions per case. 

(1) Whenever possible, the DPH shall defer to the choice(s) of the 

member with respect to language, gender, religious, cultural and/or 

ethnic preferences. 

(2) Telephone counseling is acceptable when expressly requested by the 

NG member and where clinically appropriate. 

(4) Upon request by the Project Officer, the Contractor shall be required to 

provide mental health counseling utilizing various means of remote 

counseling in addition to telephone counseling, e.g., web based and/or 

video teleconferencing, via potential pilot program partnership with the 

NG Chaplain Service. (see Optional Services). 

 

d. Confidentiality 

 Information may be released in accordance with the laws, regulations and 

circumstances as discussed below. When information is released, the 

Contractor is required to include a prohibition on secondary release of the 

information by the person to whom the Contractor releases information. 

(1) Laws and Regulations 

The Contractor shall ensure that all policies and procedures of the 

DPH services are in compliance with both Federal and State laws and 

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regulations, and assure the confidentiality of member contact with the 

DPH. Any and all counseling/problem solving records, as well as any 

information obtained from NG member visits to, or contacts with, the 

DPH shall be kept in a confidential manner in accordance with the 

Privacy Act of 1974 and 42 CFR, Part 2 "Confidentiality of Alcohol 

and Drug Abuse Patient Records", HIPAA. The confidentiality of all 

NG member users shall be maintained. Under the provisions of the 

Privacy Act or the Alcohol and Drug Abuse Patient Records 

regulations, information may not be disclosed to any person or 

organization without the written consent of the NG member or court 

order requiring disclosure. 

Disclosure of pertinent NG member information is permitted under the 

following circumstances: 

(a) When the member gives prior written consent to disclose 

information. This consent of release is specific indicating the nature 

and scope of topics to be released, to whom information is to be 

released, the purpose of the disclosure, and the date on which the 

consent terminates. 

(b) If the member poses a danger to self or others, or threatens to 

commit a serious crime that would cause substantial property damage. 

(c) If there is a suspicion of child, spouse, or elder abuse or 

neglect (according to Department of Defense, or state 

regulations). 

(d) Where it is legally permissible or required to warn the 

target(s) of a credible threat of violence or a future criminal 

act made by a member, or to warn the legal authorities of 

such threat. 

(e) If the disclosure of information is allowed by a valid court 

order. 

(f) If the disclosure is made to medical personnel in a 

medical emergency. 

(g) To qualified personnel for research, audit, or program 

evaluation. 

(h) When a direct supervisor requires confirmation that the 

member has made or kept DPH appointments during regular 

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duty hours or sick leave, when that NG member has sought 

official duty time for appointment. 

(i) For the purpose of defending an individual NG member in 

litigation per DoD/NGB regulations and instruction from the 

Project Officer. 

(j) To a licensed health care provider with respect to positive 

to drug tests or clinical issues; in compliance with applicable 

Federal and state laws and regulations. 

(k) When National Guard requires that information be 

released due to their mission on a “need to know” basis, 

e.g., national security. These requirements are identified in 

the Statement of Understanding, specific to the National 

Guard and is required to be signed by NG members before 

they are accepted as “clients” per the DPH and other 

mental health counselor services under this program. 

All other releases of information require Project Officer 

approval. The Contractor is responsible for ensuring that the 

person to whom confidential information is released is 

notified of the prohibition on secondary disclosure of this 

information to another. The Contractor shall ensure 

notification documentation in the NG member record. 

(2) Duty to Warn 

The Contractor shall notify the Project Officer or designee when the 

duty-to-warn is invoked. 

 (3) Positive Drug Tests 

In cases involving positive alcohol and/or other drug test results, the 

designated health care provider shall disclose those results, with or 

without employee consent, to the DPH. The DPH will follow assigned 

state/territory DoD and NGB policies and protocols. 

5.3 Recruitment, Employment, Orientation and Retention of Staff 

 a. Recruitment 

The Contractor shall be responsible for the ongoing recruitment of a 

dedicated, full-time professional staff that is reflective of the cultural, age, 

and gender diversity of NG population to the extent reasonably possible. 

NG members and their family members may speak many different 

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languages as their primary language. To facilitate communication with 

callers and NG members, recruitment strategies should be applied to 

attract health care providers who are fluent in a variety of languages. 

 

Additionally, consideration is to be given to recruiting staff who are familiar 

with state/territory geography, sensitive to cultural aspects of National 

Guard, and military environment, and have consultative and presentation 

skills, and have a personal commitment to 24 X 7 X 365 availability if 

assigned to positions where such availability is required. 

Unless waived by the Project Officer in specific situations, minimum staff 

qualifications are: 

(1) Qualified DPHs shall hold a Masters and/or Doctorate degree from an 

accredited college or university recognized by the corresponding 

professional association(s) in a clinical or administrative mental health 

field. In addition, they: 

(a) 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 at the 

independent level. 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 referred counselor/mental health care provider assigned to 

perform services related to NG members in other states, e.g., 

telephonic counseling, assessment and counseling, counseling and 

referral; 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. 

(b) 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 Project 

Officer. 

(c) Shall have demonstrated capability to complete accurate biopsycho-social assessments including substance abuse assessments 

and participate in Government sponsored TBI and PTSD training. 

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(d) Shall have or be covered by professional liability insurance 

coverage of at least $1,000,000 per occurrence; $3,000,000 

aggregate. 

 (e) The Contractor shall ensure that affiliate counselors/mental health 

care providers performing phone counseling have specialized 

experience and training in phone counseling. 

 (f) Shall have a minimum of five years of clinical or mental health care 

administration experience after receiving the graduate degree that 

qualifies the DPH, affiliate counselor or mental health care provider for 

services described in this contract. 

 

(2) Any other related staff must have the educational qualifications, 

experience, and personal characteristics needed for effective 

performance of the specific duties assigned. 

b. Employment 

The Contractor shall, upon Project Officer request, submit copies of each 

final DPH candidate’s resume, license/certification, and proof of 

malpractice insurance, as well as a summary of the findings of a 

background check in accordance with your company policy. 

The Contractor shall conduct a face-to-face interview with all prospective 

Key Personnel, including the DPH position. NGB requires Project Officer 

approval for the Project Director position. NGB reserves the right to 

participate in the interviews of all Key Personnel or request State and 

territory input on individual DPH selection. NGB also reserves the right to 

reject any Key Personnel or DPH candidate for due cause. 

The Contractor shall complete a thorough qualification, reference, and 

background check on each of the prospective DPH and Key Personnel. 

This process shall include, but not be limited to: 

(1) Reference check and confirmation of all prior employment as an adult, 

including job title, dates of employment, and any periods of extended 

absence while employed. The Contractor must account for all time 

periods in the candidate’s entire adult life. For the last 15 years of 

employment, include details about specific responsibilities, functions, 

and quality of work performed; 

(2) Determination about the history of any malpractice suits in the past; 

(3) Confirmation that the candidate is a member in good standing of the 

professional organization most appropriate for his/her credentials, and 

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(4) Prime source verification of each final candidate's current licensure, 

certification, or registration by the appropriate state's professional 

licensing authority. 

(5) Prime source verification of each final candidate’s qualifying degree. 

The background check shall include documentation and verification of 

the candidate's entire adult career and shall account for all time during 

the candidate's adult life. The Contractor shall make reasonable 

efforts to ascertain whether a potential Counselor has a criminal record 

and advise NGB of this fact. Because of the responsibilities of Key 

Personnel and the DPH, prior criminal convictions may be relevant in 

deciding whether to hire persons who apply for Key Personnel or DPH 

positions. The Contractor shall evaluate hiring such applicants based 

on: (1) the applicant's qualifications; (2) the nature and the gravity of 

the offense or offenses; (3) the time that has passed since the 

conviction and/or completion of the sentence; and (4) the nature of the 

sensitive duties required of the position to be filled. 

The Contractor shall conduct drug tests for all prospective Key 

Personnel. The Contractor shall also comply with Federal Acquisition 

Regulations (FAR) 52.223-6 Drug-Free Workplace requirements. 

The Contractor shall fully and promptly comply with all requests by the 

Project Officer to secure all requested levels of security clearance for 

staff working under this contract. Complete applications for any 

security clearance are to be submitted within one week of request by 

the Project Officer. The Government shall advise/sponsor the 

Contractor for obtaining required Top Secret (TS)/ SCI security 

clearances for individuals, if requested. It is the responsibility of the 

Contractor, both administratively and financially to obtain a TS facility 

clearance via Government sponsorship. 

c. Initial Orientation 

Within ten (10) working days after any of the Key Personnel or DPH has 

been hired and prior to any referred counselor providing services to NG 

beneficiaries, the Contractor shall provide a thorough orientation about the 

NG Psychological Health Services program. This orientation shall include, 

but not be limited to, a review of all policies and procedures necessary for 

the DPH and a referred counselor to perform under the terms of this 

contract. Evidence of the successful completion of a structured orientation 

protocol resulting in adequate knowledge to perform assigned duties shall 

be retained in each DPH’s personnel file or referred counselor’s contract 

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file and available for the NGB to review upon request. The affiliate 

counselor/mental health care provider orientation may be accomplished by 

telephone, on-line or written communication. 

d. Ongoing Orientation and Training 

 

 The Contractor shall maintain ongoing orientation and training to ensure 

that personnel working under this contract have the information and skills 

needed to effectively perform their duties. This includes, but is not limited 

to, information on the culture of NG and the relationship to service 

provision, use of the standard management information system, diagnostic 

assessment techniques, and consultative and presentation skills. 

 e. Retention 

The Contractor shall make every effort to retain Key Personnel and DPHs. 

This shall include, but not be limited to: 

 (1) Competitive salary scales and health benefits; 

 (2) Opportunities for promotion; 

(3) Opportunities for professional growth including the provision of 

Continuing Education programs and/or stipends to attend 

professional meetings/conferences; 

(4) Timely responsiveness to Key Personnel, including a 

plan for an annual internal needs assessment to identify areas of staff 

concerns, strengths and/or weakness; and 

(5) Recognition programs. 

Offerors are requested to include in their proposal their staff retention 

rates. Retention rates should reflect the percentage of people who were 

employed or became employed in those positions since January 1, 2006 

who remain in those or related positions within the offeror’s company. 

In the event that any of the Key Personnel who have already been 

employed by the Contractor is found to have a past criminal conviction(s) 

that was not revealed during the application process, was not previously 

reported to NGB or which occurred after the DPH was hired, the 

Contractor shall promptly advise NGB of this fact. Per U.S. Government, 

U.S. Department of Defense security policies and procedures, NGB 

reserves the right to determine whether such individuals should continue 

to be involved in the NGB Psychological Health program. 

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5.4 Key Personnel Functions 

Contractor personnel will perform a broad range of functions to assist NG 

members in addressing and resolving the full range of personal and 

mental health related problems to optimize health, productivity and 

operational readiness. Contractor personnel also will assist the NG in 

understanding the interface between behavioral health and operational 

efficiency, and the role of the DPH in helping develop and apply behavioral 

health solutions to functional/operational problems. 

DPHs function in roles with a greater focus on consultative and case 

management services. Referred counselors/mental health care providers 

will perform counseling functions in gradations ranging from primarily 

individual counseling/problem solving and consultation with the DPHs to 

interventions associated with sequelae of TBI and/or PTSD. Any other 

staff will guide and support all personnel working under this contract to 

achieve these functions. To be successful, contractor personnel must 

understand the complex Government (DoD, TRICARE and VA) health 

care systems and options, the environment of the military system and 

apply this understanding with sensitivity to maintain the DPH’s neutrality 

and confidentiality and retain member’s trust and confidence and 

decrease potential stigma of utilizing the Psychological Health program. 

(See Definitions Section.) 

The Contractor shall, within thirty (30) days after award of the contract, 

submit via electronic mail to the Project Officer for approval, written 

protocols and procedures to assure the following requirements are 

achieved: 

a. Key Personnel 

Key Personnel including the Project Director and DPHs are expected to 

work exclusively on the NG Psychological Health program; with a 

minimum of forty (40) hours per week during normal business hours at an 

office approved by the Project Officer. In addition, it is expected DPHs will 

be required to work some weekends or evenings in order to accommodate 

NG reintegration activities. Key Personnel, including DPHs, shall return 

telephone calls initiated by the Project Officer or 

his/her designee within one (1) hour of receiving either the call or 

notification of the call, carry a blackberry/cell phone and be available for 

emergencies. 

b. Project Director 

The Project Director shall meet or exceed the requirements for a qualified 

DPH (see Section 5.3(1)), and in addition must be an experienced mental 

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health clinician and administrator who has at least ten 

(10) years of health care administration experience and five (5) years of 

experience in the administration of a multi-state behavioral health 

program. 

The Project Director shall have decision making authority on all matters 

pertaining to the Contractor's performance under the contract, and shall be 

responsible for all administrative and management functions necessary for 

the optimal functioning of NG PHS. 

This individual shall serve as the focal point for contact with NGB and shall 

oversee and coordinate communication between the NGB and the 

Contractor, as well as all component parts of the Contractor's 

organization. 

When the Project Director is unavailable, an alternate focal point will be 

designated. The alternate focal point will function as the acting Project 

Director and shall perform the same function as the Project Director in 

addressing issues raised by NGB and provide NGB with a thorough 

response in a timely manner. 

 The Project Director shall be responsible for the management of all clinical 

duties necessary to ensure the optimal functioning of the NG PHS. The 

Project Director shall oversee the administrative and clinical policies, 

procedures and practices of all qualified staff, as well as coordinate 

communication between DPHs and NG state personnel. The Project 

Director may also fill duties as a DPH. 

d. DPHs 

DPHs must have experience working in a complex organizational 

environment, and must understand labor relations, military operations, and 

the military health care system (DoD, TRICARE and VA as it pertains to 

the NG). Within 30 days of contract award, the Contractor will develop a 

reference resource guide to be used by each DPH to facilitate referrals, 

identify applicable DoD and VA benefits for the National Guard population 

as well as other state and local resources. 

DPHs shall oversee the day-to-day clinical policies, procedures, and 

practice of affiliate counselors/mental health care providers, as well as 

coordinate communication between affiliate counselors/mental health care 

providers and appropriate NG personnel. 

DPHs shall have the following additional specific responsibilities: 

 (1) Administrative and best practice oversight 

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Each DPH shall be assigned to respective state and may have 

psychological health cases to supervise/manage. DPHs shall be 

responsible for assuring the delivery of quality clinical, consultative, and 

referral services, by referred counselors/mental health care providers, and 

for arranging, delivering, maintaining and documenting training and other 

clinical and consultative services as required by the contract. 

DPHs shall provide each of the referred counselors/mental health care 

providers assigned to NG cases with at least one (1) hour of telephone 

administrative oversight every other week for case management issues or 

potential clinical concerns. 

During the course of administrative oversight with the Project Director, 

DPHs shall discuss priority cases. Priority cases include all of the 

following: emergency or urgent referrals to an affiliate counselor, 

reactivated cases; cases involving alcohol and/or other drug use; risk, 

threats or actual acts of violence; child, elder or partner abuse/neglect; 

confirmed TBI and/or PTSD cases, positive alcohol or other drug test 

results; other cases selected by the affiliate counselor/mental health care 

provider based upon need. Every priority case is to be reviewed before a 

third session with the NG member for quality and effectiveness. 

Administrative oversight shall be sought on each case when the referred 

counselor/mental health care provider assesses a risk of violence is 

present. Such oversight shall be sought immediately if the referred 

counselor/mental health care provider has any concern regarding 

imminent danger and will occur as needed by the referred 

counselor/mental health care provider, prior to the next contact with the 

NG member. Where the DPH determines that additional intervention is 

necessary, he or she will be responsible for conducting the appropriate 

connection and follow-up. 

 

To ensure compliance with DoD health care standards and sound clinical 

practice, DPHs shall personally review a minimum of two (2) randomly 

selected case records for each referred affiliate counselor/mental health 

care provider quarterly. When working with new (to the NG system) 

referred counselors/mental health care provider, those targeted to improve 

case documentation, or whenever it is otherwise deemed appropriate, a 

larger sample of cases shall be reviewed. 

Any referred to counselors/mental health care providers shall document all 

consultation in the case record; for both electronic and hard copy files. 

DPHs shall maintain separate documentation of all consultation in a file 

folder under the affiliate counselor/mental health care provider’s name. 

Case records reviewed by the DPH shall be dated and include a signed 

DPH progress note indicating that the case record was reviewed. When a 

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case record is reviewed from a remote location, an entry of the case 

review shall be inserted into the case record, providing similar 

documentation and including the DPH’s name in lieu of a signature. 

 (2) Reviewing, Commenting and Follow-up on critical incident responses. 

Each DPH shall review each critical incident response and, when 

appropriate, the DPH will consult with the Contractor's legal counsel and 

NGB Project Officer to make suggestions regarding corrective actions to 

be taken with respect to the critical incident. 

 

 (3) Training of Referred Counselors/Mental Health Care Providers 

Regarding Referral Procedures 

DPHs shall assure that all referred counselors/mental health care 

providers are aware of Federal/VA/TRICARE health benefit plans. DPHs 

shall assure that referred counselors/mental health care providers are 

sensitive to possible special needs of NG members which might include, 

but are not limited to, specialized TBI or PTSD clinical practice, different 

languages, the need for handicapped accessible facilities and/or a request 

by an NG member for a referred counselor/mental health care provider of 

the same age, gender or ethnic background. 

e. Referred Counselors/Mental Health Care Providers for Urgent or 

Emergency Needs 

 

Referred counselors/mental health care providers will conduct face-to-face 

onsite (if requested) counseling and consultation. They are to apply best 

practice core technologies in a proactive, responsive, and consultative 

manner, partnering with the DPH to help achieve the goal of a healthy, 

productive and operationally ready NG member. The referred 

counselor/mental health care provider will build upon their knowledge of 

and experience in complex military health care systems and are expected 

to learn the culture and its unique relations including operations and 

administrative procedures. They are expected to develop and maintain 

positive relationships at multiple levels, provide clinical services and/or 

case management for clinical cases within a best practices framework 

(e.g., with a clinical, problem-resolution focus), provide critical incident 

services, and skillfully and collaboratively promote wellness by multiple 

modalities. The affiliate counselors/mental health care providers also are 

expected to document their activities and present that data in a fashion 

that emphasizes the value of the psychological health services program 

and the benefit for a Guard member or his/her family. This includes 

collecting and presenting information on the outcome of intervention and 

follow-up they provided related to special incidents and services, 

especially those having a member productivity impact. Payment to 

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referred counselors/mental health providers will be via the individual 

NG member’s benefits (VA, TRICARE etc.) or the NG member’s 

private health insurance program, In emergency situations, some 

referred or affiliate counselors will be compensated by the contractor 

and billed to the Government at the contractor’s negotiated state rate 

(per contract instructions). 

Offerors are requested, as part of their proposal, to describe recent 

experience of how their personnel, as well as their referred providers, are 

or will be trained to accomplish, or have accomplished the responsibilities 

outlined in the above paragraph. 

Referred counselors/mental health care providers are to be located at 

remote state locations and are available through reliable communication 

on a 24/7 basis. As requested, they will perform crisis intervention, 

telephonic assessment, face to face counseling, follow-up, referrals, 

treatment and related clinical core technology services. An additional 

significant function is to provide risk management and telephonic 

consultation to DPHs and if appropriate, other NG health care personnel. 

 f. DPH Care Manager and Follow Up Role. 

 This role is expected to be a primary responsibility of the DPH: The DPH 

consults with the other mental health counselors/mental health care 

providers to assure the clinician is providing excellent clinical care and 

understands the culture of the NG, discusses counseling plans and 

expectations and when appropriate, performs follow-up for members who 

have received substance abuse treatment or been referred to specialized 

levels of care. 

 Follow up with NG members and mental health care providers to assure 

successful linkage and member satisfaction, researches community 

resources to determine applicability for NG members, facilitates for referral 

processes and quality practices. 

In addition, within the NG, there are special populations associated with 

various missions that may need DPH support and or coordination with 

other mental health resources, both within and outside the Federal 

system. 

5.5 National Guard (NG) Member and Family Psychological Health (PH) Services 

PH services will provide a combination of assessment, counseling/problem 

solving, educational and motivational activities, clinical referral, and followup services for any NG member whose problem(s) may include, but are 

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not limited to TBI and or PTSD sequelae: relationship, family, marital, job 

stress, chemical dependency, substance abuse, health/medical, 

parenting, grief, sexuality, eating, gambling, emotional and/or violence 

issues. Clinical services shall be made available to NG members in 

accordance with eligibility policies established by the NG and related 

military health care organizations. 

The Contractor shall be responsible for providing a specified number of 

counseling and problem-solving sessions including assessment, to help 

members and families resolve personal and/or clinical problems. The 

specified number of sessions may vary among NG members and may 

change at times throughout the life of the contract consistent with the 

needs of NG member’s mental health care needs. At the discretion of the 

Project Officer, sessions shall be conducted in locations necessary to 

effectively serve the member, e.g., Government provided offices at or near 

the Guard member’s workplace, contractor-provided offices, referred 

Counselors’ private offices, hospitals, private residences and other 

locations. 

At the discretion of the Project Officer, DPHs may be assigned various 

shifts per NG rotations to provide workplace, on-site services 24 X 7 when 

needed to properly serve the state/territory NG units and wings. Such 

assignments may be ongoing or temporary depending on need. 

Additional after-hours services shall be provided when determined by the 

Project Officer to be needed. 

All NG members are to receive an initial DPH appointment in a timely 

fashion regardless of where the member is located. For NG members 

returning from international locations, the DPH will anticipate needed 

services consistent with expected utilization and possibly “brief” returning 

members on the details, access and opportunities of the PH service and 

follow on capabilities. 

Offerors are requested to provide, as part of their proposal, a description 

of the NG member’s proposed PH services and DPH locations that will be 

provided as of the first day of service delivery under this contract. Offerors 

also are requested to describe their past experience in providing this type 

of service. 

Payment to the referred counselors/mental health providers will be 

via the individual’s NG member’s benefits (VA, TRICARE etc.) or the 

NG member’s private health insurance program.

Referred Counselor/Mental Health Care Provider responsibilities include: 

 a. Statement of Understanding 

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The referred counselor/mental health care provider shall, prior to any NG 

member or family member receiving services, have the individual sign a 

Statement of Understanding that will be provided to the Contractor by 

NGB. Referred counselors/mental health care providers shall advise the 

individual that a decision to accept assistance is voluntary and that the 

associated counseling provided by the psychological health services 

program is free-of-charge and payment to any referred counselors/mental 

health providers will be via the NG member’s benefits (VA, TRICARE etc.) 

or the NG member’s private health insurance program.. 

Until the Statement of Understanding is signed, the NG member shall not 

be considered a customer/client. In the event that telephone counseling is 

provided in lieu of face-to-face counseling, the referred counselor/mental 

health care provider shall read, or for deaf or hard of hearing review with 

the use of the TTY, the Statement of Understanding with the 

customer/client over the phone, document that review, and mail the 

Statement of Understanding to the client for signature. The member 

receiving service must sign the Statement of Understanding and mail it 

back to the referred counselor/mental health care provider in order to 

continue receiving clinical services. 

If a referred member refuses to sign the Statement of Understanding, the 

assessing counselor/mental health care provider shall document the 

refusal, state whether or not the person has read the form and provide the 

person with a referral to an appropriate alternative service. In emergency 

situations, emergency affiliate counselors shall offer clinical services prior 

to the signing of the Statement of Understanding. In such situations, 

affiliate counselors/mental health care providers shall attempt to have the 

Statement of Understanding signed as soon as possible after the crisis 

has subsided. 

b. Initial Assessment 

The Contractor shall make every effort to respond to the needs and 

sensitivities of each customer/client. The DPH/mental health care 

provider shall screen, identify, evaluate, and assess individual and family 

problems. 

Bio-psycho-social assessments are to be performed and, in all cases, 

shall include specific screening for TBI, PTSD, alcohol and/or other drug 

abuse as well as a history of the use/abuse. DPHs, referred 

counselors/mental health care providers shall establish a preliminary 

intervention plan for each case involving any mental health disorder and/or 

alcohol/other drug abuse. Unless prohibited by state law, emergency 

referred counselors shall document each member's assessment in the 

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member's clinical case record using the current edition of the ICD or DSMIV. 

Unless the member signs a release of information form authorizing 

disclosure, the referred counselor/mental health care provider may not 

discuss specific details of the member's assessment and/or intervention 

with anyone other than the DPH. 

DPHs shall advise each member that assessment, intervention, 

counseling/problem solving, educational and motivational activities, 

referral if appropriate, and follow-up provided through the psychological 

health program are free-of-charge to the member, but specialized, 

outside of the military health care system or a member’s private 

insurance coverage will be the financial responsibility of the NG 

member or per emergency intervention via affiliate counselor. 

c. Counseling/Problem Solving 

Services include varying numbers of sessions that address the full range 

of personal problems spanning mental health issues related to the 

deployment cycle and reintegration: job-related problems, family issues 

including those related to TBI and PTSD, and various other personal 

problems. Counselors/mental health care providers shall be 

knowledgeable of the services and estimated number of sessions before 

review is warranted. The DPH shall be responsible for case management. 

Referred counselors/mental health care providers shall be knowledgeable 

about Federal and state laws governing privacy, confidentiality, duty-towarn, child and elder abuse reporting requirements. Referred 

counselors/mental health care providers shall, in compliance with the laws 

governing the specific locale, notify any intended victim(s) as well as local 

law enforcement officials, and DPH of any threat of violence made by any 

client who presents a clear and present danger to self and/or others. 

d. Referral to Community Resources 

If during the assessment or counseling/problem solving phase the DPH or 

a referred emergency or urgent counselor/mental health care provider 

concludes that a member’s problem(s) necessitates specialized services 

or longer-term care, he/she shall have the client sign a release of 

information form that enables the him/her to discuss the member's case 

with the appropriate, licensed, qualified professional at a referral resource. 

The DPH and/or referred counselor shall, whenever possible, both ensure 

that any age, gender and/or ethnic preferences of the client are respected 

and provide the client with three (3) different referral sources which meet 

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client needs. Counselors shall make every effort to assure that the 

services are kept within the military health care benefits or a member's 

financial means, and shall facilitate the member's contacting and utilizing 

the community resource of choice. 

Referred counselors shall in all cases involving substance dependence 

refer the member to a licensed in- or outpatient resource as well as to a 

self-help group. Should a member prematurely leave a treatment 

program, the member's clinical record shall reflect that this has taken 

place. If the member was referred to the PHS as a result of a positive 

alcohol and/or other drug test, the member's supervisor/commander shall 

be advised of the member's termination of treatment. 

 

Referred counselors/mental health care provider may not assign or refer 

any member to him or herself or to any affiliate or community resource in 

which the referring counselor and/or the Contractor has a financial or any 

other interest without prior approval of the Project Officer. Any referral 

that has the appearance of reflecting a conflict-of-interest shall be preapproved by the Project Officer and shall be included in the member’s 

case record. 

“Self referrals” by an emergency affiliate counselor may be acceptable 

under limited conditions: when self referral is clinically appropriate; when 

the emergency affiliate counselor offers at least two (2) other referrals 

outside the affiliate counselor's practice (or any individual, group, or 

treatment facility where the affiliate counselor has a financial interest) and 

within the member's insurance plan; and when there is documented "clear 

choice" in the member’s record. All three conditions must be met and will 

be considered, among other factors, by the Project Officer before preapproving self-referrals. 

e. Clinical Case Management 

The clinical record will contain documentation regarding the assessment, 

intervention plan, ongoing progress, and related case management 

activities. The emergency affiliate counselor/mental health care provider 

shall assess member needs for: direct care, assist in defining and guiding the 

intervention process, work with collateral agents as necessary (e.g., DPH, 

supervisor/commander, family members, etc.), follow-up with the member 

and collateral agents, and assist the member via DPH to coordinate with the 

Guard member’s supervisor/commander with duty re-entry. 

The Contractor shall develop and apply a protocol for high quality direct 

services by referred emergency affiliate counselors, and for DPH case 

management of sensitive or high profile cases, risk of harm cases, formal 

referrals, and substance abuse cases. An initial outline of the protocol is to 

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be submitted as part of the offeror’s proposal and the completed protocol is 

to be submitted to the Project Officer within 30 days after contract award. 

Inpatient and outpatient monitoring will include the following: 

(1) Conducting personal, telephone, and/or written contacts with the 

member and therapeutic agency to monitor progress on a scheduled basis 

as clinically appropriate. 

(2) Urging the member and/or therapeutic agency to develop an 

aftercare/continuing care plan. 

(3) When appropriate, being available to provide a back-to-work meeting 

with the member and appropriate management representative(s) to ease 

the member's return to work transition after an absence due to treatment 

participation. 

 f. DPH, Emergency Referred Counselor/Mental Health Care Provider 

Follow-up 

Within two (2) weeks of assigning any member to an emergency referred 

counselor or referring any client to a community resource, the DPH, or 

referred counselor/mental health care provider shall contact the member 

to assess both clinical progress and client satisfaction. If acceptable to 

the client, and if a signed release of information is obtained, referred 

counselors will be encouraged to follow-up with the DPH on case status as 

well. All follow-up activity shall be documented as well as in the 

appropriate standard management information system. 

(1) In non-chemical dependency cases and cases that do not involve 

threats of or actual violence or child or elder abuse/neglect the client shall 

be followed-up for up to three (3) months. If at the time of follow-up, the 

client is stable, functioning at a satisfactory level and no longer interested 

in receiving clinical services, the affiliate counselor's follow-up and findings 

shall be documented and the case shall be closed with the option made 

available for the client to reapply for additional services at a later date. If 

the follow-up activity reveals instability, TBI or PTSD related additional 

needs or indicators of relapse/risk, the case shall be reevaluated and an 

appropriate action plan developed, documented and implemented. 

However, if the client is non-compliant with recommendations or wishes to 

have his/her case closed, the affiliate counselor will discharge the client 

from the DPH referral and close the case. 

(2) In cases involving substance abuse or chemical dependency, clients 

shall be followed-up for one (1) year by the DPH. If the client is noncompliant with recommendations, or wishes to have his/her case closed, 

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the referred emergency counselor/mental health care provider shall notify 

the DPH, proper authorities/officials as necessary, discharge the client 

from the PH service, and close the case. 

(3) In cases where the client is subject to an employer related Last 

Chance Agreement or other settlement agreement, clients shall be 

followed-up for the length of the agreement. If the client is non-compliant 

with recommendations, the emergency referred counselor/mental health 

care provider will notify the DPH, proper authorities/officials as allowed by 

confidentiality and privacy regulations, discharge the client from the PH 

service, and then close the case. 

 g. National Guard Member Satisfaction Survey 

The Contractor shall distribute a “Client Satisfaction Survey” to all NG 

members who use the PHS. At a consistent point of the PHS 

counseling/problem solving process, the Contractor shall mail or provide a 

postage paid client satisfaction survey to each member utilizing the 

program. The survey shall be returned to a contract administrator for 

follow-up, tabulation, and statistical reporting. 

When the DPH receives a negative client satisfaction survey, the Program 

Director shall be notified and the DPH will be required to follow-up, take 

corrective actions as appropriate, and verbally report results back to the 

Contractor program Director and NGB Project Officer. NGB may require 

additional written response in certain situations. 

Offerors are requested to provide, as part of their proposal, a copy of the 

Satisfaction Survey currently used by the Contractor and a sample survey 

proposed for use under this contract within 30 days of contract award. 

The Project Officer reserves the right to approve the Client Satisfaction 

Survey to be used, and to require that clients return surveys to the 

Contractor for follow- up, tabulation, and reporting of information at the 

discretion of the Project Officer. 

. ` h. NG Management and Commander consultation 

DPHs will provide consultation to NG senior management on how to deal 

with troubled or troubling individuals who may/may not be experiencing 

signs and symptoms of TBI and PTSD. Included in the consultation is 

how to refer them to the PHS as well as offering specialized training upon 

request. 

 i. Private practice restriction 

Unless approved in advance by the Project Officer, DPHs may not accept 

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as private clients any person or family member of a person who 

 contacts the PHS through the DPH. 

5.6 Affiliate Network (for Emergency Clinical Services) 

All affiliate counselors/mental health care providers (affiliates) shall meet 

the professional qualifications established in this Statement of Work, with 

the exception that 3 years of clinical experience post qualifying degree are 

required instead of five years as required for DPHs. Throughout the life of 

this contract, the Contractor shall maintain a large network of 

geographically dispersed affiliate counselors including sufficient numbers 

of counselors familiar with the clinical sequelae associated with TBI and 

PTSD, Substance Abuse Professional’s (SAP) and Certified Alcohol and 

Other Drug Abuse Counselors (CADC) to promptly respond to all requests 

for service. Project Officer guidance on assignment of NG members with 

substance abuse problems to SAPs, CADCs and equivalent counselors 

shall be followed. The government reserves the right and assumes no risk 

in restricting any affiliate from providing services to NG members and their 

eligible family members. 

Offerors are requested to provide, as part of their proposal, the current 

number of Contractor’s affiliate counselors who are qualified according to 

the criteria of this solicitation and available to provide services under this 

contract, an overview of the geographic distribution of these affiliates, and 

the number who are CADCs,SAPs, TBI and/or PTSD trained. Offerors 

also are requested to describe as part of their proposal, how they meet the 

accessibility requirements of having affiliate counselors available within a 

30 mile radius or one hour drive of any location in the country except in 

Alaska, and to describe the accessibility of affiliate counselors in Alaska 

and in all other locations (U.S. Territories) outside the 50 States. 

Offerors in the competitive range may be asked to provide a complete list 

of affiliate counselors. 

 

The Contractor shall provide an orientation about NG psychological health 

services (PHS) to new affiliates. Affiliates may not provide services until 

they have received the orientation, which may be accomplished by 

telephone, on-line, webinar or written communications. 

Contracts with Affiliates shall address the following areas: 

a. Affiliate Organizations 

Affiliate organizations shall identify by names and qualifications the 

specific counselors who would be assigned to work with this 

contract. 

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b. Supervision 

The Contractor shall include in its standard contract the provision 

that all affiliate counselors assigned to work with the NG members 

will participate in clinical supervision/consultation as needed and will 

comply with the Contractor case management protocol. As a Quality 

Assurance measure, NGB retains the right to review cases assigned 

to affiliates. 

c. Hours of Operation 

The Contractor shall establish policies, protocols, and procedures to 

ensure that Affiliates are aware of NGB expectations and are 

available to respond to NG members and family members assigned 

to them during hours convenient for them. 

d. Locations 

The Contractor shall ensure that Affiliate offices are secure, smoke 

free environments and that an adequate number of Affiliates are 

able to provide services to physically-challenged, hearing impaired 

and/or visually impaired clients. 

e. Process for Reporting Client Progress 

 

The Contractor shall ensure that Affiliate Counselors provide 

feedback about member/client progress after completion of three 

sessions to determine the appropriate course of the case. The 

Contractor also is to ensure that Affiliates understand that the 

Contractor is available for consultation whenever requested by the 

Affiliate. 

f. Affiliate Billing and Payment 

The Contractor shall have a plan in place that ensures information 

and education on how to submit billing statements to the respective 

Government or private insurance payer. Payment to the affiliate 

counselors/mental health providers will be via the NG member’s 

benefits (VA, TRICARE etc.) or the NG member’s private health 

insurance program. 

 g. Professional Liability Insurance 

The Contractor shall require and verify that each affiliate counselor 

has and maintains professional liability insurance of a minimum of 

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$1,000,000 per occurrence and aggregate. 

5.7 DPH Account Management 

The Contractor shall facilitate the fine-tuning of PHS services to the 

specific needs of the National Guard. To accomplish this, the contractor 

must provide the state DPH and local affiliate counselors, who function as 

health care resources, an understanding of operational problems from a 

civilian soldier/airman behavioral health perspective; an understanding 

and functional expectations within a complex environment to successfully 

maintain the program’s neutrality, confidence, and trust; partner with NGB 

to understand the interface between behavioral health and operational 

efficiency to support and promote operational readiness. 

DPHs must effectively work with local NG Joint teams on program 

promotion, and work collegially with management and other organizational 

components to improve operations and the workplace environment for NG 

members. Upon request by the Project Officer, the Contractor shall 

provide enhanced consultative services as needed to address various 

workplace issues affecting NG member performance, e.g., coaching, 

workplace climate assessment, intervention planning, career 

development, outplacement, transition and change planning and 

implementation. 

 

a. Account Management Plans 

 

(1) Annually, on a phased scheduled basis acceptable to the 

Project Officer, the Contractor shall develop and submit, via 

electronic mail to the Project Officer, an account management plan 

to properly serve each NG in its U.S. State/Territory. This plan 

shall address contacts with NG management/Commander and 

include plans for PHS awareness campaigns, supervisor/team 

leader training, member orientations, health promotional activities, 

and plans for aligning the PHS and its resources to assist the NG 

and its members in meeting specific challenges and to achieve their 

common goals. In addition, at the discretion of the Project Officer 

the Contractor may develop needs assessments and action plans. 

(2)The Contractor shall consider issues and challenges presented 

by the NG such as, utilization trends, organizational themes arising 

from local levels, and the profile of each State and Territory when 

planning organizational services. Profiles may include 

demographic information about the number of members, age, 

ethnicity, and gender distribution of the covered member 

population; health and mental health coverage; rates of 

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absenteeism, tardiness, turnover and accidental injury; as well as, 

grievances and health insurance claims. 

b. State and Territory “Customer” Meetings 

(1)The Contractor shall, at the request and approval by the Project 

Officer, coordinate and/or participate in, or conduct individual 

State/Territory meetings if requested. The Contractor may be 

required to assist with establishing the location of these meetings 

and notifying NG management of the meetings. The Contractor 

shall immediately following a meeting alert the Project Officer to 

significant matters and submit minutes of meetings to the Project 

Officer within fifteen (15) days after the meeting was held. At the 

Project Officer’s request, the Contractor may be required to 

distribute minutes. 

The Contractor shall maintain collaborative relationships NG State 

and territory management and remain cognizant of their mission 

statements and objectives. 

(1) The Contractor shall arrange for meetings with key personnel 

from NG States/Territories when members of the contractor’s 

staff are traveling to conduct business (e.g., travel to DPH offices). 

(4) The Contractor shall consult with NG management to provide 

guidance and consultation in areas such as mental health 

concerns, mental health wellness, client confidentiality 

requirements as they relate to supervisors/Commanders, effective 

methods of managing members who have behavioral and/or job 

performance problems, and the process for facilitating optimal 

referrals to the PHS. 

(5) The Contractor shall determine actual or proposed NG changes 

or events that could adversely affect the productivity or emotional 

well-being of members. In consultation with Commanders, the 

Contractor shall determine whether these issues fall within the 

PHS/DPH's role and expertise and, if requested by the NG is to 

provide additional assistance to help resolve specific situations 

involving organizational problems. The Contractor shall keep the 

Project Officer apprised of these issues and, if outside the scope of 

the PHS, e.g., specialized organizational development services, 

refer requests to the Project Officer. 

(6)The Contractor shall establish formal and informal training that 

encourages referrals to the DPH. 

 

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5.8 Critical Incident Events (CIE) 

The Contractor shall, within fifteen (15) days after award of the contract, 

submit via electronic mail to the Project Officer for approval, written 

protocols and procedures for Critical Incident Events. The Contractor 

shall ensure that it has a cadre of trained professionals located throughout 

each respective state/territory for response. At the request of the Project 

Officer or NG, these professionals shall be utilized to provide CIE 

services. The following program elements shall be included in the CIE 

protocols and procedures. 

a. Consultation and Customer Service 

The Contractor shall provide consultative services to the NG 

management. This consultation shall include the role of the DPH in 

providing outreach to those indirectly affected as well as those directly 

affected by the incident. The Contractor shall be sensitive to the 

expressed needs of the NG and shall maintain a customer focus at all 

times. The Contractor shall work to ensure that the NG's needs are 

satisfied. 

b. Critical Incident Stress Intervention (CISI) 

The Contractor shall ensure a rapid response to critical incidents. Affiliate 

counselors shall be available to provide face-to-face individual and/or 

group support to those who have experienced threats or actual acts of 

violence either at the workplace or at any other location; threats or actual 

acts of suicide or homicide; episodes which severely impact on the 

worksite such as natural or man-made disasters, death, severe injury or 

traumatic experience by members of a work group; or any other situation 

which might have psychological, legal and/or media impact on the NG. In 

each case, a verbal critical incident report shall be provided to the Project 

Officer or his/her designee. The Contractor shall notify the Project Officer 

of requests for CISI to ensure that NGB is knowledgeable and can work 

effectively in a leadership role with the corresponding state/territory 

Commander. 

c. Crisis Intervention Team 

The Project Officer shall retain the right to activate a crisis intervention 

team, and in partnership with the Project Director, designate the person 

who will be the on-site team coordinator. The team as described below 

shall continue to function until such time as the Project Officer requests 

that it be disbanded. 

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The Contractor shall provide on-site crisis intervention teams within 

timeframes specified by the Project Officer as needed to respond to any 

special or critical incident, or natural or manmade disaster. The Contractor 

shall mobilize the DPH and any affiliate counselors as well as bring in 

additional professional resources with specialized credentials as deemed 

necessary by the Project Officer. When staff is mobilized, the contractor 

must provide support for other psychological health service delivery needs 

when additional resources are needed, e.g., back up for DPH staff in other 

locales when he/she responds to a major event. 

Contractors are to have an expedited travel protocol arranged in advance 

to respond immediately, and get the DPH or affiliate counselors on-site 

ASAP, in the event of a major event, e.g., natural disaster or terrorism. 

Counselors may be required to commit to 2-3 week assignments and do 

12 hour shift work for 24 hour coverage. 

The Contractor's CIE plan shall include a listing of team members by title, 

a formalized reporting structure including the functional expectations and 

responsibilities of each team member and a plan that ensures the ability of 

the team to work together effectively, under NG state/territory direction, in 

a crisis situation. 

The Contractor shall ensure that necessary professional personnel are 

available to provide critical incident event consultation, and individual or 

group face-to-face counseling/problem solving; as well as coordination 

with NGB, states and territories in response to the incident. 

If Federal organizations in the vicinity of a critical incident, or groups 

responding to the critical incident are in need of assistance from the crisis 

intervention team but are not covered under this contract, upon approval 

by the Project Officer, the Contractor shall provide appropriate 

professional humanitarian assistance. 

d. Critical Incident Reports 

Within twenty-four (24) hours of any critical incident, the Contractor shall 

notify the Project Officer or other designated official at NGB. The Project 

Officer or designee may require additional written information and/or ad 

hoc written reports about the critical incident and response. 

 Each DPH shall review, comment on, consult with the Contractor's legal 

counsel when appropriate, and make suggestions regarding corrective 

actions to the handling of Critical Incident. DPH comments and suggested 

corrective follow-up shall be received by the Project Officer within seventytwo (72) hours after the occurrence of any critical incident. 

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5.8 (1) Management/Commander Awareness and NG Member Orientation, 

and Briefing 

The offeror must list in their proposal, all proposed training (including 

orientation, and briefing) programs and materials, including slides, 

handouts, protocols and curricula, that are owned by the offeror, or 

otherwise available for use by the offeror, that are offered to the National 

Guard (NG) for use during the life of the contract. These include training 

programs and materials for on-site presentation as well as for distance 

learning. NGB will have use of these training programs and materials 

during the life of the contract, but not after end of the contract unless 

specifically authorized by the contractor to use them after end of the 

contract. 

If the contractor makes new or additional contractor-owned training 

programs or materials, including protocols and curricula, available to the 

NG for use during the contract that were not included in the list provided 

as part of their proposal, the NG will have access to their use during the 

life of the contract, but not after end of the contract unless specifically 

authorized by the contractor to use them after end of the contract. 

The NG also has training programs and materials available and at the 

discretion of the Project Officer may require their use by the Contractor in 

place of or in addition to what is provided by the Contractor. 

The contractor shall work collaboratively with NGB to develop new training 

programs and materials, including protocols and curricula to effectively 

meet member needs. NGB will have sole ownership and ongoing use of 

training programs and materials if staff time or other development costs 

are funded from this contract. 

The Project Officer will specify the Government names and logos to 

appear on all material used under this contract. Under only very rare 

circumstances and with the approval of the Project Officer may the 

Contractor’s corporate name appear on any of the material.

The Contractor shall, within 30 days of contract award, submit via 

electronic mail to the Project Officer for approval, an annual written 

promotion plan to assure that the NG is contacted and arrangements are 

made for Commander awareness, member orientations and briefings. 

The Contractor, through the DPH, shall establish annual training plans for 

each state and territory. This training plan shall take into account the 

changing member needs of the NG unit or wing and shall enhance and 

build upon previous years of mental health promotion. The plan shall 

include new and stimulating efforts to promote the PHS. The Contractor, 

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DPHs and NG liaisons at the local level shall work together to schedule 

the trainings/orientations/briefings at mutually agreeable times. DPHs and 

NG liaisons shall be responsible for completing necessary preliminary 

administrative functions and the Contractor, through the DPH, shall be 

responsible for implementing Commander awareness, NG member 

orientation and briefing programs. 

The goal of these programs shall be to educate supervisors, members, 

managers and other staff and thereby encourage confidence, trust and 

maximal use of PHS services. The Contractor, through the DPH, and in 

conjunction with NG management shall fine-tune these programs so that 

they most effectively address the unique needs of the state and territory 

NG units and wings. 

Within thirty (30) days of contract award, the Contractor shall provide the 

Project Officer with a sample training evaluation survey. The Project 

Officer approved evaluation survey will be disseminated by the contractor 

to each training participant. Quarterly, fifteen (15) days after the period 

being reported, the Contractor shall submit via electronic mail to the 

Project Officer, a qualitative and quantitative report on all training 

conducted. 

a. Consultation, Training and Briefing for Commanders/Managers 

The Contractor shall offer awareness training and briefings to all NG state 

and territory organizations during the base year of the contract. The 

Contractor shall conduct trainings and briefings within twenty (20) working 

days after receiving a request from a Commander, manager or 

organizational representative. Training shall be conducted in groups 

acceptable to the NG management and generally shall be approximately 

at a length of time acceptable to NG management. At sites that have 

multiple work shifts, the DPH shall provide training during each of the 

tours-of-duty, as requested. 

Quarterly, the Contractor shall provide training and/or briefings for newly 

appointed or newly hired Commanders, managers, or other officials. 

Within thirty (30) days of contract award, the Contractor shall provide to 

the Project Officer for approval training modules for the Awareness 

Training and Briefing. These training modules shall be specifically 

designed for the NG PHS. The NGB shall provide the Contractor with the 

NG related materials for use in the design of the training module. The NG 

has existing training and materials and may require the Contractor to use 

them instead of or in addition to what they provide. 

Annually, the Contractor shall offer to conduct advanced training for 

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Commanders or their representatives to build upon training previously 

received. The Contractor shall work with the DPH and/or NG 

management to plan content, and scheduling of training to meet the NG 

needs, consistent with guidance from the Project Officer. 

b. NG Member Orientation 

 Upon request, the Contractor shall offer NG member orientations of the 

DPH role and responsibilities, as well as available support and services to 

all NG members and personnel in states/territories with special effort in 

the base contract year. The Contractor shall conduct orientations in 

collaboration with other NG Joint orientations or briefings usually in a pre 

or post deployment setting or on a 1:1 basis when/where appropriate. At 

sites that have multiple work shifts, the Contractor, via DPH, shall provide 

the orientations during each of the tours of duty or reintegration event. 

Quarterly, the Contractor shall provide NG member orientation sessions 

for new NG members. 

Within thirty (30) days of contract award, the Contractor shall provide to 

the Project Officer for approval a module for the NG member Orientation. 

This orientation module shall be specifically designed for the NG. The 

state/territory NG may have an existing orientation module(s) and/or 

materials available and may require the Contractor to augment these 

instead of or add additional information/materials to what they provide. 

Annually, the Contractor shall offer to conduct advanced orientations or 

specialized briefings for members to build upon orientations previously 

received. The Contractor shall work with the DPH and NG liaison to plan 

content, and scheduling of orientations to meet NG needs, consistent with 

guidance from the Project Officer. 

5.9 Behavioral Health and Wellness Promotion 

If requested, the offeror must list in their proposal all behavioral health and 

wellness promotional resources and materials including slides, handouts, 

protocols and curricula that are offered to the NG for use during the life of 

the contract. These include programs and materials for on-site 

presentation as well as for distance learning. NGB, through the DPH, will 

have use of these educational and promotional programs and materials 

during the life of the contract, but not after end of the contract unless 

specifically authorized by the contractor to use them after end of the 

contract. Within 30 days of award, the Contractor will submit to the Project 

Officer behavioral health curricula for approval. 

If the contractor makes additional contractor owned educational and 

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promotional programs or materials, including protocols and curricula, 

available to the NG for use during the contract that were not included in 

the list provided as part of their proposal, NGB will have access to their 

use during the life of the contract, but not after end of the contract unless 

specifically authorized by the contractor to use them after end of the 

contract. 

If requested, the contractor shall work collaboratively with the DPH and 

the NG to develop new oral and written health and wellness educational 

and promotional programs and materials, including protocols and curricula 

to effectively meet customer needs. The NG will have sole ownership and 

ongoing use of these training programs and materials if NG time or other 

development costs are funded from this contract. 

The Project Officer will specify the Government names and logos to 

appear on all material used under this contract. Under only very rare 

circumstances and with the approval of the Project Officer may the 

Contractor’s corporate name appear on any of the material. 

a. Behavioral Health and Wellness Promotional Presentations 

The Contractor shall also be responsible for providing other presentations 

as requested by the Project Officer. 

The Contractor shall work with the DPH and NG liaison at the state and 

territory level to plan content, and scheduling of behavioral health and 

wellness presentations and other promotional activities to meet NG needs, 

consistent with guidance from the Project Officer. Each contract year, 

NGB and the Contractor shall survey the NG at the state/territory and 

national level to determine behavioral health and wellness educational and 

promotional needs. Based on this survey information, the Contractor shall 

be provided new topics for behavioral health and wellness promotion. The 

Contractor shall develop programs on these topics, submit drafts for 

Project Officer approval, and be prepared to deliver the programs no later 

than two (2) months after receiving notification of any new topic from the 

NG. The Contractor shall also provide other existing behavioral health 

and wellness promotional presentations as requested by the Project 

Officer. 

 

Within thirty (30) days of contract award the Contractor shall submit, to the 

Project Officer for approval, both a comprehensive plan for behavioral 

health and wellness promotional presentations and an evaluation form to 

be completed by participants at the end of each presentation. Quarterly, 

fifteen (15) days after the period being reported, the Contractor shall 

submit via electronic mail to the Project Officer, a qualitative and 

quantitative report on all presentations conducted. 

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(1) Contingent on workload, DPHs and/or affiliate counselors shall 

provide unlimited presentations. Presentations shall be conducted 

as requested by NG liaisons and organizational representatives, or 

as approved by the Project Officer. 

(2) When NG requests behavioral health and wellness promotional 

presentations, the Contractor shall contact other units and wings in 

the same locale, notify them of the presentations and recommend 

their participation. 

 

(3) For established and approved training modules, the Contractor 

shall, within fourteen (14) business days after receiving a request 

from an NG liaison or organizational representative, conduct the 

requested presentation. Handout material on both the topic of the 

program and the NG PHS shall be provided at each presentation. 

The Contractor shall distribute evaluation surveys approved by the 

Project Officer to each participant at the end of each presentation. 

(4) The Contractor shall offer a Behavioral Health and Wellness 

Promotion guide that provides a short description of each 

presentation topic to NG liaisons and organizational 

representatives, as requested. 

b. Design 

(1) The Contractor shall design all health and wellness promotional 

presentations to be presented in 30 minute, one (1) to two (2) hour 

modules, and can be adapted for presentation in periods as needed 

by the NG. At the request of the Project Officer, the Contractor 

shall provide presentations exceeding one (1) to two (2) hours. 

(2) Presentations and other forms of behavioral health and wellness 

education and promotion are to be designed for delivery through 

various means of distance learning (Webinar/CD DVD etc.) to meet 

member needs as approved by the Project Officer. 

(3) The Contractor shall provide promotional materials via web-based 

electronic transmission to NG members, whenever that is 

acceptable to the NG. 

(4) The Contractor shall refer requests for services outside of the 

routine behavioral health and wellness presentations to the Project 

Officer. 

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(5) The Contractor shall create a one or two page summary, with 

graphics, of each presentation for handout suitable for distribution 

to members who could not attend the presentation. The design is 

to be compatible with access electronically or via the Internet. 

 c. Optional Alternate Methods 

(1) The Contractor shall participate in presentations via satellite 

broadcast for the NGB, NG states/territories with satellite broadcast 

capabilities, or via other means of distance learning when 

requested by the Project Officer. 

(2) The Contractor shall conduct video teleconferencing with remote 

locations on all presentation topics when requested by the Project 

Officer. 

(3) The Contractor shall deliver other types of promotional activities at 

the request of the Project Officer. 

(2) The Contractor shall ensure that all services are maintained in a 

private/secure manner and adhere to confidentiality requirements. 

5.10 System of Records and Management Information System 

a. System of Records 

Confidentiality and privacy are primary underlying tenets of the NG 

psychological health services and it will be the Contractor's responsibility 

to ensure that all client information remains confidential, private, and 

secure. Identification numbers shall be assigned to each client's case. 

The Contractor shall maintain a list of case numbers and corresponding 

member names electronically or in a locked file in a location 

separate from member's case files. All member names and case 

numbers, irrespective of whether the cases are open or closed, shall be 

kept on the lists. Member names and case numbers of files that have 

been destroyed shall not appear on the lists of active and closed cases in 

the files, but shall continue to be maintained on a separate list. 

The Contractor shall utilize a record system that is in compliance with the 

laws and regulations governing mental health, alcohol and other drug 

abuse prevention, treatment and rehabilitation, the Privacy Act of 1974 

and other applicable laws, regulations and guidelines governing 

confidentiality of counseling/problem solving records. The Contractor shall 

be subject to the penalties imposed by such laws for disclosure of any 

information without the member's prior knowledge and specific written 

consent. All records, whether computerized or hard copy, shall throughout 

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the performance of the contract and after the completion of the contract 

remain the property of NGB and shall be surrendered to the Project Officer 

when requested. Case records shall be kept and destroyed in accordance 

with DoD standards. Only the Project Officer or the Project Officer's 

designee may destroy records. 

The Contractor shall adhere to requirements of the Contractor’s 

Management Information System (MIS) security plan including security 

guidelines for electronic files. To help ensure the confidentiality and 

security of all hard copy and MIS records, each DPH office shall have a 

working door lock and filing cabinets with bar locks. When there are 

problems with the locks or when it is impossible to install bar locks without 

destroying furniture, the Contractor shall notify the Project Officer for 

repair or replacement. 

All client records maintained by the Contractor, including, but not limited 

to, any documents referring the member to the PHS, identifying member 

information and/or ongoing progress notes shall be kept in the locked file 

cabinet(s) at all times except when the DPH is working on the 

case/record/file. 

Each Contractor representative shall be responsible for following DoD 

approved protocols and procedures to assure a secure chain-ofcustody system for any record that is removed from an office. The DPH 

shall document the approval to remove any clinical record and/or other 

confidential information in accordance with the approved protocol. The 

Project Officer shall be advised prior to the removal of any record, or any 

part of a record, and shall be advised again when the record is returned. 

In the absence of a DPH, the Contractor shall have knowledge of and 

access to keys/codes to gain admittance to secure materials. 

b. Management Information System (MIS) (Portions are Optional for 

award) 

The NGB is currently investigating a comprehensive multi-layered 

tracking and data collection system for many NG personnel 

functions. The NGB may/may not elect to utilize the total capability of 

Contractor’s comprehensive MIS system, but expects the offeror to 

provide and manage hardware necessary to accomplish and 

effectively communicate as well as track activity of the DPH program.

The NGB does expect any data collected in the provision of this 

contract will have the ability to be transferred and/or to collaborate in 

partnership with other NGB MIS/IT contractors, within the bounds of 

privacy and confidentiality laws and regulations. However, the 

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Government does expect each offeror to propose as part of this 

solicitation, its MIS capabilities and plan for tracking DPH services.

Offerors are to propose use of their MIS and describe in their proposal 

how their MIS will effectively support the full range of services needed 

under this contract. Offerors are to provide a breakout of MIS costs as 

part of their business proposal. The Government reserves the right to 

require use of a DoD MIS system or a combination of DoD and Offeror’s 

MIS. 

Offerors are to create and adhere to an established disaster recovery plan 

that provides for prompt telecommunication and MIS coverage, enabling 

access by personnel, preferably from an alternate location when failure 

occurs at a primary site. The Offeror shall describe their disaster recovery 

system in their proposal including how promptly it restores functionality 

and a back up plan for how and who will assume responsibility within the 

system should a transfer of operations occurs due to any interruption of 

service. 

The Contractor is to provide cost-effective and prompt initial and timely 

refresher training to ensure competent and efficient utilization of the MIS. 

Offerors must describe, as part of their proposal: 

 (1) The data to be collected, reports to be generated, and the 

functionality, security, and efficiency of MIS services offered for use as 

of the effective date of service delivery under the contract. In so doing 

the offeror is to address this from the perspective of the DPHs, database 

management and report generation staff and any others with significant 

roles using the MIS. 

(2) The Offeror will describe their schedule of MIS downtime, actual 

downtime over the past 12 months, and proposal to minimize MIS 

downtime since some work shifts will result in 24X7 operations. 

Additionally, the contractor may propose enhancements, alternative 

features, or other means of fully and effectively providing MIS services to 

support this contract. 

As part of their proposal, Offerors are requested to: 

(1) Describe the computer platform and operating system to be used and 

the method of connectivity between the computers of the DPHs located 

away from the contractor’s central database. 

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(2) Describe the frequency with which data is aggregated and made 

available to the DPHs if access to the central database of NG and 

member clinical and service request information is not real time. 

c. Data Management Requirements 

Offerors are expected to use an automated data processing system to 

support record management and reporting needs. The Contractor shall be 

responsible for all costs to implement and maintain the system that is used 

by the contractor and DPH staff. The Contractor shall be responsible for 

the following high-level data management tasks: 

(1) Collection of all data managed under this contract (data is more 

thoroughly defined below). 

(2) Provide personal computing resources (and support of these 

resources) necessary for the service providers and staff to report and 

manage the information associated with this contract and the casework 

associated with the contract. 

(3) Routine development and delivery of status reports 

(4) Routine electronic transfer of detailed data 

(5) Provide provisions for special reporting and data exchange needs 

The system or systems used by the contractor must be managed in a way 

that they will meet security and record management guidelines and 

standards that are defined within this contract. The following sections 

provide additional information on the data that needs to be managed and 

exchanged, the manner in which it will be exchanged, Automated 

Information System security guidelines that must be adhered to, and the 

responsibilities that each party will have with respect to implementation 

and support of the systems. 

 d. Definition of Managed Data: 

 All case files for each employee and/or family member who uses the PHS 

shall be kept in accordance with the confidentiality requirements as 

implemented by DoD Regulations, 42 CFR Part 2, and in full compliance 

with the requirements of the Privacy Act, 5 U.S.C. 552 a. 

While the contractor may choose to manage any data they deem 

necessary to manage operations and perform the work set out under this 

contract, the following data is considered to be a minimum baseline of the 

information that the Contractor shall be required to manage and exchange 

with the NG. The offeror will be responsible for collection and 

management of all case management, counselor activity, and business 

management data required to create operational and business reports for 

the NG. This data will be maintained within the Contractor’s MIS. For the 

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purpose of this solicitation, data has been defined as sets of data that are 

collected and managed through the process of providing the following 

services. 

(1) Initial Contact, Assessment & Referrals 

Beginning with the first member contact the Contractor shall maintain a 

record of contacts with and/or on behalf of each member with the most 

recent information kept at the front of the record. Notes shall contain as 

little identifying information as possible and each DPH shall be 

responsible for ensuring that every record is both legible and orderly. 

Every action taken by the DPH in management of the case shall be 

documented. The subjective, objective, assessment and plan (SOAP) or 

another similarly structured method of documentation shall be used to 

record on-going progress notes. As a matter of policy, all hard copy files 

of cases assessed as involving a risk of violence to self and/or others 

shall be marked in red, and electronic files of such cases are to be 

flagged for easy identification. 

(2) All DPHs cases and cases referred to emergency affiliate counselors 

by the DPH or other location shall be maintained in the same manner as 

assessments, whether such cases are self initiated or referred by 

management. Every action taken upon initial contact as well as those by 

assigned counselors shall be documented in accordance with SOAP or 

similarly structured methods of documentation. 

(3) Data sets managed as part of this process will include: 

(a) Member Demographics: This is information that identifies and 

describes the member. This will include his/her name, personal 

information, contact information, Case Number (Case ID), employment 

information, and in the case of family member and respective 

identification information. 

(b) DPH and referred/affiliate counselor identification: Information that 

identifies the staff/DPH or referred/affiliate counselor or caseworker that 

is associated with the case. In the case of referrals, this will include the 

identification of the initial contact, the assigned counselor, and any 

other counselors associated with the case via the referral. 

(c) Case Definition: Each initial encounter will initiate a new entry. Case 

Definition information includes at a minimum the case number, first 

contact date, time, and site coded location when appropriate. 

(d) State/Territory/Location case ID: The ID is the NG state or territory 

for which the work is being performed. Service information provided 

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under this contract will be provided to NG managers from a number of 

different locations or regions. Each event or recipient of services must 

be correctly associated with a case ID to ensure that services are 

tracked and billed properly, and that reports are accurate for the 

population covered under a particular site location. The Offeror will be 

responsible for tracking the case identification for each service that is 

performed. 

(4) Case Management 

Unless the family member is the NG member, information about family 

members who use the PHS shall be maintained in the member's file. 

Records shall contain pertinent information about every contact between 

the member and/or family member and the PHS, whether on the phone, 

in person, by fax or in writing. 

Data sets managed as part of this process will include: 

(a) Case Data: This will include activity conducted during each visit 

or session and assignments between sessions as well as identified 

problem/diagnostic impression information. Case data is covered in 

two general categories—member demographic information and 

clinical information. 

 Clinical information includes: progress notes, case status (open or 

closed), intervention plan, recommendations, presenting and assessed 

 problem, latest version of the ICD or DSM code (when appropriate and 

permissible), whether or not the member in the case has been 

 referred for service as the result of any violation, drug or substance 

abuse, TBI or PTSD activity and member’s condition at case closing. 

 For affiliate counselor cases, progress notes, intervention plans and 

recommendations do not need to be included in the offeror’s electronic 

case management system. 

(b) Events: The offeror will track information about a wide variety of 

events. Events that are tracked include; 

o-Initial contact or consultation 

o-Any referral 

o-Each counselor contact or consultation 

o-Each referral contact or consultation 

o-Each family member contact or consultation 

o-Any risk management event or consultation 

o -Any Critical Incident Event or consultation 

o-Any administrative contact or consultation 

o-Any phone contact or consultation 

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o-Each DPH contact or consultation 

o-Any training event or consultation 

o-Others as requested by the Project Officer

For each event, there will be an event code, the date the event 

started, the date it was complete, the definition of the provider that 

was involved in the event, and if applicable, the identification of the 

case under which the event occurred. 

Additionally, the following requirements must be met: 

(a) Consultation and information provided to DPHs during service 

contacts that do not immediately result in opening a case shall be 

entered in the MIS as a consultation occurring or documented 

immediately and entered by the close of business on the day of the 

contact; 

(b) PHS demographic and PHS case episode activity shall be 

documented and entered by the close of business on the day of the 

contact or session; 

(c) PHS training and health promotional activity shall be documented 

and entered within two (2) business days of the activity. 

(d) Computer screens used by DPHs must be easily navigated, 

support and facilitate member support as opposed to primarily 

serving as a means of collecting information. 

(e) The Contractor is to collect and report information on reported 

work problems and various outcomes including pre and post 

deployment, civilian reintegration, and productivity measures. 

(f) The Contractor is to provide a Return On Investment analysis, and 

include a description or sample as part of the proposal. 

(g) As part of their proposal, Offerors are to describe the proposed 

case management system and include samples of the screens DPHs 

would use when conducting an assessment and entering case data 

or referral information. 

(5) Standard Status Reporting 

On a routine basis, the Contractor shall produce a set of standard 

reports. Offerors are requested to provide, as part of their proposal, a 

portfolio of example reports that are currently available from the 

contractor’s data system(s) from which NGB may select to be provided 

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under this contract. Within 15 days of award, the Contractor shall work 

with NGB and define any adjustments that will be necessary to the 

reports. Based on this, an agreement will be reached on the format for 

the standard status reports. Subsequent changes to the reports will be 

made at the request of the Project Officer. Standard status reports will 

include ID Reports and Management Reports. 

(a) Management Reports: The Contractor’s MIS must maintain 

management reporting capability and on a scheduled basis provide 

NGB with monthly Management Reports. These reports are the 

reports used by DPHs to maintain and improve the effectiveness and 

outcomes of services. When the reports include information on 

services provided by counselors, the information is to be grouped 

by each affiliate counselor. When requested by the Project Officer, 

selected Management Reports will be produced for specific individual 

states and/or territories. 

(b) NG case ID Reports: The Contractor shall provide quarterly 

reports for each state via ID within three weeks after the end of each 

fiscal quarter. These reports are to be available in both electronic 

format and hard copy. The Contractor shall, at the election of the 

Project Officer, send the reports by email or mail hard copies to a 

particular state or territory via the DPH. 

 

The Contractor shall provide flexibility that provides for additions to or 

removal of data fields upon request of the Project Officer. 

The Contractor’s MIS should have flexibility to permit customization of 

some NG state reports. The Contractor shall, at the request of the 

Project Officer, provide customized reports and executive summary 

reports on an intermittent, quarterly or annual basis for selected 

states/territories. The executive summary reports will contain 

informative graphics and narrative that describes the DPH and generic 

case activities. 

The Contractor is required to collect and report information of each state 

and territory as well as a combined national report for the DPH Utilization 

Report. This attachment represents the type of data collected and reported 

for a state or territory. Data required to be collected and reported varies, 

may be more or less for some states/territories, and may change over time 

to meet NG needs. 

As part of their proposal, Offerors are requested to: 

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(a) Describe routine report content, format, and appearance. Include 

provisions for tracking and capturing specific and/or unique activity, 

such as disaster and critical incident response for both a regional and 

national scale, and for generating reports of this information including 

brief narrative reports highlighting significant aspects of the services 

delivered. 

(b) Provide the schedule of steps in the process of generating ad hoc 

and routine reports from the central database to produce the same 

report content for all services. 

(6) Web Activity Data Reports- if Web Option is elected 

As defined in the contract, the offeror will be responsible for providing 

and supporting another Joint activity and/or DoD websites that will allow 

people to access reference and self-help information. The offeror will be 

responsible for providing routine reports that document the collaboration 

or usage (number of hits) of the different resources via any link to a 

primary website. 

 e. Key Information 

To ensure that it is possible to relate all sets of managed information, the 

Offeror’s data systems must ensure that they track key identification 

characteristics on all the data sets. Key information includes the following 

elements: 

 (1) Site/location identification 

 (2) Case identification 

 (3) Encounter identification (when appropriate) 

 (4) DPH or service provider identification 

 

 f. Data Exchange Requirements 

As defined in the contract, the offeror will support the exchange of 

information via: 

 (1) Paper reports 

 (2) Exchange of electronic documents 

 (3) Exchange of standardized electronic transactions 

All data exchanges shall occur on a negotiated routine and scheduled 

basis utilizing a standardized and agreed to electronic data transfer format 

protocol. All data shall be transmitted via a secure data link in accordance 

with DoD MIS Security requirements. 

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NGB has elected to develop electronic interfaces in a manner supporting 

Health Insurance Portability and Accountability Act of 1996 (HIPAA), 

compliance. 

Additional data exchange requirements include: 

 (1) Routine Status Reports 

As defined in this solicitation, on a routine basis, the offeror will provide a 

set of standard status reports. These reports will be produced in both 

paper and electronic format. As required, the paper copies will be mailed 

to designated points of contact. As required, NGB will be responsible for 

providing an up to date listing of contacts that will receive reports. 

Information covered in these reports will include information from the 

following data sets that are discussed above: 

 (a) Case Definition 

 (b) Site Location ID 

 (c) Counselor Activity 

 (d) Case Status Data 

 

Reports also will be produced and delivered in electronic PDF format. A 

copy of the set of electronic reports will be delivered to NGB along with a 

data file that relates the contents of the reports to the filenames that are 

used for each electronic file. This data file will identify file names, and 

the meta-data for each of the reports contained in the files. 

(2) Monthly Invoice Detail Reports 

As defined in this solicitation, on a monthly basis, the offeror will provide 

paper copy of the invoice to the NGB that summarizes the charges for 

that billing period to include documentation with corresponding 

deliverable activity, invoices, charges etc. In addition, the offeror will be 

responsible for providing electronic transactions that detail the 

information summarized in the invoice. 

(4) Complete Data Transition 

The Contractor shall maintain all data sets within their data systems. On 

termination of the contract, and or on special request, the Contractor 

shall provide the NGB with complete and total access to all information 

including: 

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 (a) Member/client Demographics 

 (b) Counselor Identification 

 (c) Case Definition 

 (d) Site/Location ID 

 (e) Case Data 

 (f) Event Data 

 (g) Counselor Activity 

 (h) Case Status Data 

 (i) Analysis of the Data 

 (j) Web Data or Activity 

 (k) Invoice and billing information 

In the event that there is a need to exercise this option, this information 

will be provided to the NGB as a backup of the data from the MIS 

system used by the Offeror in an agreed to format. 

(5) Ad Hoc Reporting 

The Project Officer may intermittently require ad hoc reports, e.g., a 

unique inquiry or analysis of data. The offeror should plan to provide for 

support of these needs, e.g. by maintaining data mining capability that 

provides the NGB with means of effectively retrieving selected 

management or clinical data. 

In the event this need arises, the Project Officer or their designated 

representative will define the needs, and the offeror will be expected to 

produce the requested report within 3 working days. 

It is expected that there will be no more than 2 requests per month, and 

that the requests will deal with reporting or analysis of data that already 

exists. 

The response to the solicitation should detail how this support will be 

provided, and what protocol will need to be followed to make such a 

request. 

g. Personal Computer and MIS Support 

The system or systems used by the contractor must be managed in a way 

that they will meet security and record management guidelines that are 

defined within this contract. 

(1) Personal Computer Support 

Offerors are to propose to supply, support, and maintain the personal 

computers, related hardware, commercial software, and Internet access 

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needed for performance under this contract. The helpdesk support 

function must provide timely and effective support to users of the MIS 

system. 

The Government reserves the right; however, to provide and maintain 

all or some of the personal computer systems including related 

hardware, commercial software, and internet access for the DPHs 

working at their respective offices and/or “on the road”, and/or to 

provide helpdesk support for all or some of the DPHs in use of these 

personal computer systems if it is in the best interest of the 

Government. The Government will negotiate this with Offerors in the 

competitive range if it appears to be in the best interest of the 

Government to do so at time of award, or may elect to provide these 

functions, or may require the Contractor to provide these functions at 

any time during the life of the contract. 

As part of the MIS costs in the business proposal, Offerors are 

requested to include a breakout of the cost for replacing the personal 

computer systems including related hardware and commercial software, 

for maintaining these personal computer systems including internet 

access, and for helpdesk support for use of these personal computer 

systems by DPHs located in the 54 states and territories as well as one 

each in the Air and Army National Guard Readiness Centers. Offerors 

are to respond to the level of effort specified for each of these 

categories in the price tables when preparing their business proposal. 

(2) Web Reporting System Support 

The Project Officer may require in the future that the Contractor post 

site location ID reports on a Contractor provided website and provide 

states and territories with limited access only to their individual reports. 

At the election of the Project Officer, the NGB will post electronic copies 

of such reports on a coordinated DoD website. 

 h. Data Management Security Requirements 

The Contractor shall be required when requested by the Project Officer, to 

promptly and fully participate in an in-depth study of the security of the 

Contractor’s records system and Management Information System. 

Government personnel and/or third parties on behalf of the government 

may conduct this review. The government may require corrective actions, 

as a result of this study, that if not implemented within timeframes 

established by the government can result in default of performance under 

this contract and termination of the contract for cause. 

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The hardware and control system are to be contained in a facility that 

protects the physical integrity of the systems and provides security from 

both physical and electronic threats. 

The Contractor shall adhere to requirements of the Contractor’s MIS 

security plan including security guidelines for electronic files. To help 

ensure the confidentiality and security of all hard copy and MIS records, 

each DPH office shall have a working door lock and filing cabinets with bar 

locks. When there are problems with the locks or when it is impossible to 

install bar locks without destroying furniture, the Contractor shall notify the 

Project Officer for repair or replacement. 

Annually, (60) days before end of the Project (Contract) Year, the 

Contractor shall submit via electronic mail to the Project Officer for 

approval, a written MIS plan. The MIS plan shall include, but not be limited 

to, proposed additional new features and enhancements and proposed 

resolution of any issues that have not been resolved. 

The MIS must comply with DoD computer security requirements. 

(1) Comply with the Computer Security Act of 1987 Office of 

Management and Budget (OMB) Circular A-130, Appendix III, “Security 

of Federal Automated Information Systems,” and the Privacy Act of 1974 

(5 U.S.C. 552 as Amended). The vendor shall have achieved

Certification and Accreditation in accordance with the guidelines of OMB 

Circular A-130 or have an approved Interim Certification and 

Accreditation prior to hosting NG data or interconnecting with a DoD IT 

system. 

(2) Within 30 days of contract award the vendor will be required to 

develop a mutually agreeable Interconnection Memorandum of 

Understanding (MOU) that will document the mutual understanding of 

the security implementation that will be implemented to support these 

requirements. Cost(s) associated with meeting these requirements, from 

the perspective of the vendor’s entity, will be paid by the vendor. Within 

60 days of contract award, and prior to the implementation of any 

system interfaces, the vendor will be required to provide a mutually 

acceptable Interconnection Security Agreement (ISA) that will provide 

details on the interconnection design that will be implemented, as 

required by the 

Federal Information Security Management Act (FISMA) as part of the eGovernment Act of 2002. 

(3) The NGB also requires that the vendor provide to the NGB Project 

Officer quarterly security status reports (which can be submitted in the 

form of an updated plan of action and milestones) and should describe 

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the continuous monitoring activities employed by the information system 

owner. At a minimum, the status report should include but not limited to 

the following questions: 

(a) Have any changes to the information system affected the 

security controls in the system or introduced new vulnerabilities into 

the system? 

(b) If so, has the agency-level risk—that is, the risk to NG 

operations, NG assets, or individuals been affected? 

(c) Has a specified time period passed requiring the information 

system to be reauthorized in accordance with federal or DoD 

policy?

(4) Vendor security practices shall meet or exceed those prescribed, 

standards, regulations, and guidelines outlined above. Security 

strategies are separate from operations, enabling security officers to act 

quickly upon incidents and incorporate security best practices. This 

granular level of security management shall ensure standards required 

to evaluate practices and enhance safeguards as needed to limit 

unnecessary or inappropriate access to and disclosure of protected 

behavioral health information. 

(5) To help protect computing resources, the NGB and any contracted 

firm managing computing resources for DoD is required to comply with, 

but not limited to, the following laws, regulations, and directives: 

(a) Computer Security Act of 1987, P.L. 100-235: This act requires 

computer security plans for all federal computer systems that 

contain sensitive information and security awareness training for all 

individuals involved in its management, use, or operation. 

(b) Federal Financial Management Improvement Act of 1996 

(FFMIA): This Act requires agencies to implement and maintain 

financial management systems that comply substantially with 

Federal Financial Management Systems Requirements (FFMSR), 

applicable Federal Accounting Standards, and the United States 

Government Standard General Ledger at the transaction level. 

(c) Federal Manager’s Financial Integrity Act of 1982 (FMFIA), P.L. 

97-255: This Act requires that the agency head, on an annual 

basis no later than December 31, provide an assurance statement 

with respect to agency management controls and agency 

compliance with financial management system requirements. The 

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objective is to reduce or eliminate the incidence of waste, fraud, 

and abuse to government financial systems. 

(d) OMB Circular No. A-127, Financial Management Systems: This 

Circular prescribes policies and standards for executive 

departments and agencies to follow in developing, operating, 

evaluating, and reporting on financial management systems. 

(e) OMB Circular No. A-130, Management of Federal Information 

Resources: This Circular establishes policy for the management of 

Federal information resources. 

(f) Paperwork Reduction Act of 1980 as amended in 1995: This Act 

establishes a broad mandate for agencies to perform their 

information resources management activities in an efficient, 

effective, and economical manner. The goals of the Paperwork 

Reduction Act are to have Federal agencies become more 

responsible and publicly accountable for reducing the burden of 

Federal paperwork on the public, and for other purposes. 

(g) Privacy Act of 1974 (PL-93-579): This Act requires the U. S. 

government to safeguard personal data processed by Federal 

agency computer systems. 

(h) Federal Information Security Management Act (FISMA) of 2002: 

This Act provides a comprehensive framework for ensuring the 

effectiveness of information security controls over information 

resources that support Federal operations and assets. 

 (i) Presidential Decision Directive (PDD) 63 sets a goal of 

establishing a reliable, interconnected, and secure information 

system infrastructure and increased security for government 

systems. It addresses the cyber and physical infrastructure 

vulnerabilities of the Federal government by requiring each 

department and agency to work to reduce its exposure to new 

threats. 

(j) NIST Special Publication 800-47, Security Guide for 

Interconnecting Information Technology systems. 

(k) NIST SP 800-26, Requirements for Physical Security 

Safeguards 

(l) Any DoD Information Technology Security Program Handbook, 

Baseline Security Requirements, DoD Certification and 

Accreditation, DoD Configuration Management Guide, DoD 

Contingency Planning for Information Security Guide, DoD Plan of 

Action and Milestones, DoD Privacy Impact Assessment, or DoD 

Risk Assessment Guide. 

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j. 508 Citation 

All electronic and information technology (EIT) procured through this 

Statement of Work and any resulting contract, task order, delivery order, 

or purchase order must meet the applicable accessibility standards at 

36CFR 1194, unless an agency exception to this requirement exists. 36 

CFR 1194 implements Section 508 of the Rehabilitation Act 0f 1973, as 

amended, and is viewable here. The contractor shall indicate for each line 

item in the schedule whether each product or service is compliant or 

noncompliant with the accessibility standards at 36 CFR 1194. Further, 

the proposal must indicate where full details of compliance can be found 

(e.g., vendor’s website or other exact location). 

k. Background Investigations 

In conformance with the DoD guidelines, NGB requires that all contractors 

have background suitability investigations commensurate with the 

associated level of risk. Background Investigations should be 

commensurate with high-risk for the Systems Administrator. Reasonable 

measures will be taken to assure that such evaluations are to be 

completed by the appropriate security representative before contract 

personnel are granted access to any DoD connected computer systems. 

5.11 Promotional Materials and Activities 

The Contractor shall design and conduct a promotional campaign to 

creatively assure that eligible persons including those in geographically 

dispersed regions attain and maintain knowledge of PHS services and 

how to access them as well as reduce any stigma associated with mental 

health programs. To accomplish this, the contractor must provide DPHs 

who recognize and utilize a broad range of promotional methods, who 

partner with NG Joint personnel to create effective promotional events and 

strategies, and who have public speaking abilities that result in effective 

presentations to groups of managers and NG members. Depending on 

needs, they also must be willing to travel within a geographic area of 

within a state or territory as well as nationally as highly visible, wellidentified representatives of the PHS throughout their assigned location. 

DPHs will be expected to travel to provide trainings, engage in promotional 

activities, take part in collaborative efforts with other supporting NG Joint 

personnel, and consult with Commanders managers and other leaders. 

The Contractor’s ongoing promotional campaign must be designed to 

ensure PHS awareness at all organizational levels. 

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The promotional campaign is to be designed and submitted to the Project 

Officer for approval within 60 days after contract award and updated 

annually thereafter. 

To encourage utilization, the Contractor shall provide promotional 

materials that shall include, but not be limited to, brochures, posters, 

manuals, videos, bulletins, and other related items. The Contractor shall 

have Project Officer approved promotional materials available in Spanish, 

as required by the NG. 

a. Bulletins 

Within thirty (30) days of contract award, the Contractor shall submit to the 

Project Officer for review a sample bulletins, hard copy and/or electronic 

versions. If the Government elects to have the Contractor develop and 

distribute bulletins, they shall be distributed to the DPH quarterly through 

the website, a formatted diskette, or on the basis of one bulletin per 

employee plus ten (10) percent of the NG units and wing population. The 

Contractor shall ship bulletins with an enclosed NG transmittal document, 

to DPHs ten (10) days prior to the distribution dates of February 1, May 1, 

August 1 and November 1 each year of the contract. 

b. Base and Option Years 

With the exception of bulletins, during the base and successive option 

years of the contract, the DPHs shall distribute promotional materials. 

When the DPH receives requests for materials from the NG, the DPH shall 

coordinate distribution within ten (10) days of the request. The Contractor 

shall also send the requested resource to the NG POC via electronic 

transmission. 

(1) Promotional Materials Development 

If requested, the Contractor shall work with the Project Officer or 

Project Officer's representative to effectively customize information 

and design promotional materials. The Project Officer will specify 

the Government names and logos to appear on promotional 

material. Under only very rare circumstances and with the approval 

of the Project Officer may the Contractor’s corporate name appear 

on any of the promotional materials. If the Government elects to 

have the Contractor develop promotional materials, the Contractor 

shall be requested to submit a proposal which will be negotiated at 

that time. 

(a) Brochures 

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The Contractor shall distribute brochures to each DPH on the 

basis of one brochure per NG member plus an additional ten 

(10) percent of the population at the beginning of each contract 

year. Additional copies of brochures shall be distributed by the 

Contractor to DPHs or NG POCs within ten (10) working days of 

any request. 

 

(b) Posters 

Posters shall be printed and distributed to DPHs on the ratio of 

ten (10) percent of the NG population at the beginning of each 

contract year. Additional copies of posters shall be distributed 

by the Contractor to DPHs or NG POCs within ten (10) working 

days of any request. 

(c) Videos/DVDs 

 If requested, videotapes and/or DVDs will be designed and 

distributed; subjects will include the NG Member Orientation and 

Awareness Training modules as well as pertinent clinical 

subjects and shall be distributed to the DPH or NG POC on the 

basis of one set of videotapes per request. 

d. Contractor Recommended Products 

The Contractor shall describe any other products and/or methods that they 

would recommend implementing to promote the PHS. 

5.12 Psychological Health Steering Committee

The DPHs will also work collectively to share best practices and convey 

additional information at the state and local level; the creation of a 

Psychological Health Steering Committee to communicate and advise 

Guard senior leadership at the national level. . 

In order to accomplish this, the Government expects the successful 

vendor to organize and sponsor such a venue initially after award and 

annually in option years 

This may be planned in conjunction with other Guard support program 

components. 

6.0 Continuous Quality Improvement (CQI)

The Contractor shall establish and maintain a comprehensive Continuous 

Quality Improvement (CQI) system for measuring, evaluating, and 

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improving performance of clinical and administrative services provided 

under terms of the contract. NGB will be invited to participate in all CQI 

meetings, and will participate at the discretion of the Project Officer. 

 

a. CQI Program Plan 

Within thirty (30) days of contract award, the Contractor shall submit via 

electronic mail to the Project Officer for review and approval, a written CQI 

Program Plan. The CQI Program Plan shall address items such as the 

structure of the CQI program, program intent and goals, and committee 

structure and composition. The plan should describe proactive 

approaches to maintaining and improving quality as well as what triggers 

follow-up on negative comments or indicators and the nature of that 

follow-up 

The plan also must include specific procedures for maintaining and 

improving quality in all operational components, e.g., regarding NG 

member satisfaction surveys. The plan should include, but not be limited 

to procedures for: 

(1) Follow-up internally on all negative client satisfaction comments 

about the vendor’s process. 

(2) Providing NGB with reports on follow-up on negative comments 

in (1) above and outlining how processes have been improved. 

(3) Follow-up on comments that reflect negative clinical 

experiences and track these by DPH and/or affiliate counselor. 

(4) Providing NGB with reports on follow-up on negative comments 

in (3) above and outlining how processes have been improved. 

(5) Tracking complaints about DPHs and/or affiliates counselors 

and, if necessary, removing affiliate counselors from the network. 

(6) Providing NGB with reports on follow-up on negative comments 

 in (5) above and outlining how processes have been improved. 

(7) Recognizing and providing to NGB reports on persons or 

initiatives which received significant compliments, i.e., providing 

information to facilitate opportunities to build upon strengths, and 

reporting on individual and group performance recognition thus 

reinforcing positive work. 

 

b. Annual CQI Work Plan 

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Within thirty (30) days of the beginning of each fiscal year, the Contractor 

shall submit via electronic mail to the Project Officer for review and 

approval, an annual CQI Work Plan. The annual plan shall include: key 

indicators identified to be measured and evaluated during the fiscal year 

(including those continued from the previous fiscal year); the 

standards/goal/benchmark for each item; data collection frequency; 

reporting time frame; data sources/methodology; actions in place for 

meeting the standard/goal/benchmark; and special studies and/or 

initiatives being followed for the new fiscal year. The Annual CQI Work 

Plan shall address client satisfaction; DPH retention; telephone access; 

program utilization; NG member record reviews; DPH and affiliate 

counselor capacity ratings; DPH and affiliate completion of data outcome 

fields; response to critical incidents; compliments and complaints; 

outcomes or other research studies; and other categories used to evaluate 

program quality and quality improvement needs. 

c. CQI Reports 

Within fifteen (15) days after the end of the quarter (or at other intervals as 

determined by NGB), the Contractor shall submit CQI reports via 

electronic mail to the Project Officer. Reports include: 

(1) Status of key indicators against the standards or baselines, 

actions developed to improve performance, and results of those 

actions. 

 (2) Narrative and statistical reports for up to fifteen (15) 

states/territories to be identified by NGB. 

(3) Training evaluations and NG member satisfaction surveys and 

statistical analyses. 

(4) Upon request by the Project Officer, the Contractor shall submit 

a report to the Project Officer that provides a breakdown of 

estimated costs to provide specific services, services in specific 

geographic areas, and/or services to specific states/territories. 

(5) The Contractor shall provide a monthly report that details DPH 

and affiliate counseling activity including number of sessions (per 

NG member and family member) and number and hours of training 

per state/territory delivered by DPHs. In this report, the Contractor 

shall also list any other services provided during the quarter. This 

report will be incorporated with the monthly billing voucher. 

d. Annual Work Plan Evaluation 

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Within thirty (30) days of the end of the fiscal year, the Contractor shall 

submit via electronic mail to the Project Officer an annual Work Plan 

Evaluation CQI report. This report will include key indicators, standards, 

evaluation of annual performance against the standards, summary of 

actions taken to improve performance, and the results of those actions. 

e. Site Visit Quality Reviews 

The Contractor shall cooperate fully with NGB site visits to DPH and/or 

affiliate counselor offices. These reviews will normally be scheduled in 

advance at mutually agreeable times, and prior to the site visits NGB will 

provide the Contractor with the criteria to be used in the site visit process. 

NGB reserves the right to perform reviews without scheduling in advance. 

The Contractor shall respond in writing to the written NGB site visit report 

within fifteen (15) business days of the receipt of the report. The 

Contractor shall develop and implement actions plans with NGB 

concurrence to address quality improvement needs in a timely manner. 

The results of these reviews will be discussed with the DPH and the 

Project Director. The Contractor shall be expected to receive an 

acceptable rating on these reviews. 

 f. Third-Party Evaluator 

When requested by NGB, the Contractor shall cooperate fully with an 

external third-party evaluator who shall be selected by NGB. 

 g. Contractor Recommended CQI Methods 

The Contractor shall describe as part of their proposal, specific methods 

for continuous quality improvements proposed to ensure consistent, 

quality performance in all spheres of operation, e.g., day and after hours 

service, affiliate counselor and DPH performance, information system, 

report generation, NG member/supervisor or Commander consultation, 

and general customer service. 

7.0 NG DPH OPTIONAL SERVICES 

 

NG Optional Services provide the NGB and each state or territory the 

option to select, from among the services listed below, individual stand 

alone services needed to fill gaps in services to meet needs identified by 

the Government. 

Offerors are requested to provide, as part of their proposal, a description 

of what services they offer to provide related to each of the following 

topics, what additional services they offer to provide as of the first day of 

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service delivery under the contract, and what they commit to doing to 

ensure that the services provided over the life of the contract remain 

consistent with the Contractor’s commercial services offered to others, 

industry standards, legal decisions, and customer needs: 

 1. Stand-alone Drug Free Workplace Services 

Stand-alone Drug Free Workplace Services including Substance Abuse 

Professional Services are provided to meet the needs of the National 

Guard in a variety of circumstances such as when there is need for this 

service to be separate from the counseling services. The Contractor is 

required to perform these stand-alone services consistent with the 

requirements established for delivery of Substance Abuse Professionals 

Services. 

 

The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

 2. Stand-alone Behavioral Health Education and Training Services 

Stand-alone Behavioral Health Education and Training Services, both onsite and through distance learning, including development and/or 

presentation using various techniques, media, and means of 

communication are provided to promote awareness and understanding of 

behavioral health principles that contribute to a healthy lifestyle as ways of 

preventing and ameliorating a variety of personal problems that negatively 

affect performance and conduct on the job. A variety of approaches are 

important because people learn in different ways and because the NG has 

a widely dispersed workforce who needs to be treated in an equitable 

manner regardless of where they are located. 

The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

 3. Stand-alone Targeted Assessment, Screening and Referral Services 

 

Stand-alone Targeted Assessment, Screening and Referral Services are 

provided for selected discrete types of personal problems such as TBI, 

PTSD, alcohol or depression. These targeted services typically are 

elected when an NG Commander perceives that significantly more 

members are affected by the selected problems than are addressing the 

problem through other existing services. A variety of methodologies may 

be employed in providing this service encompassing health awareness 

and promotional campaigns, easily accessible and confidential screening 

methodologies such as internet access links, professionally valid 

screening instruments, interpretation of results, consultation with 

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participants, and effective referral to qualified sources of assistance when 

needed. 

The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

 4. Stand-alone Preventive and Intervention Services 

Stand-alone Preventive and Intervention Services are provided based on 

results of a variety of assessments, e.g., surveys of health and productivity 

within a given NG state/territory workforce. At NGB’s discretion, the 

vendor will conduct assessments including but not limited to surveys. This 

is a proactive approach to identifying specific productivity problems of 

prevalence sufficient to warrant prioritization of resources to address these 

problems. 

The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

 5. Stand-alone Behavioral Health Return to Work Services 

Stand-alone Behavioral Health Return to Work Services are provided to 

extend to all members who have been off work because of illness or 

injury, services based on the concepts of effective return to work 

counseling that are practiced within the psychological health services. 

These services utilize a behavioral health approach to promoting an 

effective transition back to civilian status and help reduce additional issues 

associated with return to work concerns. 

The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

 6. Other stand-alone PH Optional Services 

Other stand-alone PH Optional Services are an extension of PH services 

provided to fill gaps in services, and to provide a more complete solution 

to meeting the National Guard’s psychological health needs. These 

services may involve any service that requires special emphasis to meet 

NG members, state’s or territory’s needs. 

 The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

7. Web Based Services and Tele-psych Health Capabilities

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Internet-based counseling services recognize the increasing reliance on 

the internet as a source of information and communication. Website 

services complement the traditional mental health services by providing a 

"self serve" option that enables any NG member to obtain accurate 

information and help on sensitive issues. In performance of this 

requirement, the Contractor may provide all necessary personnel, 

infrastructure, and technical support to implement and maintain a 

comprehensive, professionally accurate, and user friendly website and 

counseling services for NG personnel. The Website must be compliant 

with Section 508 of the Rehabilitation Act of 1973, as Amended 29 U.S.C. 

794 (d). 

 a. Contractor Services 

Offerors must describe, as part of their proposal, the access and 

navigational procedures required of users, and the depth and breadth of 

web-based services and counseling offered for use as of the effective date 

of service delivery under the contract. Also as part of their proposal, the 

contractor must describe procedures and timeframes for updating and 

refreshing the website, and a time delineated plan for meeting all the NG 

preferences for web-based services as described in “b.” below. 

Additionally, as part of this time delineated plan, the contractor may 

propose further enhancements, alternative features, or other means of 

fully and effectively serving employees and family members through the 

website. The Contractor shall also partner with NGB to ensure the website 

content and tele-psych health counseling is appropriate for the NG. 

Any material contained on this website is understood to have been 

developed at private expense by the Contractor and its subcontractors 

and constitutes limited rights/data/restricted computer software consistent 

with the provisions of FAR 52.227-14. Access to this website, tele-psych 

health counseling and its links may be authorized under this contract. Use 

of this website services conveys no additional rights beyond those noted 

in the contract. 

The Government reserves the right to require that the Contractor remove 

materials from the website. 

 b. NGB Preferences 

(1) On-Line Library 

The Contractor shall have a comprehensive on-line library that enables 

employees to view and print professionally accurate informational, 

educational, and health and wellness promotional resources on a 

variety of psychological health/mental health related topics. The 

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Contractor shall maintain an up-to-date library of current information 

through regularly scheduled content refreshment. 

 (2) Self-Assessment Tools 

 The Contractor shall have self-assessment tools for each category of 

personal problems for which self-assessment is useful, e.g., Traumatic 

brain injury (TBI), post traumatic stress disorder (PTSD) alcohol and 

other drugs, depression, anxiety, self-esteem, relationship satisfaction, 

Type A personality, etc. These instruments or links shall ask 

questions, summarize responses, and provide recommendations for 

addressing problems. 

 (3) Self Guided Skill Enhancement Tools 

The Contractor shall have a robust set of skill enhancement tools to 

help employees manage certain conditions or situations, e.g., stress 

management, resiliency, dealing with difficult people, coping 

mechanisms etc. These tools must be updated and refreshed on a 

regularly scheduled basis. 

 (4) Counseling 

The Contractor may be required to provide live counseling sessions on 

an as needed basis and at times pre-approved by the Project Officer. 

The Contractor shall advertise any such capability to NG members 

through the website and/or electronic mail. The rules for tele-psych 

health counseling use shall be guided by the Project Officer. 

 (5) Support Groups 

The Contractor may be required to provide live counselor facilitated 

support groups on a variety of mental health topics as participation 

warrants and at times pre-approved by the Project Officer, e.g., 

recovering from TBI, PTSD, alcohol, gambling, drugs, etc. The 

Contractor shall advertise the availability of any such support groups to 

NG members through the website and by electronic mail. 

 

 (6) Supervisor/Commander Links 

The Contractor shall provide separate supervisor/commander links that 

are designed to provide training on supervisory related issues. These 

sites shall include online interactive training and will allow managers 

and commanders to learn at their own pace and participate on 

demand. Managers and leadership shall also be able to schedule 

consultation appointments with psychological health professionals. 

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 (8) Question and Answer Service (Tele-psych health) 

The Contractor shall include on the Website a readily apparent and 

easily understood means for NG members and family members to ask 

questions via the Website for responding to NG member behavioral 

health questions related to a wide variety of mental health topics. 

Counselors shall provide answers to NG member questions within 

one (1) business day unless the message is of an emergent nature. 

Questions that are emergent in nature shall be responded to 

immediately. 

 (9) Resource Links To Other Websites 

NGB shall provide a link to the Contractor provided psychological 

health website, and the Contractor shall include links to the NGB and 

respective DoD resource websites and to other relevant mental health 

and personal development resources. Whenever feasible the links to 

other Government related websites may be included. 

The Contractor must describe, as part of their proposal, what due 

diligence processes will be conducted to ensure the trustworthiness 

and appropriateness of other websites linked from the Contractor’s 

website. This description must include processes prior to establishing 

links to other websites and ongoing processes throughout the time 

links are active. 

 

(10) Website Branding and Page Customization 

 The Contractor shall provide for flexibility in website branding including: 

. 

(a) The Contractor shall brand the website for NGB to allow for 

seamless integration of the Contractor's system with NGB/DoD. 

NGB would provide the branding information including web 

templates and all associated graphics, 

(b) The Contractor shall customize selected website pages to 

meet NG member’s needs. 

(11) Website Access 

The Contractor shall provide easy entrance to the website through an 

authorizing code that will be provided to NG members. Members must 

view the entrance and navigational process as user-friendly and not as 

a deterrent to use of the website. User-friendly features include ability 

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to select an option from the first website page that allows them to 

proceed and have full access to the website without registering or 

providing additional information. If the user elects to register, e.g., to 

enable the Contractor to alert them to new information 

on topics of special interest to the user, then the user will be alerted to 

the availability of the new information when the user next accesses the 

first page of the website. 

(12) Website Privacy 

The Contractor shall maintain the privacy and confidentiality of website 

users including adherence to the following privacy guidelines: 

(a) The Contractor shall not make the list of site members or users 

available to any third parties without the written permission of the 

Project Officer. 

(b) For tele-psych health counseling services, all rights, privileges, 

applicable laws and regulations required for face to face counseling 

apply to tele-psych health counseling. 

(c) For services offered via the website that "push" content, e.g., 

bulletins or mass electronic mailings, members shall have the 

option of opting out of the service. 

(d) NGB owns all customer organization and employee 

membership information and all site logs. When requested by the 

Project Officer, the Contractor shall provide the Project Officer with 

membership information and site logs. 

(e) The Contractor must treat any Government-provided NGB/DoD 

or NG member information as proprietary. Such information may 

only be used for the purposes of supporting this contract. Under no 

circumstances should this information be shared with any third 

parties without the written permission of the Project Officer. 

 

(13) Website Advertisements 

Neither sites branded for NGB/DoD, nor program content elected as 

an option under this contract may contain advertisements from the 

Contractor or company. All advertisements and links to other 

websites that contain advertisements must have the prior approval of 

the Project Officer. 

(14) Reports 

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The Contractor shall submit website and tele-psych health counseling 

utilization reports with the contents mutually agreed upon by the 

Contractor and Project Officer. Quarterly and annual reports to be 

submitted via electronic mail to the Project Officer, within fifteen (15) 

business days of the end of the reporting period. 

The Government will issue delivery orders if and when these services are 

needed during the life of the contract. 

8.0 GOVERNMENT FURNISHED FACILITIES AND EQUIPMENT/ 

 PROPERTY

*The Government shall provide safe and secure space and facilities 

to ensure that all DPHs are able to carry out the administrative 

expectations of this contract within environments that ensure 

privacy. The physical office space may be either on-site or off-site, 

depending upon the availability of Government space and the needs of the 

NG members being served. 

The equipment at, and facilities of, each professional office shall be 

provided by the Government in accordance with guidelines and standards 

of DoD, General Service Administration, Public Building Service 9/66 or 

other guidelines or standards applicable to the Federal organization for 

which services are provided. Each office shall be maintained as a 

professional environment that ensures the safety, privacy and 

confidentiality of all employees who seek assistance. 

The Government shall provide appropriate equipment and furnishings and 

shall provide necessary space, heating, lighting, ventilation and all utilities 

including telephone(s), and telephone lines required for safe and efficient 

operation of the physical facility. 

The Government shall authorize the Contractor to use the provided 

equipment and furnishings as well as additional furnishings and equipment 

of a similar type if required for program expansion. Any such additional 

acquisitions shall be requested by the Contractor and shall be approved in 

writing by the Contracting Officer prior to purchase or rental of such 

furnishings and/or equipment. At the discretion of the Project Officer, any 

such furnishings and/or equipment may be withdrawn at any time. The 

Government shall provide necessary periodic cleaning of floors, windows, 

furnishings and fixtures necessary to conform to applicable health, safety 

and sanitary requirements. 

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Following the prior written approval of the Project Officer, the Contractor 

may use its own items at no cost or liability to the Government for 

maintenance, service, repair and/or replacement provided the use of such 

equipment does not require additional, or result in overloading of existing 

utility resources. All such equipment shall conform to accepted safety 

standards. 

The Contractor shall assume both the responsibility and liability for loss or 

damage of equipment and/or facilities provided by the Government if the 

damage or loss is caused by other than normal operating usage or is 

attributable to negligence of Contractor employees and/or agents. 

Within ten (10) days of the start of the contract and within ten (10) days 

prior to the expiration of this contract, one (1) representative of each the 

Government and the Contractor shall conduct an inventory to determine 

the contents of each DPH office, if the office is Government property 

and/or if there is any Government furnished property in the office. All 

capital and non-capital items shall be listed on Standard Form 565 or on a 

form authorized by the Project Officer. All inventoried items are to be 

marked with appropriate labels in accordance with FPM regulations. 

NGB retains the right to conduct periodic surveys/inspections of DPH 

space occupied by the Contractor. 

All Government furnished property shall be subject to Federal 

Acquisition Regulation (FAR) Clause 52.245-5 entitled Government 

Property (Cost-Reimbursement, Time-and-Material or Labor-Hour 

Contracts. 

9.0 CONTRACTOR'S COOPERATION

When required, the Contractor shall cooperate with other NGB contractors 

and subcontractors to ensure the seamless delivery of high quality 

services to NG members. 

10.0 GENERAL SUPPLIES, STATIONERY AND FORMS

The Contractor shall be required to use Government approved forms for 

records, data collection, compliance with the Confidentiality and Privacy 

Acts and any other uses deemed necessary by the Government. Any form 

which the Contractor proposes to use shall be pre-approved in writing by 

the Project Officer. If NGB requests that specific forms or other materials 

be used, NGB shall provide camera-ready artwork which shall then be 

produced and distributed by the Contractor. 

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The Contractor shall be responsible for purchasing and supplying each 

professional office with all general supplies and Government approved 

training, promotional materials, and stationery necessary for program 

operations, in fulfillment of this contract. Specific Government organization 

logos or other insignia will be provided by the Project Officer. Under no 

circumstance may the Contractor's corporate name or logo appear on any 

material used, unless pre-authorized by the Project Officer. 

11.0 PERIOD OF PERFORMANCE

The period of performance shall be for a basic period of 12 month with four 12-

month option periods. The Government may exercise options to extend the 

period of performance in accordance with FAR 52.217-9, upon written notification 

by the Contracting Officer within 30 days of contract expiration or within 30 days 

of funds becoming available for that fiscal year. 

12.0 PLACE OF PERFORMANCE

The Contractor shall perform the required services at the locations listed in 

Attachment 1. 

13.0 DELIVERABLE SCHEDULE

The Contractor shall prepare and deliver the following items in the quantities 

specified to the Project Officer. This individual will be identified upon contract 

award. 

Any deliverable or products produced under this contract will be accepted or 

rejected in writing by the Project Officer. To complete this contract, the Contractor 

must furnish the deliverables specified below: 

13.1 DELIVERABLES

Deliverables Due Date Section 

Reference 

1. Prepare and submit to Project 

Officer request for OMB 

clearance of client satisfaction 

surveys-if necessary. 

When requested by 

Project Officer 

3.0 

2. Contractor shall fully and 

promptly comply with requests 

by Project Officer to obtain 

security clearance for personnel 

working under this contract 

Submit application for 

security clearance within 

one week of each 

request 

5.3 (2) b. 

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Deliverables Due Date Section 

Reference 

3. Submit to Project Officer a 

review of DPH placement and 

recommendations for staffing 

Annually, beginning no 

later than 11 months 

after contract award 

5.1 a. (1) 

4. Submit to Project Officer for 

approval written protocols and 

procedures to ensure availability 

of DPH and Affiliate Counselor 

supervision and psychiatric 

consultation 

Within thirty (30) days 

after award of the 

contract 

5.1 a. 1 (c) (d) 

5. Submit to Project Officer for 

approval written protocols and 

procedures to ensure availability 

of all Key Personnel during 

business hours 

Within thirty (30) days 

after award of the 

contract 

5.1 b (1) 

6. Submit to Project Officer for 

approval written protocols and 

procedures defining 

DPH/Affiliate Counselor duties 

in responding to after-hours and 

emergency calls 

Within thirty (30) days 

after award of the 

contract 

5.1 b (2) 

7. Notify Project Officer of backup 

for Project Director when on 

leave 

Two (2) days prior to 

Project Director leave 

5.1 b (3) 

8. A written voice mail text to be 

used by each DPH 

5 days of contract award 5.2 (a) (6) pg. 23 

9. Include in policies and 

procedures required and 

accurate communication of 

messages among DPHs and 

NG member callers 

Within 30 days after 

contract award 

5.2 

10. Submit to Project Officer for 

approval written protocols and 

Within thirty (30) days 

after award of the 

5.2 c 

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Deliverables Due Date Section 

Reference 

procedures for telephone 

access 

 

contract 

11. Submit to Project Officer written 

protocols for telephone case 

management 

Within thirty (30) days 

after award of the 

contract 

5.2 (5) 

12. Submit to Project Officer for 

approval a written voice mail 

message to be used by DPHs 

Within five (5) days after 

award of the contract 

5.2 (3) 

13. Submit to Project Officer a 

complete listing of all qualified 

affiliate counselors as well as 

SAPs with: 

a. accepting TRICARE payment 

b. VA system and military 

culture knowledge 

Within thirty (30) days of 

contract award and 

quarterly, fifteen (15) 

days after the period 

being reported or as 

requested by Project 

Officer 

5.4 (3) e 

14. Submit to Project Officer an 

Affiliate Counselor Usage 

Report 

Quarterly, fifteen (15) 

days after the period 

being reported 

5.6 and 5.10 

15. Submit copies of DPH 

candidate’s resumes etc. to 

Project Officer 

Upon request by Project 

Officer 5.3 (2) b 

16. Contractor shall provide a 

thorough orientation of the NG 

to any Key Personnel or Affiliate 

assigned to the contract 

Within ten (10) working 

days after hire (Key 

Personnel) or prior to 

providing services to NG 

beneficiaries 

5.3 (2) c 

17. Submit via electronic mail to 

Project Officer for approval 

written protocols and 

procedures defining each Key 

Personnel role 

Within thirty (30) days 

after award of the 

contract 

5.4 

18. Develop protocol for direct 

services and case management 

of sensitive or high profile cases 

and submit to Project officer 

Within 30 days after 

contract award 

5.5 e 

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Deliverables Due Date Section 

Reference 

19. Contractor shall provide an 

orientation of NG health 

networks and protocols to new 

Affiliates 

Prior to Affiliates 

providing services 

5.6 (pg. 45) 

20. Submit to Project Officer a 

sample Client Satisfaction 

Survey 

Within thirty (30) days of 

contract award 

5.5 (g) (p.44) 

21. Submit to Project Officer 

 quarterly program 

 utilization reports by DPH and 

referred/affiliate counselors 

Within fifteen (15) 

business days of the end 

of the reporting period 

5.2 (c) 

22. Submit to Project Officer for 

review and approval Standard 

Operating Policies and 

Procedures Manual for the 

DPHs, including telephonic 

back-up procedures, telephonic 

counseling, available 

supervision and psych 

consultation 

Within thirty (30) days 

after award of the 

contract 

5.2 e pg. 23-24 

5.1 (c) 

5.4 

5.2 (5) p. 23 

23. Contractor shall distribute 

Policies and Procedures Manual 

to all Key Personnel to include 

military benefits programs and 

specific benefits eligibility for NG

Within fifteen (15) days of 

approval by Project 

Officer 

5.4 d (1) p.36 

24. Submit to Project Officer a 

description of the state specific 

DPH account management plan 

Within thirty (30) days of 

award and updated 

annually 

5.7 a (p. 47) 

25. Submit to Project Officer DPH 

and Affiliate Counselor database

Within thirty (30) days 

after award of the 

contract, quarterly, within 

fifteen (15) days after the 

period being reported, 

and as requested 

5.6 

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Deliverables Due Date Section 

Reference 

26. Submit to Project Officer for 

review and approval a reference 

resource to be used by DPHs to 

facilitate referral of NG members 

Within thirty (30) days 

after award of the 

contract 

5.4 d 

27. Assist with the planning and 

coordination of “Customer” 

State NG Meetings and 

“significant matters” minutes 

from those meetings to 

Project Officer 

As requested by the 

Project Officer, minutes 

due fifteen (15) days 

after the meeting is held 

5.7 b (p. 48) 

28. Submit to Project Officer for 

approval protocols and 

procedures for Critical Incident 

Event response (CIE) 

Within fifteen (15) days 

after award of contract 

5.8 

29. Contractor shall provide on-site 

crisis intervention teams 

Within timeframes 

specified by Project 

Officer for any special or 

critical incident 

5.8 c 

30. Notify Project Officer of Critical 

Incident and provide additional 

written information and/or 

reports 

Notify within twenty-four 

(24) hours of any special 

or critical incident and 

provide written 

information and/or 

customer reports at 

request of Project Officer 

5.8 d 

31. Provide to Project Officer the 

NG Commander’s comments 

and suggested corrective followup report for Critical Incidents if 

applicable. 

Within seventy-two (72) 

hours after the 

occurrence of any critical 

or special incident 

5.8 d 

32. Submit to Project Officer for 

approval training modules for 

the Commander Training 

Within thirty (30) days 

after award of the 

contract 

5.8 (1) (a) 

33. Submit to Project Officer for 

approval a training module for 

the NG member orientation 

Within thirty (30) days 

after award of the 

contract 

5.8 (1) (b) 

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Deliverables Due Date Section 

Reference 

34. Submit to Project Officer curricula 

of each behavioral health and 

wellness training session 

Within thirty (30) days 

after award of contract 5.9 (p. 53) 

35. Submit to Project Officer a 

qualitative and quantitative 

report of behavioral health and 

wellness training 

Quarterly, fifteen (15) 

days after the period 

reported 

5.8 (1) 

36. Submit to Project Officer for 

approval both a plan and sample 

survey form for comprehensive 

behavioral health and wellness 

evaluation form 

Within thirty (30) days 

after award of contract 

5.8 (1) 

37. Develop programs and materials 

for presentation on new 

behavioral health and wellness 

presentation topics. Obtain 

Project Officer approval of drafts 

Be prepared to deliver 

the presentations two (2) 

months after notification 

of topic by NGB 

5.9 (a) 

38. Define adjustments to standard 

status reports that will be 

necessary 

Within 15 days after 

award 

5.10 

39. Provide customized and 

executive summary reports 

Ad hoc, quarterly or 

annually at request of 

Project Officer 

40. Provide Management Reports Monthly 5.10 

41. Provide Management Reports 

for specific state/territory 

Upon Request by Project 

Officer 

5.10 

42. Provide reports for each 

state/territory 

Within 3 weeks after end 

of each fiscal quarter 

5.10 

43. Send reports to state DPH by 

email or by mailing hard copies 

Within 3 weeks after end 

of each fiscal quarter as 

elected by Project Officer 

5.10 

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Deliverables Due Date Section 

Reference 

44. Additions to or removal of data 

fields 

Upon Request by Project 

Officer 

5.10 

45. Provide paper invoice and detail 

electronic file 

Monthly 5.10 

46. Data exchanges use 

standardized transfer format 

protocol via secure data link per 

MIS Security requirements 

Negotiated routine and 

scheduled basis 

5.10 

47. Perform electronic transfer to 

NGB of case and status data 

Six working days after 

end of each month 

5.10 

48. Provide NGB with complete and 

total backup of data from the 

MIS 

Upon termination of 

contract or on special 

request 

5.10 

49. Provide ad hoc reports Intermittently within 3 

working days after 

request by Project Officer 

5.10 

50. Replace personal computer 

systems and commercial 

hardware per established level 

of effort 

Base and third option 

years of contract 

5.10 

51. Contractor shall promptly and 

fully participate in in-depth study 

of security of contactor’s 

records system and MIS 

Upon request by Project 

Officer 

5.10 

52. Submit written MIS plan to 

Project Officer for approval 

Annually, (60) days 

before end of the 

contract year 

5.10 

53. Develop mutually agreeable 

Interconnection Memorandum of 

Understanding 

Within 30 days of 

contract award 

5.10 

54. Provide a mutually acceptable 

Interconnection Security 

Agreement 

Within 60 days of 

contract award 

5.10 

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Deliverables Due Date Section 

Reference 

55. Provide security status report Quarterly 5.10 

56. Contractor shall design a 

promotional campaign and 

update it annually 

Submit to Project Officer 

within 60 days after 

contract award and 

update annually 

thereafter 

5.11 

57. Submit a sample bulletin to 

Project Officer for review 

Within thirty (30) days 

after award of the 

contract 

5.11 a 

58. Submit to Project Officer for 

review and approval a written 

CQI Program Plan 

Within thirty (30) days of 

contract award 

6.0 (a) 

59. Submit to Project Officer CQI 

Work Plan 

Annually, within thirty 

(30) days of the 

beginning of the fiscal 

year 

6.0 (b) 

60. Submit to Project Officer 

Quarterly CQI Reports 

Quarterly, within fifteen 

(15) days after the period 

being reported 

6.0 (c) 

 

61. 

Submit a report detailing 

corresponding 

counselor activity deliverable 

activity, invoices, charges etc. 

Monthly, with voucher 5.10 (5) 

62. Submit to Project Officer Annual 

Work Plan Evaluation 

Annually, within thirty 

(30) days of the end of 

the fiscal year 

6.0 d 

63. Contractor shall submit written 

response to NGB on-site 

reviews and plan and implement 

corrective action plan 

Within fifteen (15) days of 

the on-site review 

6.0 e 

14.0 OBSERVANCE OF FEDERAL HOLIDAYS

Government holidays are - 

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 1. New Year’s Day January 1st

 2. Martin Luther King’s Birthday Third Monday in Jan. 

 3. President’s Day Third Monday in Feb. 

 4. Memorial Day Last Monday in May 

 5. Independence Day July 4th 

 6. Labor Day First Monday in Sept. 

 7. Columbus Day Second Monday in Oct. 

 8. Veteran’s Day November 11 

 9. Thanksgiving Day Fourth Thursday in Nov. 

10. Christmas Day December 25 

ZE- ADDITIONAL INSTRUCTIONS

ADDITIONAL INSTRUCTIONS

1. GOVERNMENT CONTRACTING PERSONNEL: 

a. The Contracting point(s) of contact for this contract will be the following: 

Contract Specialist: 

Office: 703-607-1266 

Address: 

National Guard Bureau (NGB-ZC-AQ) 

1411 Jefferson Davis Highway, Suite 8100 

Arlington, VA 22202-3231 

Fax: 703-607-1742 

b. All contracting actions and/or correspondence should be forwarded through the COR appointed in the 

contract schedule. 

2. CONTRACTING OFFICER’S REPRESENTATIVE (COR): 

a. The Contracting Officer has appointed the following individuals as the primary and alternate COR for 

this contract: 

Primary COR: 

703-607-5309 

Address: 

National Guard Bureau 

NGB-J1-PH 

1411 Jefferson Davis Hwy 

Arlington, VA 22202 

b. The COR will act as the Contracting Officer’s representative for technical matters, providing technical 

direction and discussion as necessary with respect to the specification or statement of work, and 

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monitoring the progress and quality of the contractor’s performance. The COR is NOT an 

Administrative Contracting Officer (ACO) and does not have authority to take any action, either 

directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery 

schedule, or any other term and condition of the contract, or to direct the accomplishment of effort that 

goes beyond the scope the statement of work in the contract. 

c. When, in the opinion of the contractor, the COR requests efforts outside the existing scope of the 

contract, the contractor shall promptly notify the contracting officer in writing. The contractor under 

such direction shall take no action until the contracting officer has resolved the issue or has otherwise 

issued a modification to the contract. 

3. ACCOUNTING FOR CONTRACT SERVICES: 

The Secretary of the Army has implemented Accounting for Contract Services. This initiative has been put in place 

to obtain better visibility of the contractor service workforce. The Assistant Secretary of the Army (Manpower and 

Reserve Affairs) and the Assistant Secretary of the Army (Acquisition, Logistics and Technology) have 

implemented guidance to comply with this DoD Business Initiative Council (BIC) sponsored initiative. These 

contract reporting requirements are mandatory. By acceptance of this contract and performance under this contract, 

the contractor agrees to comply with these reporting requirements. 

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure 

Army data collection site [Contractor Manpower Reporting (CMR) System] where the contractor will report ALL 

contractor manpower (including sub-contractor manpower) required for performance of this contract. The 

contractor is required to completely fill in all the information in the format using the following web address: 

 https://contractormanpower.army.pentagon.mil 

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer's Technical 

Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates 

covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor 

employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor 

dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) 

Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC 

for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the 

Unit Identification Code (UIC) for the Army Requiring Activity (National Guard Bureau UIC is W00QFF); (11) 

Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and 

nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) 

Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor 

employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also 

provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will 

be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and 

must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the 

database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a 

contractor's systems to the secure web site without the need for separate data entries for each required data element 

at the web site. The specific formats for the XML direct transfer may be downloaded from the web site. 

4. GENERAL INVOICE PREPARATION & SUBMITTAL INSTRUCTIONS: 

a. An invoice is a written and/or electronic request for payment under the contract for supplies delivered 

or for services rendered. In order to be proper, an invoice must include, as applicable, the following: 

i. Name and address of the contractor 

ii. Invoice Date 

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iii. Contract Number, or other authorization for supplies delivered or services performed 

(including order number and contract line item number) 

iv. Name and address of contractor official to who payment is to be sent (must be the same as 

that in the contract or on a proper notice of assignment) 

v. Name (where practical), title, phone number and mailing address of person to notified in the 

event of a defective invoice. 

vi. Any other information or documentation required by other requirements of the contract (such 

as evidence of shipment) 

b. Invoices should match terms and CLIN structure of the contract for ease of payment by Defense 

Finance and Accounting Service (DFAS). 

c. Invoices shall be processed for approval and payment within 5 working days of the completion of 

work. 

d. Receipt of payments by a representative of the contractor’s designated bank shall constitute a full 

accord and satisfaction of the Government’s obligation under the contract to the extent of the amount 

of the payment made. 

e. This contract requires invoice submittal in accordance with Wide Area Workflow (WAWF). Submit 

one electronic original of all invoices to DFAS. IMPORTANT: DFAS must receive electronic 

submittal from the contractor in compliance with DFARS 252.232-7003. The COR(s) will certify all 

invoices for payment. For payment inquiries after submittal, please contact the DFAS Customer 

Service Desk or visit the Vendor Pay Inquiry System at the following web address: 

http://www.dfas mil/money/vendor/ 

5. WIDE AREA WORKFLOW INVOICE INSTRUCTIONS: 

Contractor shall submit payment request using the following method(s) as mutually agreed to by 

the Contractor, the Contracting Officer, the contract administration office, and the payment 

office. 

 Wide Area Workflow (WAWF) (see instructions below) 

 Web Invoicing System (WInS)(https://ecweb.dfas.mil) 

 American National Standards Institute (ANSI) X.12 electronic data interchange (EDI) 

formats (http://www.X12.org and http://www.dfas.mil/ecedi) 

 Other (please specify)____________________________________ 

DFAS POC and Phone: DFAS INDIANAPOLIS, 1-888-332-7366 

WAWF is the preferred method to electronically process vendor request for payment. This 

application allows DOD vendors to submit and track Invoices and Receipt/Acceptance 

documents electronically. Contractors electing to use WAWF shall (i) register to use WAWF at 

https://wawf.eb.mil and (ii) ensure an electronic business point of contact (POC) is designated 

in the Central Contractor Registration site at http://www.ccr.gov within ten (10) calendar days 

after award of this contract/order. 

Questions concerning payments should be directed to the Defense Finance and Accounting 

Service (DFAS) DFAS INDIANAPOLIS, 1-888-332-7366. Please have your purchase 

order/contract number ready when calling about payments. 

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You can easily access payment and receipt information using the DFAS web site at 

http://www.dfas.mil/contractorpay.html . Your purchase order/contract number or invoice 

number will be required to inquire about the status of your payment. 

The following codes and information will be required to assure successful flow of WAWF 

documents. 

TYPE OF DOCUMENT [Check the appropriate block] 

Commercial Item Financing

Construction Invoice (Contractor Only) 

Invoice (Contractor Only) 

 Invoice and Receiving Report (COMBO)

Invoice as 2-in-1 (Services Only)

Performance Based Payment (Government Only) 

Progress Payment (Government Only) 

Cost Voucher (Government Only) 

Receiving Report (Government Only) 

Receiving Report With Unique Identification (UID) Data (Government Only) 

 UID is a new globally unique “part identifier” containing data elements used to 

track DoD parts through their life cycle. 

Summary Cost Voucher (Government Only) 

 CAGE CODE: 1TWN7 DUNS NUMBER: 044463003 TAX ID: 20-1275838

 ISSUE BY DODAAC: W9133L

 ADMIN BY DODAAC: W9133L

 INSPECT BY DODAAC: W909UJ 

 ACCEPT BY DODAAC: W909UJ 

 SHIP TO DODAAC: W909UJ

 LOCAL PROCESSING OFFICE DODDAC: N/A

 PAYMENT OFFICE FISCAL STATION CODE: HQ0105 

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 EMAIL POINTS OF CONTACT LISTING: (Use Group e-mail accounts if applicable) 

 INSPECTOR:

 ACCEPTOR:

RECEIVING OFFICE POC: 

CONTRACT ADMINISTRATOR: 

CONTRACTING OFFICER: 

 ADDITIONAL CONTACT:

ZF- SITE LOCATIONS

Appendix 1 – Site Locations 

There are 54 states and territories projected that will require a 

contract employee at the time of award. The distribution of 

contractor employees will be coordinated with the contractor after 

award. All states and territories will eventually be provided with a 

DPH under this contract. Some states may require more than one 

contractor employee. The addition of contractor employees to a 

particular state is based on number of Uniformed Service Members 

and Families supported in that state. The number of states requiring 

a contractor employee may increase or decrease during the life of the 

contract, depending on mission within the states 

ST ADDRESS 

AK P.O. Box 5800, Camp Denali, Bldg 49000, Ft. Richardson, AK 99505-5800 

AL P.O. Box 3711, Montgomery, AL 36109-0711 

AR Camp Robinson, North Little Rock, AR 72199-9600 

AZ 5636 East McDowell Road, Phoenix, AZ 85008-3495 

CA P.O. Box 269101 9800 Goethe Road, Sacramento, CA 95826-9101 

CO 6848 South Revere Parkway, Centennial, CO 80112-6703 

CT 360 Broad Street, Hartford, CT 06105-3795 

DC 2001 East Capitol Street, Washington, DC 20003-1719 

wendy.messick@dc.ngb.army.mil 

 

DE First Regiment Road, Wilmington, DE 19808-2191 

FL P.O. Box 1008, St. Augustine, FL 32085-1008 

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GA P.O. Box 17965, Atlanta, GA 30316-0965 

GU JFHQ-Guam, 430 Army Drive Bldg 300 Rm 113, Barrigada, GU 96913-4421 

HI 3949 Diamond Head Road, Honolulu, HI 96816-4495 

IA 7700 Northwest Beaver Drive, Johnston, IA 50131-1902 

ID 3882 W. Ellsworth, Bldg 440 Gowen Field, Boise, ID 83705 

IL 1301 N. MacArthur Blvd, Springfield, IL 62702-2399 

IN 9301 E. 59th Street, Lawrence, IN 46216 

KS 2800 SW Topeka Blvd, Topeka, KS 66611-1287 

KY 100 Minuteman Parkway, Frankfort, KY 40601-6168 

LA 949 F. Street, Camp Beauregard, Pineville, LA 71360 

MA 50 Maple Street, Milford, MA 01757-3680 

MD 5th Regiment Armory, 29th Division Street, Baltimore, MD 21201-2288 

MI 3411 North Martin Luther King Blvd, Lansing, MI 48906-2934 

ME DODEVM Camp Keyes, Augusta, ME 04333-0033 

MN Veteran's Service Bldg, 20 W. 12th Street, St. Paul, MN 55155-2098 

MO 2302 Militia Drive, Jefferson City, MO 65101-1203 

MS P.O. Box 5027, Jackson, MS 39296-5027 

roy.robinson@ms.ngb.army.mil 

MT P.O. Box 4789, Fort Harrison, MT 59636-4789 

NC 4105 Reedy Creek Road, Raleigh, NC 27607-6410 

ND Fraine Barracks, PO Box 5511, Bismarck, ND 58506-5511 

NE 1300 Military Road, Lincoln, NE 68508-1090 

NH 4 Pembroke Road, Concord, NH 03301-5652 

NJ 3650 Saylors Pond Road, Room A216, Ft. Dix, NJ 08640-7600 

NM 47 Bataan Blvd, Santa Fe, NM 87505-4695 

NV 2460 Fairview Dr, Carson City, NV 89701-6807 

NY 330 Old Niskayuna Road, Latham, NY 12110-2224 

OH 2825 W. Dublin Granville Road, Columbus, OH 43235-2789 

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OK 3501 Military Circle, Oklahoma City, OK 73111-4398 

OR P.O. Box 14350, Salem, OR 97309-5047 

PA JFHQ-PA, Annville, PA 17003-5002 

PR Post Office Box 9023786, San Juan, PR 00902-3786 

RI 645 New London Avenue, Cranston, RI 02920-3097 

SC 1 National Guard Road, Columbia, SC 29201-4766 

SD 2823 W. Main Street, Rapid City, SD 57702-8186 

TN P.O. Box 41502, Nashville, TN 37204-1501 

TX Post Office Box 5218, Austin, TX 78763-5218 

UT 12953 S. Minuteman Drive, Draper, UT 84020-1776 

VA 316, Fort Pickett, Blackstone, VA 23824-6316 

VI 4031 LaGrande, Princesse Lot 1b, Christiansted, St. Croix, VI 00820-4353 

VT 789 Vermont National Guard Rd, Colchester, VT 05446-3099 

WA Camp Murray, Bldg 33, Tacoma, WA 98430-5000 

WI P.O. Box 8111, Madison, WI 53708-8111 

WV 1703 Coonskin Drive, Charleston, WV 25311-1085 

WY 5410 Bishop Blvd, Cheyenne, WY 82003-1709 

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