SECTION C – PERFORMANCE WORK STATEMENT

Task Order Request (Fill in PIID Number) PAGE C-1

Template Version 05/20/2025

C.1 BACKGROUND

The Military and Family Life Counseling (MFLC) program was created in 2004 by the Office of

Military Community and Family Policy (MC&FP) to facilitate private and confidential non-medical counseling services. The program began with 24 Military and Family Life Counselors

(MFLCs) supporting an Army unit in Europe. In 2007, DoW established the Child and Youth

Behavioral (CYB) MFLC Program to provide non-medical counseling to military service members’ dependents within installation and public schools, child and youth development centers, and child-oriented programs they attend (e.g., summer camps). The MFLC Program currently deploys more than 2,500 licensed counselors to military installations throughout the

United States (U.S.) and in more than 25 foreign countries, providing confidential counseling, outreach, and educational resources that foster wellness and resilience within the military community.

Throughout this Performance Work Statement (PWS), the term “MFLC(s)” refers to the actual contractor counselor; “MFLC services” refers to the MFLC Program model of delivery (i.e., counseling, consultation, and outreach); “Point of Contact (POC)” means a Government POC;

and “MFLC Program Manager (PM)” means the MFLC Government PM or their designated representative from the MFLC Program Management Office (PMO). “Non-medical counseling” has been updated to “counseling” to reflect terminology changes within Military Community and

Family Policy (MC&FP). The standardized use of “counseling” is intended to reduce confusion among eligible participants.

C.1.1 PURPOSE

The purpose of this requirement is to provide the MFLC Program with confidential counseling, consultation, outreach, and program management services that support the readiness, resilience, and well-being of eligible military service members, their families, and survivors. Through a proactive and embedded service delivery model, licensed counselors will provide accessible preventative support that help eligible military service members and their families address the unique challenges associated with military life. These services are intended to reduce barriers to seeking counseling, promote early problem resolution, and strengthen the overall resilience of the military community.

C.1.2 AGENCY MISSION

The mission of the Office of MC&FP is to contribute to force readiness and quality of life by providing policies and programs, such as the MFLC program, that advance the well-being of service members, their families, survivors, and other eligible members of the military community.

C.2 SCOPE

The contractor shall provide confidential counseling, consultation, walk-around service, and outreach services to all eligible participants of the MFLC Program. Walk-around support is defined as the MFLC being present and interacting with participants in their environment, ensuring high visibility and easy accessibility. Examples of these locations include unit headquarters, schools, camps, or Child Development Centers (CDCs). The contractor shall provide services through in-person, face-to-face delivery methods, with virtual counseling

Task Order Request (Fill in PIID Number) PAGE C-2 capabilities when required by the Government. The MFLC Program place of performance covers more than 300 military installations in most of the 50 states, the District of Columbia (D.C.), U.S. territories and commonwealths, and over 25 foreign countries, including areas considered hazardous duty/danger zones.

The contractor shall provide all services under the scope of this contract within its awarded footprint area of responsibility, which will be the Eastern Geographic footprint, the Western

Geographic footprint, or both. The Eastern Geographic Footprint consists of Continental United

States (CONUS) locations east of the Mississippi River and Outside the Continental United

States (OCONUS) locations in the Africa Command (AFRICOM), European Command

(EUCOM), and Southern Command (SOUTHCOM). CONUS is defined as the 48 continental states, and OCONUS is defined as all locations outside the 48 continental states and includes

Alaska and Hawaii. The Western Geographic Footprint consists of CONUS locations west of the

Mississippi River and the OCONUS Indo-Pacific Command (INDOPACOM) and Central

Command (CENTCOM). If the contractor is awarded only the Eastern Geographic Footprint or the Western Geographic Footprint, it shall also provide services for the opposite footprint under

Task 4 or Task 5, if exercised.

MFLCs are required to address the counseling needs of eligible participants based on the specific emergent needs of each DoW service branch at CONUS and OCONUS locations. All MFLCs shall be credentialed or licensed to provide MFLC services. Additionally, the contractor shall ensure that CYB MFLCs supporting environments with children of all ages have the appropriate consultation skills, as described in section C.5.2.2., to provide support to staff and parents.

Traditional MFLC services are where MFLCs schedule in-person counseling sessions at either their office location or where participants are located. Non-traditional MFLC services are where the MFLCs are either embedded into the participants’ environments or proactively engaging participants, making the MFLCs easily accessible and approachable. If a client approaches an

MFLC for non-traditional counseling, a private location must be found to ensure confidentiality.

Non-traditional counseling is vital to the MFLC Program because emerging needs within assignment locations are consistently changing. As a result, MFLCs shall be flexible as their work/assignment location may fluctuate when needs decrease in one assigned location and/or increase in other assigned locations. Regardless of the method utilized to initiate sessions, an

MFLC activity is considered to occur when the MFLC engages a participant, determines the participant is in need of counseling, and provides the participant with the Limits of

Confidentiality Statement.

C.3 CURRENT ENVIRONMENT

To optimize the delivery of services and foster positive outcomes for program participants, installations, and communities, MFLC assignments for primary support services shall maintain their presence within assigned locations for a minimum of 12 months with the exception of school assignments which may be for only nine months. Beyond this initial period, MFLCs may continue their presence in assigned locations to build rapport and provide sustained continuity of care. Requests for MFLC and CYB MFLC support are processed through a Government-owned

Information Technology (IT) system. Once approved by MC&FP, a Staffing Assignment

Direction Letter (SADL) is issued to the contractor. This SADL contains all necessary assignment information, including the location, start date, end date, etc. MFLC services are

Task Order Request (Fill in PIID Number) PAGE C-3 confidential, with the exception of domestic violence, child abuse/neglect, problematic sexual behavior in children and youth, suicidal or homicidal threats, illegal activity, or other threats of harm to self or others. The contractor shall perform Duty to Warn (DTW) through applicable policies in these situations. The reporting procedures and applicable DoW Instructions (DoDIs) are provided at the following website: www.esd.whs.mil/Directives/issuances/dodi/. Additional reporting protocols are both location- and type-specific. The local POCs will advise on location-specific reporting protocols.

The contractor shall maintain maximum flexibility in MFLC deployment and service delivery to respond to evolving installation needs. Flexibility in resource deployment and service delivery methods is paramount to program success. The contractor shall expect and prepare for frequent realignment of MFLC resources based on fluctuating demand patterns across installations and service populations. Currently, all MFLCs are assigned to either Adult or CYB populations and provide all MFLC services on a primary or temporary basis to include counseling, consulting, outreach, developing program materials, and participating in pilot initiatives.

Traditional and non-traditional MFLC counseling services are required. Types of sessions include group, couples, and family within and outside the assignment location. MFLC services provided to military children and youth of all ages include collaboration and consultation with teachers, parents, and administrators to strengthen and increase the child’s/youth’s capacity for healthy development. These sessions may vary in location and duration, ranging from a few minutes to an hour or longer. Counseling and consultation (e.g., working with parents of children who are receiving services, working with parents of non-verbal children, discussions with stakeholders on issues impacting units) and outreach services provided address issues that occur across the military life cycle and help service members and their families cope with the uniqueness of military life, as well as the specific stressors and adverse situations that can arise.

Additionally, MFLCs serving adult populations can provide valuable consultation to commanders and service providers while protecting the program’s hallmark of confidentiality.

On an annual basis, eligible participants may receive up to 12 counseling sessions per person, per issue. Eligible participants are defined in Section C.3.5. These services aid in the prevention or reduction of the effects of stressors that may detract from military and family readiness.

Furthermore, the MFLC services are intended to augment, not replace, other DoW support services/programs or staff available for eligible participants.

For certain assignments (e.g., Florida, California, Puerto Rico, and Texas), the contractor shall provide MFLCs who are fluent in Spanish to effectively counsel adults and children. Spanish speakers may also be required for Adult MFLCs when providing services to service members’ dependents.

MFLC services are grounded in a preventative model, in which the knowledge and skills provided by the MFLCs strengthen the readiness and resilience of service members and their families by reducing the stresses/stressors of the military life cycle. Ideally, these MFLC services will assist in preventing any escalation to a clinically harmful level, which would then require a hand-off to more appropriate services. Service members and their families benefit from timely services in order to alleviate stressors, such as the painful and long-term effects of deployment stress.

MFLCs should take into consideration the unique nature of the work and recognize that mission requirements may necessitate work outside normal hours, including work on Federal holidays.

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Appointments, meetings, and briefings may extend beyond typical work hours and may include holidays, evenings, and weekends. In these situations, work hours may be adjusted to accommodate the workload. The Government anticipates that the MFLC daily activity reflects an average minimum of six hours daily of counseling and consultation and two hours daily of outreach and administrative support activities during the course of an eight-hour day.

MFLCs shall be available by telephone to enable participants to schedule an appointment for

MFLC services, follow up on referrals, and facilitate coordination (e.g., fulfillment of a SADL logistics) with installation POCs. Utilization of telephones shall not be misconstrued as a crisis or emergency line, or a means/mode to conduct a counseling session. The contractor shall ensure that all MFLCs’ telephones have a consistent recorded voice mail message that includes an instruction for callers to dial 911 in the event of an emergency, a referral to Military OneSource for immediate support, and a referral to the Military Crisis Line for crisis support, as needed.

Phone lines assigned for the assignment shall always stay the same, even if a counselor rotates out of an assignment.

Outreach services may include consultation with a commander or with another provider or staff

(e.g., Family Center Director, chaplain, Principal, School Liaison Officer, teacher, Camp

Director) about how to enhance resiliency, conduct briefings and presentations, or provide referral resources to a participant outside the context of a counseling session.

MFLCs shall not physically enter an eligible participant’s home at any time without prior approval by the MFLC PM.

MFLCs shall verify the participant’s eligibility for services, which may include requesting to view a military identification/Common Access Card (CAC). Eligibility verification shall be conducted at the onset for counseling sessions initiated by appointment and conducted in an office setting.

C.3.1 LIMITS OF CONFIDENTIALITY

The contractor shall ensure that MFLCs provide the Limits of Confidentiality Statement to eligible participant(s) during all counseling sessions prior to providing counseling services in

Accordance With (IAW) the DoW policy DoDI No. 6490.06, “Counseling Services for DoD

Military, Guard and Reserve, Certain Affiliated Personnel, and their Family Members.” The following details shall be included in the limits of confidentiality procedures prior to conducting an MFLC counseling session: a description of the MFLC’s role; a description of the scope of services covered with counseling; a focused approach for a short-term solution; the scope of care; and a statement notifying the participant(s) of the MFLC’s ability to make appropriate referrals, as needed. MFLCs shall include all mandated reporting requirements for domestic abuse, sexual assault, DTW, and other legal obligations in the Limits of Confidentiality

Statement (see DoDI 6400.01, “Family Advocacy Program (FAP);” DoDI 6400.06, “DoD

Coordinated Community Response to Domestic Abuse Involving DoD Military and Certain

Affiliated Personnel;” DoW Directive (DoDD) 6495.01, “Sexual Assault Prevention and

Response (SAPR) Program” or DoDI 6495.02, “Sexual Assault Prevention and Response

(SAPR) Program Procedures;” DoDI 6400.06, “Domestic Abuse Involving DoD Military and

Certain Affiliated Personnel”).

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At a minimum, the MFLCs shall administer the following Limits of Confidentiality Statement, which may be updated by the MFLC PM as required, for all eligible participants seeking MFLC services prior to starting session(s):

“Information you provide to me or other counselors will be kept confidential, except to meet legal obligations or to prevent harm to self or others. Legal obligations include requirements of law and DoW or military regulations. Harm to self or others include suicidal thoughts or intent, a desire to harm oneself, domestic violence, child abuse or neglect, sexualized behavior in children and youth, and violence against any person, and any present or future illegal activity.”

The contractor shall ensure that all of its personnel maintain the highest degree of sensitivity, compassion, and respect for eligible participants, remaining free of any political bias. The contractor shall ensure consistency of service regardless of installation, location, or any other factor.

If the participant is covered by the Air Force Personnel Reliability Program (PRP), then the

MFLC will read the following additional statement to the client, before providing any counseling services:

“As a Personnel Reliability Program (PRP) certified or administrative qualified individual, you are personally responsible for advising your Certifying Official or supervisor of any factors that could have an adverse impact on your performance, reliability, or safety while you are performing PRP duties. This includes factors that impact your physical and mental wellness, your dependability, your personal financial circumstances, or other legal concerns. When you receive any type of medical/dental treatment or evaluation, to include mental health or family related counseling, you are personally responsible for reporting the treatment or evaluation to your Certifying

Official and for providing appropriate documentation concerning the treatment or evaluation to the Competent Medical Authority (CMA) at your military treatment facility responsible for consulting with the Certifying Official on this matter. Failure to make these notifications or to provide the appropriate documentation may cast doubt on your reliability and may violate the provisions of DoD Regulation 5210.42 as supplemented by

Air Force Manual 10-3902. If you have any questions regarding these requirements you should consult with your Certifying Official for more information.”

In cases where the military chain of command or related medical professional requests MFLC counseling-related information concerning a service member, the MFLC shall remind them of the confidential nature of the MFLC services IAW current and applicable DoDIs and refer them to the MFLC PM for further guidance, if applicable. Additionally, in instances when the chain of command refers service members for MFLC counseling and requests MFLCs report to the referrer, MFLCs shall inform them it is not possible due to the confidential nature of the program. However, MFLCs are encouraged to consult with the military chain of command or related medical professionals on trending issues for service members and families while maintaining confidentiality.

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C.3.2 MFLC ASSIGNMENT AND TURNOVER

The contractor shall provide MFLCs as outlined in Section C which are primarily installation based but also includes off-installation schools, recruiting stations, and similar off-base military and civilian facilities detailed in Section J, Attachment TBD.

The contractor shall provide a seamless and transparent transition between the outgoing and incoming MFLCs for both CONUS and OCONUS assignments. During this assignment transition, the outgoing MFLC shall, at a minimum, convey pertinent data such as on-the-ground knowledge of installation POCs and procedures, critical issues, and status of the installation’s current MFLC services needs. MFLCs are required to maintain and regularly update a transition notebook containing essential installation-specific information, POCs, and other pertinent resources.

MFLCs assigned to a school shall not remain on the installation and provide services during school recesses/breaks (e.g., Thanksgiving break, winter break, spring and summer breaks), unless approved by the MFLC PM or assigned and approved to a separate camp assignment through the Government-owned IT system. The contractor shall not vacate a CYB MFLC school assignment early to fill a summer camp assignment, which would leave a gap in the school assignment. Conversely, the contractor shall not vacate an MFLC summer camp assignment to fill a school assignment, which would leave a gap in the summer camp assignment, unless approved by the MFLC PM and IAW local and MFLC PM procedures.

C.3.3 OUT-OF-SCOPE HANDOFF AND REPORTING

MFLC services do not include diagnosing mental health disorders, providing long-term care, or offering psychotherapy for conditions that meet criteria in the American Psychiatric

Association’s Diagnostic and Statistical Manual of Mental Disorders. The program specifically excludes counseling for clinical issues such as Post Traumatic Stress Disorder (PTSD), Traumatic Brain Injury (TBI), child abuse, sexual assault, domestic abuse, DTW situations, substance abuse treatment, or other clinical mental health needs. Individuals presenting diagnosable mental health conditions will be referred to appropriate care through military

Medical Treatment Facilities (MTFs), TRICARE, or other mental healthcare providers. Eligible individuals may receive concurrent counseling with an MFLC and another relevant agency such as MTFs for preventive support and certain medical concerns. The contract scope also excludes spiritual and religious counseling typically provided by military chaplains.

Should the eligible participant(s) require support outside of the scope of the MFLC services of this contract (as defined in Section C), the contractor shall ensure that MFLCs refer participants to the applicable DoW clinician (e.g., MTF, TRICARE, other civilian medical treatment facility, or chaplain). The MFLC shall abide by the following protocols when facilitating referrals and handoffs to another provider, as well as a DTW and report for these special out-of-scope situations (Section F, Deliverable TBD):

a. The MFLC Program can provide a source of assistance in addressing issues encountered by military families. However, diagnosis and treatment of medical conditions such as

PTSD, TBI, depression, or other medical and mental health disorders are outside the scope of MFLC support. Situations meeting the diagnostic criteria for mental disorders, such as those found in the current edition of the “Diagnostic and Statistical

Manual of Mental Disorders,” are not authorized for support. Participants needing

Task Order Request (Fill in PIID Number) PAGE C-7 treatment for these conditions shall be referred via a warm hand-off to behavioral health providers, TRICARE, MTFs, or other providers of professional mental health services as appropriate.

b. The contractor shall implement, document, and maintain standardized DTW procedures

IAW DoW/Military Branch of Service regulations, local guidelines, and established protocols to address events where a service or family member reveals a threat of harm to self or others. Imminent risk includes incidents of domestic violence and child abuse.

The contractor shall develop and implement standardized processes and procedures to support the warm hand-off of a participant from an MFLC to other providers and community/DoW resources (e.g., Medical Mental Health providers, Military OneSource, Spouse Education and

Career Opportunities (SECO)), ensuring that the participant does not have to repeat information when the third party agency is engaged in the conversation. The contractor shall ensure that the

MFLCs complete warm hand-off data fields in MFLC Activity Records – Raw Data File

(Section F, Deliverable TBD) elements and reporting requirements to support warm-hand offs.

All reporting shall be consistent with the requirements outlined in Section C.5.1.10.

C.3.4 ASSIGNMENT STAFFING TIMELINES

The contractor shall ensure seamless program execution and optimal resource utilization across all installations and service areas. This includes communication and coordination with all other contractors supporting the MFLC Program.

The Government requires an acknowledgement of assignment within one business day after the

SADL is issued. The Government requires the following staffing timelines once a SADL is issued:

a. Acknowledgement of assignment: One business day.

b. Crisis Events (e.g., suicide, Killed in Action (KIA), natural disaster, Casualty

Assistance): 24 hours.

c. Primary Support: CONUS, 10 business days; OCONUS, 15 business days.

d. Temporary Support: CONUS, 3 business days; OCONUS, 5 business days.

If the contractor does not meet the specified assignment staffing timelines, it is still expected to continue staffing efforts for the assignment until it is filled without requiring additional

Government approval.

C.3.5 MFLC PROGRAM PARTICIPANT ELIGIBILITY

The individuals listed below are eligible to receive MFLC services:

a. Service members of the Military Services (i.e., Army, Marine Corps, Navy, Air Force, and Space Force) and their immediate family, which includes spouses as defined by 1

U.S. Code (U.S.C.) Section 7, children, and anyone who has legal responsibility for a service member’s children or dependent parent during deployment or separation.

b. Veterans and their immediate families are eligible for up to 180 days past separation from the military.

c. Members of the Army and Air National Guard, the Army, Navy, Marine Corps, and Air

Force Reserves (including the Selected Reserve, Individual Ready Reserve, and Standby

Reserve), regardless of activation status, and their immediate family, which includes

Task Order Request (Fill in PIID Number) PAGE C-8 spouses as defined by 1 U.S.C. Section 7, children, and anyone who has legal responsibility for a service member’s children or dependent family member during deployment or separation.

d. Members of the U.S. Coast Guard as members of the Department of Homeland Security

(DHS),when on active duty, or activated reserve personnel deployed or mobilized under the Title 10 authority of the DoW and their immediate family, which includes spouses as defined by 1 U.S.C. Section 7, children, and anyone who has legal responsibility for a service member’s children or dependent parent during deployment or separation.

e. Members of the DoW Civilian Expeditionary Workforce during the 90 days prior to deployment and 180 days post-deployment and their immediate family, which includes spouses as defined by 1 U.S.C. Section 7, children, and anyone who has legal responsibility for a Civilian Expeditionary Worker’s children or dependent family member during deployment or separation (see Directive-Type Memorandum (DTM)-17-

004, February 10, 2026, DoW Expeditionary Civilian Workforce).

f. Youth participants who are in a classroom and/or group setting with other military service members’ dependents. The whole classroom, youth group, and/or camp shall receive applicable CYB counseling support even though the group may contain non-military dependent youth.

g. Caregivers for service members and their families if the service member is being served under one of the service’s Wounded Warrior or Seriously Ill and Injured Programs.

Immediate family includes spouses, children, and anyone who has legal responsibility for a service member’s children during separation for the benefit of the child.

h. Foreign military members and their families (only those authorized in the Defense

Enrollment Eligibility Reporting System (DEERS) are eligible for MFLC services).

i. Eligible survivors include non-remarried surviving spouses and children of active-duty, National Guard, and reserve service members regardless of activation status and cause of death of the service member.

C.4 OBJECTIVE

The objectives of this requirement are to sustain and enhance the MFLC Program’s ability to deliver confidential counseling, consultation, and outreach services that strengthen military readiness, resilience, and family stability. The contractor shall support the following mission outcomes:

a. Ensuring consistent availability of qualified MFLC personnel and services through effective workforce management, flexible staffing strategies, and timely fulfillment of the required

MFLC assignments, while maintaining an operational bench of licensed, cleared, and credentialed counselors and support personnel to enable rapid response to emergent requirements, reduce service gaps, and sustain continuity of service care across all assignment types.

b. Providing high-quality, prevention-focused counseling, consultation, and outreach services that address the unique stressors of military life across diverse populations and environments and enhance participants’ ability to cope with the many challenges associated with the complex dynamics unique to the military service environment. Services shall remain adaptable to assignment type, geographic location, and evolving participant needs while maintaining the MFLC Program’s core principles of confidentiality and accessibility.

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c. Ensuring military dependents (children and youth) increase their ability to develop strong relationships, solve problems, and adequately express and manage their emotions to increase school readiness and lifelong success. Military families cope with deployments, relocation, and the other demands of military life. These demands are especially difficult for children who may have to attend new schools, with little to no control over where they go.

d. Increasing the visibility, awareness, and use of the MFLC Program for eligible participants through performance of the contract tasks.

e. Ensuring seamless lines of communication and coordination across the entire footprint

(prime contractor and subcontractor staff (if applicable)) to ensure a unified program execution. This includes real-time information sharing, coordinated resource management, standardized reporting procedures, and integrated service delivery approaches across the entire contractor team regardless of organizational relationships.

f. Providing comprehensive support for pilot program initiatives and studies. The contractor shall provide flexible support for current and future pilot programs, studies, and congressional mandates related to MFLC services. This includes supporting innovative service delivery models, data collection for program effectiveness studies, and deployment of resources to non-traditional settings.

g. Providing innovative real-time data capture and reporting through an evolving, automated IT system.

C.5 TASKS

a. Task 1: Provide Program Management Support.

b. Task 2: Provide Primary MFLC Services.

c. Task 3: Provide Temporary MFLC Support Services.

d. Task 4: Western Geographic Optional Footprint (Optional Task).

e. Task 5: Eastern Geographic Optional Footprint (Optional Task).

C.5.1 TASK 1 – PROVIDE PROGRAM MANAGEMENT SUPPORT

The contractor shall provide program management support under this contract to support its awarded footprint (i.e., Eastern, Western, or both geographic footprints; see Section C.2). This includes the management and oversight of all activities performed by contractor personnel, including subcontractors, to satisfy the requirements identified in this PWS.

C.5.1.1 SUBTASK 1 – ACCOUNTING FOR SERVICE CONTRACT REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for MC&FP in support of the

MFLC Program. The contractor shall completely fill in all required data fields using SAM.gov.

Reporting inputs will be for the labor executed during the period of performance during each

Government Fiscal Year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported No Later Than (NLT) October 31 of each calendar year. Contractors may direct questions to the SAM.gov support desk.

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C.5.1.2 SUBTASK 2 – COORDINATE A PROJECT KICK-OFF MEETING

The contractor shall schedule, coordinate, and host a Project Kick-Off Meeting at a location approved by the Government. The meeting will provide an introduction between the contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management, and security issues; counselor assignments; invoicing; travel authorization; and reporting procedures. At a minimum, the attendees shall include Key Personnel, representatives from MC&FP, other relevant Government personnel, the MFLC PM, the MFLC Technical Point of Contact (TPOC), the Assisted

Acquisition Services (AAS) Defense Contracting Officer (CO), and the AAS Defense

Contracting Officer’s Representative (COR).

At least three days prior to the Project Kick-Off Meeting, the contractor shall provide a Project

Kick-Off Meeting Agenda (Section F, Deliverable TBD) for review and approval by the AAS

Defense COR, MFLC PM, and MFLC TPOC prior to finalizing. The agenda shall include, at a minimum, the following topics/deliverables:

a. Introduction of Team Members and Personnel.

b. Roles, responsibilities, and lines of communication between the contractor and

Government.

c. Staffing status.

d. Overview of program tasks areas.

e. Contract administration and invoicing requirements.

f. MFLC Program Financial Report.

g. Project Management Plan (e.g., schedules, tasks).

h. Contract logistics (e.g., Memorandums of Understanding (MOUs) with schools, security discussion, and requirements such as building access, badges, and CACs).

i. Transition-In Plan and discussion.

j. OCONUS status (OCONUS coordination POCs provided at contract award):

1. Theater Business Clearance (TBC).

2. Synchronized Pre-Deployment and Operational Tracker (SPOT) Letters of

Authorization (LOAs).

3. Government-Furnished Life Support Validation (GFLSV).

4. DoW Contractor Personnel Office (DOCPER) Online Processing System Troop Care

Provider (TCP).

5. Status of Forces Agreement (SOFA).

6. Aircraft and Personnel Automated Clearance System (APAC).

The Government will provide the contractor with the number of Government participants for the

Kick-Off Meeting, and the contractor shall provide sufficient copies of the presentation for all present.

The contractor shall provide a Kick-Off Meeting Minutes Report (Section F, Deliverable TBD) documenting the Kick-Off Meeting discussion and capturing any action items.

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C.5.1.3 SUBTASK 3 – PREPARE A MONTHLY STATUS REPORT (MSR)

The contractor shall develop and provide an Monthly Status Report (MSR) (Section F, Deliverable TBD). The MSR shall include the following:

a. Activities during the reporting period, by task (i.e., ongoing activities, new activities, activities completed, and progress to date on all abovementioned activities). Each section shall start with a brief description of the task.

b. Problems and corrective actions taken. Also include issues or concerns and proposed resolutions to address them, as well as updates on risks and associated mitigation plans.

c. Personnel gains, losses, recruiting and hiring updates, and status (i.e., licensure or clearance, training, or certification forecasted changes).

d. Government actions required and dependencies.

e. Risk register detailing project and program risks that the contractor is tracking, who the contractor’s and/or Government’s risk owner/tracker is, ratings on a high/medium/low basis regarding impact and probability, and proposed mitigation plan.

f. Schedule that shows major tasks, milestones, and deliverables with planned and actual start and completion dates for each.

g. Summary of trips taken, conferences attended, and other relevant trip information. Attach

Trip Reports to the MSR for the reporting period.

h. 60 calendar days prior to the end of each Option Period, identify any recurring, definitive requirements that may be eligible to transition to an alternate contract type.

C.5.1.4 SUBTASK 4 – MONTHLY FINANCIAL REPORT (MFR)

The contractor shall submit a Monthly Financial Report (MFR) which shall be included as an attachment to the MSR. The contractor shall develop and present a draft MFR at the Kick-Off

Meeting. The Government will provide written approval of the proposed format, and this approved format shall be utilized for the MFR. The contractor shall utilize comprehensive financial measures, processes, and procedures to manage tracking costs associated with performing all aspects of the contract. The contractor shall establish and implement audit trail capabilities, internal controls, corrective action procedures, and reporting capabilities. The

MFLC financial report shall include the following:

a. Monthly expenditures by Military Service Branch (i.e., specific location and branch of service) and contract level from the start of the period of performance.

b. Projection of monthly expenditures and labor hours for Contract Line Item Number

(CLIN) X001 Task 1 and Task 2, at the subtask level, starting with the current month through the end of the period of performance.

c. Funded levels by CLIN, location, and Military Service Branch.

d. Labor hours incurred to date by CLIN, location, and Military Service Branch.

e. Cost incurred but not yet invoiced.

f. Funds remaining by CLIN.

g. Cumulative invoiced amounts for each CLIN up to the previous month.

h. Actual current and cumulative dollars expensed for small businesses compared to contract subcontracting goals up to the previous month.

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C.5.1.5 SUBTASK 5 – CONVENE TECHNICAL STATUS MEETINGS

The contractor PM shall convene a monthly Technical Status Meeting with the MFLC TPOC, AAS COR, and other Government stakeholders. The purpose of this meeting is to ensure all stakeholders are informed of the monthly activities and MSR, provide opportunities to identify other activities and establish priorities, and coordinate resolution of identified problems or opportunities. The contractor shall provide minutes of these meetings, including attendance, issues discussed, decisions made, and action items assigned, to the AAS COR (Section F, Deliverable TBD).

C.5.1.6 SUBTASK 6 – PREPARE AND UPDATE A PROJECT MANAGEMENT PLAN

(PMP)

The contractor shall document all support requirements in a PMP and shall provide it to the

Government (Section F, Deliverable TBD).

The PMP shall include the following:

a. Description of the proposed management approach.

b. Detailed Standard Operating Procedures (SOPs) for all tasks.

c. Milestones, tasks, and subtasks required in this TO.

d. An overall Work Breakdown Structure (WBS) with a minimum of three levels and associated responsibilities and partnerships between Government organizations.

e. Detailed description of the contractor’s approach to risk management under this TO.

f. Detailed description of the contractor’s approach to communications, including processes, procedures, format, and other rules of engagement between the contractor and the Government.

The PMP is an evolutionary document that shall be updated annually at a minimum and as project changes occur. The contractor shall work from the latest Government-approved version of the PMP.

C.5.1.7 SUBTASK 7 – PREPARE TRIP REPORTS

The Government will identify the need for a Trip Report when a request for long-distance travel is submitted (Section F, Deliverable TBD). The Trip report shall be completed IAW the provided template (Section J, Attachment TBD). The contractor shall keep a summary of all long-distance travel including, but not limited to, the name of the employee, location of travel, duration of trip, and POC at travel location. Trip Reports shall also contain Government approval authority, total cost of the trip, a detailed description of the purpose of the trip, and any knowledge gained.

C.5.1.8 SUBTASK 8 – MANAGE TRAVEL AND PURCHASING REQUESTS (TRAVEL

AUTHORIZATION REQUEST (TAR) AND REQUEST TO INITIATE

PURCHASE (RIP)/CONSENT TO PURCHASE (CTP))

During the course of the contract, the Government expects the operational tempo of the program to require several purchases or travel requests (e.g., RIPs/CTPs and/or TARs) on a weekly basis.

The contractor shall utilize the templates provided in Section J, Attachment TBD and, once accepted, deliverables shall be submitted to the AAS COR via Assisted Service Shared

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Information SysTem (ASSIST) Collaborations NLT five workdays after the AAS CO’s or AAS

COR’s acceptance. To the maximum extent practicable, the contractor shall ensure that requests are submitted in a timely manner, with enough time for Government (i.e., AAS Defense COR and MC&FP TPOC) review and concurrence. No travel or purchases shall occur without

Government concurrence. Costs for travel or purchases that occur without proper Government approval will be borne by the contractor.

C.5.1.9 SUBTASK 9 – PROVIDE QUALITY MANAGEMENT

The contractor shall identify and implement its approach for providing and ensuring quality throughout its solution to meet the requirements of the contract. The contractor shall provide a

Quality Management Plan (QMP) and maintain and update it as changes in the program processes are identified (Section F, Deliverable TBD). The contractor’s QMP shall describe the application of the appropriate methodology (e.g., quality control and/or quality assurance) for accomplishing contract performance expectations and objectives. The QMP shall describe how the appropriate methodology integrates with the Government’s requirements.

C.5.1.10 SUBTASK 10 – PROVIDE MFLC PROGRAM DATA CAPTURE AND

REPORTING

The contractor shall capture established data elements for each participant serviced, consultation performed, or outreach activity executed per the MFLC Program Data Dictionary and shall report these elements at least daily. MFLCs shall report activity data within 24 hours of reportable activities. The contractor shall ensure data accuracy and consistency with the MFLC

Program Data Dictionary at all times.

The MFLC Program Data Dictionary is the established set of data elements that describe the field, value, and format to be collected by the MFLC in the performance of all activities.

Below is a list of requirements for each report:

a. MFLC Activity Record - Raw Data Files (Section F, Deliverable TBD): Monthly compilation of daily MFLC Activity Records derived from MFLC Program Data

Dictionary elements (Section J, Attachment TBD).

b. MFLC Deficiency Report (Section F, Deliverable TBD): Validation of status of fulfillment for each assigned Unique Numerical Identifier (UNI). A UNI is the unique identifier for each counselor assignment.

c. MFLC Staffing Status Report (Section F, Deliverable TBD): Two-tab report confirming counselor qualifications, licensing, background investigations, personnel assignments, and assignment details including location, service delivery modality, installation status, and contact details.

d. DTW and Mandatory Report Summary (Section F, Deliverable TBD): Record of all

DTW and Mandatory Report occurrences.

e. Adverse Incident Report (Section F, Deliverable TBD): Immediate notification of adverse MFLC activity that could negatively impact the MFLC Program.

f. Adverse Incident Log (Section F, Deliverable TBD): Monthly summary of all Adverse

Incidents submitted.

g. MFLC Monthly Data Roll-Up Summary (Section F, Deliverable TBD).

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In special circumstances, the contractor may be required to provide additional data and documentation that will not disclose counseling session contents. The contractor shall immediately provide concerns regarding additional documentation requests to the AAS Defense

COR, MFLC TPOC, and MFLC PM. The contractor shall provide requested data and documents in a highly responsive, flexible, and timely manner. Data for mandatory reports shall be maintained for the contract life and six years thereafter per Government retention requirements.

The contractor shall also support ad-hoc data requests (Section F, Deliverable TBD) critical for program decision-making, which may be required within hours for urgent requests or longer timeframes for comprehensive reports.

The contractor shall ensure that activity data is captured consistently IAW the MFLC Program

Data Dictionary fields and definitions. The MFLC shall report activity data in the MFLC

Activity Record within 24 hours of reportable activities. The contractor shall ensure MFLCs are reporting activity detail for each interaction to a level compliant with the MFLC Program Data

Dictionary (e.g., reporting data accurately verses inaccurately to avoid having to spend more time filling out additional fields).

The data captured on the Operational Compliance Reports includes the data fields described in the MFLC Program Data Dictionary. The contractor shall ensure that the data contained within the records and reports are accurate and consistent with the MFLC Program Data Dictionary and

Operational Compliance Report completion instructions at all times.

The MFLC Program Data Dictionary is regularly reviewed by the Government and data elements, fields, values, and descriptions may be updated, modified, added, or deleted in order to support the MFLC PMO or higher-level requirements. All updates to the MFLC Program Data

Dictionary, Operational Compliance Reports, or additional one-time and/or regular recurring reports will be incorporated via contract modification. The contractor shall incorporate these changes into its data capture and reporting procedures to match the updated MFLC Program Data

Dictionary, Operational Compliance Reports, or other one-time or recurring reports. The implementation of these changes/updates will begin on the first day of the month following the contract modification or as determined by the MFLC PM.

C.5.1.11 SUBTASK 11 – VIRTUAL COUNSELING SUPPORT CAPABILITIES

The contractor shall provide virtual counseling support as a component of the counseling services under this contract. All counselors shall have the necessary equipment, training, and readiness to deliver services through both in-person and virtual modalities. The contractor shall ensure a seamless transition between service delivery methods without interrupting participant care, using Government-approved Video Teleconferencing (VTC)/telepresence platforms that maintain privacy, security, and confidentiality. Virtual services shall meet the same quality and effectiveness standards as in-person services and adhere to professional counseling standards and relevant state and Federal regulations.

The contractor shall ensure that all virtual counseling platforms and associated data systems comply with the Defense Information Systems Agency (DISA) Security Technical

Implementation Guides (STIGs) and Security Requirements Guides (SRGs). This includes implementing documented access controls, comprehensive intrusion detection and prevention, and malware protection. The contractor shall develop and maintain system documentation

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(Section F, Deliverable TBD), including data flow diagrams, architecture guides, and SOPs for the virtual counseling technology infrastructure.

The contractor’s responsibilities include:

a. Developing and maintaining a Virtual Services Support Plan (Section F, Deliverable

TBD) that outlines SOPs, communication protocols, DTW procedures for virtual environments, technology security requirements, and quality assurance measures.

b. Ensuring all counseling personnel are equipped and trained to maintain proficiency in approved virtual counseling platforms.

c. Notifying the MFLC PM, AAS Defense COR, and MFLC TPOC in writing within 24 hours of any condition affecting service delivery capability and implementing virtual service delivery within 48 hours of Government direction or operational requirement.

C.5.1.12 SUBTASK 12 – GOVERNMENT POINT OF CONTACT (POC)

COMMUNICATION AND COORDINATION

Effective communication and coordination between MFLCs, MFLC Supervisors, and installation

POCs is required to ensure seamless service delivery and alignment with the specific needs of each location. The contractor shall initiate coordination with the Government POC at each installation within 24 hours once a SADL has been issued and request for service has been approved through the Government-owned IT system. The contractor shall not provide a dedicated resource without prior coordination with the Government installation POC and without verification and validation of the specific needs of the location the POC supports. The contractor shall maintain direct lines of communications with the POC to ensure that the POC is aware at all times of the MFLC’s movements through all staffing phases (e.g., identification of a resource, status as MFLC moves through the security in-processing, expected start date, and departure date). The contractor shall maintain these lines of communication with the POC at all times for both new and current assignments at the POC’s specific location.

The contractor shall maintain consistent communication (i.e., at least once a month) with installation POCs throughout the duration of the MFLC’s assignment to discuss location needs, assignment coordination, opportunities for MFLC support, and feedback on MFLC performance.

Further, the contractor shall provide updates to POCs on staffing, trends, crisis response (when applicable), special projects, initiatives, and other relevant matters to ensure that all installation needs are continuously addressed and met. This contact occurs in person or by phone or email.

To ensure ongoing communication every month, the contractor shall also send a formal document to the POCs that provides the status of staffing and trend summaries (Section F, Deliverable TBD). Included in this communication will be a POC satisfaction questionnaire.

For school assignments, the contractor shall contact the POCs in advance of the start of each school year to coordinate logistics and review program scope and expectations. Regular contact will be maintained with important school stakeholders, including School Liaison Officers, Principal, and Assistant Principals.

Once providing services, the MFLC shall maintain daily communication with the designated installation POCs, providing updates such as sign-in and sign-out times and daily operational activities.

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The contractor shall ensure that all coordination with the POC is transparent to the MFLC PM.

For any situation where the contractor is having communication/coordination issues with the

POC, it shall be reported to the MFLC PM in a timely manner to ensure appropriate direct involvement. MFLC services shall be complementary and supportive of the POC’s program and meet the needs of the installation.

C.5.1.13 SUBTASK 13 – ADMINISTER CONTINENTAL UNITED STATES (CONUS)

AND OUTSIDE THE CONTINENTAL UNITED STATES (OCONUS)

LOGISTICAL SUPPORT

The contractor shall be responsible for maintaining logistical support to ensure an efficient and effective staffing resource that is properly prepared to start providing support the day the MFLC arrives on location. This logistical support includes ensuring that the MFLC has passed all security and background checks, is qualified and properly certified to provide services to the eligible participants, understands the MFLC Program scope and…