PWS Behavioral Health (rev 1_07-15-21).docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Behavioral Health (BH) Support Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Behavioral Health (BH) Services, as defined in this PWS.

1.2 Background: The Global War on Terrorism (GWOT) significantly increased the operations and deployments within the Oklahoma National Guard (OKNG) and placed additional strain and requirements on our Service Members (SMs) and their families. Increased deployments and missions locally and around the globe have required SMs to be deployed more frequently, for longer periods, and in high physical and mental stress operations. Additional resources and programs are required to increase the Oklahoma Army National Guard (OKARNG) medical readiness.

1.3 Period of Performance (PoP): The PoP shall be one (1) base year of 12 months and two (2) 12-month option years.

1.4 General Information:

1.4.1 Place and Performance of Services: Place of performance shall be for one Behavioral Health Specialist (BHS) contractor at each of the following locations: Oklahoma Military Department, Mustang Armed Forces Reserve Center (AFRC), and Sand Springs or Broken Arrow AFRC in order to provide services for the three primary Major Subordinate Commands (MSCs). The contractors’ hours of operation will require flexible scheduling to provide services which may include weekends to meet the needs of SMs. The contractor shall ensure that there is, at a minimum, ample staffing to ensure 24/7 coverage except on recognized U.S. holidays, for the duration of this contract. The contractor shall ensure the availability of at least one contractor during the base work hours of 0800-1600, Monday-Friday. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: The Government will permit telework when determined to be in the best interest of the Government. A telework program may be enacted to ensure that the Government's mission-critical operations remain operational during bad weather, times of national emergency, or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized U.S. holidays observed by the Government. The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday: January, 3rd Monday

1.4.2.3 President’s Day: February, 3rd Monday

1.4.2.4 Memorial Day: May, last Monday of the month

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day: September, first Monday

1.4.2.8 Columbus Day: October, 2nd Monday

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day: November, 4th Thursday

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) Not Later Than (NLT) 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring a Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated Tier 1 or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple non DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of six months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the Federal Bureau of Investigation (FBI) fingerprint check and a successfully scheduled Tier 1 investigation at the Office of Personnel Management (OPM).

Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2 or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel, whose duties require a CAC issuance, obtain them, and shall process all CAC applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at Attachment (TBD), at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward it to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the Background Investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If a Corporate FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be: (TBD).

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a user ID and password, via email, to the contractor’s FSO or contractor employee. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://tass.dmdc.osd.mil/tass/. The contractor’s FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

a. Approval.* Upon approval, the information is transferred to the DEERS database and an email notification is sent to the contractor with instructions on obtaining their CAC. The contractor proceeds to a RAPIDS station (RAPIDS Site Locator: http://www.dmdc.osd.mil/rsl/).

b. Rejection.* The Government, in separate correspondence, will provide reason(s) for rejection.

c. Return. Additional information or correction to the application required by the contractor employee.

*The contractor shall maintain records of all approved and rejected applications.

1.4.5.1.3 Contractor personnel shall obtain a CAC from the nearest RAPIDS issuing facility. At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by Social Security Number (SSN) and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification". Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.5 The Contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee within five (5) business days between the hours of 9:00 a.m. and 2:30 p.m., and shall obtain a receipt for each card and provide it to the TA and COR.

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) email address for each applicant, including subcontractors, who may be deployed or require logical access to a Government computer network. Note: If employees of a contractor lose the privilege to access AKO, they lose the ability to renew their CAC. Therefore, it is critical that contractor employees maintain their AKO accounts.

1.4.5.2 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.3 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR, within 15 calendar days after completion of training.

1.4.5.4 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.5 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the Army Enterprise Infostructure (AEI). Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.5.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.5.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training https://atc.us.army.mil/iastar/docs/Training_BBP.pdf.

1.4.5.5.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.5.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.5.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.6 Army Training Certification Tracking System (ATCTS): All contractor employees with access to a Government information system shall be registered in ATCTS (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://iatraining.us.army.mil/).

1.4.5.7 Information Assurance (IA) Training. All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter.

1.4.5.8 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.9 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.4.5.10 OPSEC SOP/Plan. The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 90 calendar days of contract award to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan shall include a process to identify the Government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified within 90 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

1.4.5.11 Threat Awareness and Reporting Program (TARP). Per AR 381-12, Threat Awareness and Reporting Program (TARP), contractor employees with security clearances must receive annual TARP training by a counterintelligence (CI) agent or other trainer as specified in Chapter 2 Threat Awareness and Education, Section II, paragraph 2-4b. The contractor shall identify annual TARP training, personnel trained, and date of training within 15 days of training completion.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall include procedures covering key control in the QCP: The contractor shall include procedures covering key control in the QCP.

1.4.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the Government replaces or re-keys the locks, the Government will deduct the total cost of lock replacement or re-keying from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government will replace all locks and keys for that system, and will deduct the total cost from the monthly payment due the contractor.

1.4.6.1.3 The contactor shall prohibit the use of the Government issued door keys or key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of secured areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the COR.

1.4.7 Special Qualifications: The contractor shall ensure that all Behavioral Health Specialists have a Master’s of Social Work or Counseling degree from an accredited educational institution from the Council on Social Work Education (CSWE) and be licensed by a State Board of Social Workers Examiners or equivalent to practice at Licensed Master Social Worker (LMSW) or equivalent. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information.

Contractors must ensure that any personnel performing under this contract only use evidence-based therapeutic models. Contractors must be fully trained, licensed, certified, and otherwise qualified to provide services. The Government will not provide training for therapeutic modalities to contractors.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attend meetings, answer Government telephones, and work in other situations where their contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel: The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the KO prior to travel arrangements being made. The contractor may be required to travel to off-site training locations in the performance of this contract. Each contract base and option period will require additional travel and shall be included within the proposal pricing. Any travel that results in a multi-day, overnight travel will require pre-approval from the KO and COR.

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel who may be required to be used in the performance of a contract as Key Personnel listed in the PWS.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

MEDCHART Medical Electronic Data (for) Care History and Readiness Tracking

MTF Medical Treatment Facility

SRP/RSRP Soldier Readiness Process/Reverse Soldier Readiness Process

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space with chair, office telephone, laptop computer, and other items necessary to maintain an office environment.

3.2 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E)

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 4.1.1.

5.0 Requirements: The contractor shall:

5.1 Medical Liability Insurance. The Contractor shall maintain during the term of the contract liability insurance issued by a responsible insurance carrier of not less than the following amount(s) per specialty per occurrence: $3,000,000.00.

5.1.1 The Contractor shall evidence of its insurability concerning the medical liability insurance.

5.1.2 Evidence of insurance documenting the required coverage for each health care provider who will perform under this contract shall be provided to the KO prior to the commencement of services under this contract and shall contain an endorsement to the effect that any cancellation or material change adversely affecting the Government’s interest shall not be effective until 30 days after the insurer or the Contractor gives written notice to the KO. If, during the performance period of the contract the Contractor changes insurance providers, the Contractor must provide evidence that the Government will be indemnified to the limits specified in paragraph 5.2, for the entire period of the contract, either under the new policy, or a combination of old and new policies.

5.1.3 Clause 52.237-7, Indemnification and Medical Liability Insurance, has been incorporated in the contract. The Contractor shall insert the substance of this clause in all subcontracts under this contract for health care services and shall require such subcontractors to provide evidence of and maintain insurance in accordance with paragraph (a) of this clause. At least 5 days before the commencement of work by any subcontractor, the Contractor shall furnish to the Contracting Officer evidence of such insurance.

5.2 State License. Contractor employees will be required to provide a valid and current state license per the state regulation located at: Licensed Professional Counsel (LPC) at https://www.ok.gov/behavioralhealth/ and for the Licensed Clinical Social Worker (LCSW) at https://www.ok.gov/socialworkers/ .

5.3 Training. The Contractor shall ensure all Contractor and subcontractor employees complete the following training requirements in order to successfully provide services:

5.3.1 Medical Readiness Healthcare Portal Training. Each Contractor employee must complete the Joint Knowledge Online (JKO) training DHA-US298 at https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf prior to obtaining system access to the Medical Readiness Portal. The Contractor shall submit certificates of the completion for each affected Contractor employee to the COR within 15 calendar days after completion of training.

5.3.2 Medical Readiness Administrative Portal Training. The Contractor must complete the JKO training Defense Health Agency, DHA-US299, at https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf prior to obtaining system access to the Medical Readiness Administrative Portal. The Contractor shall submit certificates of completion for each affected Contractor employee to the COR within 15 calendar days after completion of training.

5.3.3 Portable Electronic Device and Removable Storage Media (PED and RSM) Short Course. The Contractor must complete the JKO training J6S N-US414 at https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf . The Contractor shall submit certificates of completion for each affected Contractor employee to the COR within 15 calendar days after completion of training.

5.3.4 Joint Legacy Viewer Training. The contractor must complete the JKO training DHA US053-DMIX and DHA US054-DMX at https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf prior to gaining access to the Joint Legacy Viewer. The Contractor shall submit certificates of completion for each affected Contractor employee to the COR within 15 calendar days after completion of training.

5.3.5 Disability Evaluation System Training. The Contractor must complete training on the Introduction to the Disability Evaluation System, DHA-US0016v, at https://jkodirec.jten.mil/Atlas2/page/desktop/DesktopHome.jsf . The Contractor shall submit certificates of completion for each affected Contractor employee to the COR within 15 calendar days after completion of training.

5.4 The Contractor shall ensure all contractor and subcontractor employees possess the following knowledge and experience.

5.4.1 Proficient in Microsoft Word, Excel, PowerPoint, and Outlook, and a working knowledge of desktop computer operations;

5.4.2 Working knowledge of medical terminology and health care delivery systems;

5.4.3 Experience with computerized client management systems;

5.4.4 Working knowledge of Army/Air Force medical regulations;

5.4.5 Experience working with community agencies; and

5.4.6 Experience working with military personnel.

5.4.7 Highly desired Skill Set: In order to successfully meet the performance objectives of this contract, it is highly desired that all employees have the following knowledge/skills:

5.5 The Contractor shall ensure all contractor and subcontractor employees possess the following knowledge and experience to perform the following tasks:

5.5.1 Coordinate mental fitness and wellness for operational readiness. Develop and maintain systems for identifying and resolving Soldier’s behavioral health concerns in conjunction with the Office of the State Surgeon (OSS) and the PHWB office.

5.5.2 Provide 24/7 access to critical incident event counseling and behavioral health intake, assessment, evaluation, screening and referral services. These services may be conducted in person or telephonically.

5.5.3 Determine a provisional diagnosis and formulate appropriate treatment plan. Occasionally required to make a fitness for duty recommendation for Medical Evaluation Board or command referral determinations.

5.5.4 Coordinate referrals for Soldiers and/or family members to the behavioral health components of the psychological, family, social, spiritual, and emotional support programs available to SM and their families using Military Treatment Facilities (MTF), Veteran Affairs (VA), Oklahoma Department of Veteran Affairs (ODVA), network Tri-Care provider, and non-network providers. Upon notification, contact high risk SM immediately, but no later than 24 hours after notification.

5.5.5 Create and maintain a database of providers for referrals, compromised of licensed and credentialed civilian behavioral health professionals who demonstrate knowledge of military culture, assessment, and treatment of the type of behavioral health needs common to a SM.

5.5.6 Develop and maintain positive relationships at multiple levels within the Oklahoma National Guard (OKNG).

5.5.7 Develop local resources that provide support to OKARNG members and their families in relation to mental, behavioral or emotional crisis.

5.5.8 Track SM’s in Medical Operational Data System (MODS) and Medical Electronic Data (for) Care History and Readiness Tracking (MEDCHART) applications.

5.5.9 Maintain SM medical records in accordance with AR 40-66.

5.5.10 Maintain a reporting system in the form of Behavioral Health Caseload Tracker due once a week by close of business Thursday.

5.5.11 Contractor shall at all times protect the confidential nature of SM’s files and medical/behavioral issues.

5.5.12 Provide expeditious support to the Office of the PHWB to identify SM’s that may have been erroneously identified, and/or assist with processing SM’s which are found no longer fit for duty through appropriate medical and/or administrative separations.

5.5.13 Attend Soldier Readiness Process/Reverse Soldier Readiness Process (SRP/RSRP) events and perform detailed records review and interviews of individual Soldiers to identify any behavioral concerns that require correction prior to mobilization.

5.5.14 Monitor all MODS/MEDCHART applications for compliance with medical readiness objectives set forth by The Adjutant General (TAG) and Office of the State Surgeon (OSS) for mobilizing units.

5.5.15 Perform on site Mobilization Station Assistance visits for units of the OKARNG to facilitate processing through the SRP at the mobilization station.

5.5.16 Update and maintain local mobilization medical readiness information databases and spreadsheets to provide monthly status reports identifying, by-name non-deployable Soldiers with behavioral health conditions to the COR no later than the second Monday of each month.

5.5.17 Prepare medical records in accordance with AR 40-66 for all Soldiers receiving behavioral health services within 72 hours of each encounter.

5.5.18 Health Insurance Portability and Accountability Act (HIPAA) protected correspondence and documents shall be accurately typed and packaged in accordance with regulations with minimal grammatical and typographical errors.

5.5.19 Contractor shall prepare Subjective Objective Assessment Plan (SOAP) notes and Psychological evaluations through MEDCHART based on the request from the unit, leadership or self- referral. Psychological evaluations must include name, identification number (social security number or DOD ID number). Ensure official correspondence and documents are uploaded electronically, accurately typed and labeled as sensitive as per HIPAA requirements. Evaluations must be uploaded within three days from completion.

5.5.20 The Contractor shall comply with and stay abreast of any changes to the following Government directives in order to successfully complete the requirements of the PWS:

· Behavioral Health Program Handbook

· AR 40-501 Standards of Medical Fitness

· AR 40-502 Medical Readiness

· Department of the Army Personnel Policy Guidance (PPG) – Chapter 7

· U.S. CENTCOM Modification 13 (MOD 13) Mobilization guidelines

· AR 600-85 (Army Substance Abuse Program (ASAP))

· AR 608-18 (Army Family Advocacy Program)

· Army Suicide Prevention Program

· FM 4-02.51 (Behavioral Health Treatment for Soldiers) – Chapter 8

· DoD Directive 6490.1 (Mental Health Evaluations of Members of the Armed Forces)

5.5.21 The contractor shall refer to Paragraph 6.0 of this PWS for all prescribed regulatory guidance website information, publications, and forms required for the requested services and utilize to the maximum extent possible. The Government at the start of the contract shall provide all publications and forms listed, or will provide access to the forms and publications listed through electronic means.

5.5.22 Supplements, amendments and/or replacements to listed publications from any organizational level may be issued during the life of the contract. The Contractor shall submit requested replacements and/or amendments to the COR for review and approval prior to any changes being implemented.

5.5.23 Perform initial and follow-up SM screening evaluation, utilizing information from clinical interviews, non-psychometric tests, and collateral sources, as appropriate. Contractor shall utilize the following BH assessment screening tools: for PTSD use the PLC-M tool; for depression use beck depression tool and PHQ-9; for Suicidal Ideation use Columbia screening tool; for anxiety the Beck anxiety screening; and for alcohol abuse use the audit screening tool.

5.5.24 Attend Full Medical Readiness (FMR) Events and Reserve Health Readiness Program (RHRP) events and complete an assessment of stressors to SM in order to refer to supportive resources accordingly.

5.5.25 Communicate the importance of Soldiers continued engagement in treatment, to aide in treatment completion and further minimizing amount of time in non-deployable status.

5.5.26 Contractor shall consult with Medical Providers within the OKARNG pertaining to behavioral health issues.

5.5.27 Provide technical expertise to Medical Readiness NCO’s to help identify, evaluate, resource, monitor, and determine dispositions for SMs with BH difficulties.

5.5.28 All cases on caseload shall be reviewed a minimum of weekly. Individual caseloads shall not exceed 50 High Risk cases at any given time.

5.5.29 Provide written recommendations regarding proposed removal of a SM for Line-Of-Duty (LOD) or Incapacitation pay status to the COR for final disposition. Recommendations can include confidential patient medical information as appropriate.

5.5.30 Provide information to patients about their privacy rights and how their information can be used and have patients sign consent forms.

5.5.31 Provide input and recommendations to commanders on the development of courses of action to correct and/or improve individual behavioral health medical readiness concerns on mobilizing personnel.

5.5.32 Document assessments, treatment plans, treatment progress in the Soldier Treatment Record within three (3) days of each encounter.

5.5.33 Communicate with units, to provide instructions on behavioral support request procedures, responses to requests for information and letters of acknowledgment within 10 days of request.

5.5.34 Collect, review, and input patient outcome data into computer. Evaluation results need to be uploaded into Health Readiness Review (HRR) within seven (7) days of receipt.

5.5.35 Secure and safeguard all government property, including documents that are provided for or created by behavioral health case management. All records, documents and resources utilized within the scope of this work are for official government use only, and shall remain government property on expiration or termination of this contract.

5.6 Service Contract Reporting:

5.6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Oklahoma Army National Guard via a secure data collection site.

5.6.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1-September 30).

The DoD Guidebook for Service Contract Reporting (SCR) in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 20140123 (Change 1: 20200728) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC) 20140909…