B08_SOW-Compensatory_Edu__Advisor.pdf

HES Compensatory Education Advisor | 1

STATEMENT OF WORK

Havasupai Elementary School

Compensatory Education Advisor

1.0 BACKGROUND

The Bureau of Indian Education (BIE) is seeking a Compensatory Education Advisor to support the Havasupai Elementary School (HES) in Supai, Arizona. HES is a K-8th grade school, serving approximately 70 students. It is operated by the Bureau of Indian Education, under the direction of the Associate Deputy Director, Bureau Operated Schools, and the Phoenix Education Resource Center.

The Havasupai Tribe

For over 1,000 years the remote village of Supai, Arizona, which is located eight miles below the rim of the Grand Canyon, has been home to the Havasu Baaja, People of the Blue Green Waters, or as they are known today, the Havasupai Tribe (The Tribe). Just above the village, a hidden limestone aquifer gushes forth the life sustaining blue green waters that have nourished the fields of corn, squash and beans which have allowed the Havasu Baaja to thrive in the desert landscape deep in the Grand Canyon for centuries.

The United States Postal Service office in Supai transports all mail in and out of the canyon by mule train.

Everything must make the 8-mile trek in and out of the village either by foot, on horseback or by helicopter.

The Tribe’s reservation is at the end of Route 18 off historic Route 66. It consists of 188,077 acres of canyon land and broken plateaus abutting the western edge of the Grand Canyons South Rim. The Tribe is known for its location, traditional cultural life and beautiful arts and crafts.

The Havasupai language, Upland Yuman, also continues to thrive in the canyon. Language preservation and students’ status as English-language-learners is an important element of the uniqueness of the Tribe and the Tribal community.

1.1 PURPOSE OF THE CONTRACT

The purpose of this contract is to fill the position of Compensatory Education Advisor at the HES.

2.0 SCOPE OF WORK

The contractor’s primary responsibility will be to manage the compensatory education services requirements authorized under the Settlement Agreement reached in the matter of Stephen C. v. BIE by helping qualifying current and former Havasupai Elementary School students identify education programs to meet their specific individual needs and interests.

The Settlement Agreement establishes a $850,000 compensatory education fund to be divided among 215 qualifying current and former Havasupai Elementary School students for compensatory education services. Eligible compensatory education services are limited to: state certified or licensed programs;

non-public academic or therapeutic programs or services; post-secondary educational programs; college preparation programs; tutoring or counseling services; extracurricular or athletic activities; technical or vocational programs; or other eligible activities that are educational in nature.

This position will be considered the primary point of contact for the BIE, in assisting qualifying current and former students with identifying educational programs to meet their individual needs and interests.

This position will also assist qualifying current and former students with submitting requests for specific

HES Compensatory Education Advisor | 2 compensatory education services to the BIE Funding Administrator. The Funding Administrator is then responsible for approving each specific request and administrating payment.

This position will be responsible for building positive working relationships and interfacing directly with the Havasupai Tribal community members, HES students, HES former students and families/guardians.

2.1 TASKS AND RESPONSIBILITIES

The contractor will be responsible for the following tasks:

A. Managing the Compensatory Education services required under the Stephen C. Settlement Agreement.

B. Working collaboratively and professionally with the qualifying current and former students, ensuring their individual needs are met, this includes working with the students and their families and guardians. Key activities will include:

o Educating current students/former students and their families on the Compensatory Education Services offered under the Stephen C. Settlement Agreement.

o Answering questions and concerns of students, former students, families and community members.

o Meeting in-person or virtually with potential students/former students and their families to talk through compensatory education service opportunities.

o Schedule and maintain appointments with students and their families.

o Connecting the student/former student and family with eligible compensatory education programs or services. This may include conducting research or gathering information to help assist student/former students with different compensatory education services and programs, based on the student or former student’s individual needs and interests.

C. Working alongside the Funding Administrator and Facilitator in the administration of the compensatory education services.

D. Engaging with and assisting qualifying current/former students with obtaining compensatory services, this includes helping them identify compensatory services based on their individual interests and needs.

o Eligible compensatory services are limited to state certified or licensed programs; non-public academic or therapeutic programs or services; camps; post-secondary educational programs; college preparation programs, tutoring or counseling services, extracurricular or athletic activities, technical or vocational programs; or other eligible activities, that are educational in nature.

E. Facilitating the compensatory education services process from beginning to end, this includes assisting qualifying current/former students with completing all required paperwork and documentation and submitting it within the required timeframes.

F. Assisting qualifying current/former students with submitting requests for a specific eligible compensatory service to the Funding Administrator at least 60 days prior to the day services are to start.

G. Assisting with outlining and identifying program and activity costs which shall include all reasonable costs, including equipment, books and other materials, software applications, testing and certification costs, application costs, any other program related costs, and travel costs such as transportation, food, and lodging.

H. Ensuring the request contains enough information about the program or activity for the Funding Administrator to confirm it meets the scope of eligible compensatory services.

I. Working with the qualifying current/former student and/or family when a request does not contain sufficient information to be approved and is returned. Responsible to assist the qualifying current/former student with obtaining the necessary information and documentation for the

HES Compensatory Education Advisor | 3 process to proceed.

J. Maintaining a comprehensive case file and record on each qualifying current/former student who requests compensatory education services. Case Management activities include but are not limited to:

o Conducting and completing intake interviews to help identify individual goals and objectives of each qualifying current/former student.

o Maintaining case notes on every interaction including date and time, logging events and progress towards meeting the qualifying current/former student’s goals and objectives.

o Tracking all key documentation and information related to the qualifying current/former student’s case and request for Compensatory Education Services.

o Monitor progress through all steps including working closely with the Facilitator and Funding Administrator as needed.

o Providing status reports to BIE Administration and applicable parties to fulfill data calls or reporting requirements.

K. Travelling on-site to Havasupai Elementary School a minimum of twice a month using the BIEs contracted helicopter carrier to offer on-site services at the Havasupai School in Supai, Arizona, if located outside of Supai. This will provide an opportunity for the contractor to meet face-to-face with qualified current/former students and their families and to help them navigate the Compensatory Education Services application, paperwork and process.

L. Driving to and from their home with their privately owned vehicle twice a month to the location of the BIE’s contracted helicopter carrier – which will be in either Peach Springs, AZ, Hilltop AZ, or Grand Canyon AZ (applicable to contractors who will be working remotely).

2.2 QUALIFICATIONS, EDUCATION AND SKILLS

Important qualifications and skills for this position are:

A. Bachelor’s degree in a Human Services related field.

B. 1-2 years’ experience working as helping professional with direct experience helping individuals connect to educational or job training services or supports. Services or supports may include but not limited to vocational supports, mainstream benefits, education and training.

C. Ability to work flexible hours as needed.

D. Proficiency with Microsoft Office/Office 365-word processing, email and database skills and remote applications such as Zoom.

E. Ability to work cooperatively and effectively in a team.

F. Excellent organizational and time-management skills.

G. Demonstrated proficiency in writing, recordkeeping, and communication skills.

H. Good interpersonal skills.

I. Able to work consistently and independently.

J. Able to relate to others in a non-judgmental and supportive fashion.

K. Able to act calmly and swiftly in a crisis.

L. Experience working with the Havasupai Tribe or other Tribal Communities is highly recommended, although not required.

2.3 CONDITIONS OF EMPLOYMENT

A. Appointment may be subject to a suitability or fitness determination, as determined by a completed background investigation.

B. Must be able to obtain and maintain a background clearance.

C. Must obtain and maintain valid state driver's license.

D. Indian Preference preferred, although not required

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2.4 SPECIAL CONSIDERATIONS

The remote location of the HES within the Grand Canyon, makes this contract unique, and special consideration for the Contractor is noted to meet the requirements and tasks.

Key Considerations: Contract Personnel may need to either hike out of the canyon or sleep on a cot in the HES Gymnasium if the individual is unable to fly out Supai, AZ on the BIE’s contracted helicopter due to unforeseen weather conditions. When local lodging is not available, the BIE HES will provide a cot, sheets, pillows, and blankets for Contractor Personnel use during their visit and stay. Contract Personnel are recommended to bring in snacks to the Canyon, if possible. Travel by Helicopter is dependent upon local travel conditions and weather permitting.

3.0 GENERAL REQUIREMENTS

3.1 PERIOD OF PERFORMANCE

The period of performance includes a base year plus one option year.

Base Year: February 1, 2024, through January 31, 2025 Option Year #1: February 1, 2025, through January 31, 2026

3.2 PLACE OF EMPLOYMENT

Location: Havasupai Elementary School Address: 40 Main Street, Supai, Arizona 86435

3.3 PLACE OF POSITION

This is eligible for remote work with the expectation that the contractor will travel to Supai, minimally two times a month to be available to meet with qualifying current/former students and families to coordinate Compensatory Education Services. The contractor will be eligible to fly on the BIE’s contracted helicopter with Airwest.

3.4 HOURS OF OPERATION AND ESTIMATED WORK HOURS

Up to 25 hours per week will be authorized for this position. Hours may vary each week depending on the number of qualifying current/former students who apply for Compensatory Education services. The contractor will be required to make themselves available to meet virtually or in-person, with qualifying current/former students and their family during the week, at a time that works best for the qualifying current/former student and their family. This may include working on the weekends. The government does not guarantee that all hours will be requested or worked

BIE will inform the Tribal Council in writing of the Compensatory Education Advisor and will seek approval for their physical attendance in Supai, including addressing any transportation or health requirements. Physical attendance in Supai is subject to any relevant Tribal orders regarding travel to Supai or other restrictions or occurrences that would impede their physical attendance, including but not limited to any related public health orders, and coordination of transportation with the Tribe.

3.5 TRAVEL

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The contractor shall be required to travel:

a. To and from his/her home to the BIE’s contract helicopter carrier minimally twice a month to travel to Supai to be available on-site to meet with and work with qualifying current/former students and their family/guardian.

b. On the BIE’s contracted helicopter carrier in and out of Supai, AZ.

4.0 CONTRACTOR PERSONNEL ONBOARDING TIMEFRAME

a. The contractor must submit the BIE Personnel Security Intake Package (PERSEC Intake) within 5-business days after award of the contract.

b. The background check process may take up to 4 to 6 weeks.

4.1 WORK ENVIRONMENT

This contractor is eligible to work from home (remotely) or if local to Supai, is eligible to work at the HES school campus.

4.2 PERSONAL CONTACTS

Personal contacts are with students, co-workers, Area/Agency employees, Federal and non-Federal agencies, parents, other professional educators, social services agencies, law enforcement agencies, and community members, who work at or in partnership with HES.

4.3 SUPERVISORY CONTROL ON-SITE

General supervision will be provided by the Education Program Administrator providing oversight over

HES.

5.0 SECURITY

Background Investigations are required for the position. All contract positions with duties and responsibilities involving regular contact with or control over Indian children are subject to a background investigation and determination of suitability for employment. Accordingly, all such positions require a favorable background screening by the Bureau of Indian Education (BIE), Personnel Security and Suitability Program and a favorable background investigation by the Defense Counterintelligence Service Agency (DCSA). There are additional clearance requirements for Contractors working in school locations. Contractor personnel under this contract, are required to submit to suitability clearance procedures, and shall not commence work under the contract until the COR and/or Government Contract Officer have cleared them to be on site. The contractor must be a United States citizen. The information collected during this effort is considered unclassified, sensitive; therefore, Moderate Risk Public Trust, is the sensitivity level. The Contractor will be provided access to BIE computers and information. The Contractor shall report suspected computer security breaches as soon as the breach is received, heard of, or found to the Indian Affairs Information Technology (IAIT) help desk. The Contractor shall adhere to government requirements on IT usage and access to service IA users, equipment, and software; under no circumstance is the Contractor permitted to make use of Government computer systems, information, equipment, software, supplies, or accounts for purposes other than the performance of this contract.

Personal or Contractor-owned computers are not permitted on any of the government networks. The Contractor shall abide by United States Federal policies and procedures, the DOI policies and procedures, IA policies and procedures, and court orders.

6.0 DATA RIGHTS & DOCUMENT OWNERSHIP

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The Government requires unlimited rights in any material first produced in the performance of this SOW, in accordance with the FAR clause at 52.217-14. The BIE shall have unlimited rights to, and ownership of all deliverables provided under this SOW. The Contractor, agrees, that any HES student, staff, or parent data, collected in support of this agreement, will not be used, or shared. The implementation and outcome data collected, analyzed, and used in support of the Contract Requirements, Tasks and Deliverables are exclusively for the benefit of the BIE, HES. Upon the expiry or termination of the service contract, the Service Provider will return to BIE any property, documentation, records, or confidential information which is the property of BIE.

7.0 CONFIDENTIALITY & PRIVACY ACT

The BIE recognizes that contractors, may have access to confidential information concerning BIE, HES, HES student and former students, their families, and other community members in the fulfillment of their job duties. The contractor agrees to maintain the confidentiality of all such Confidential Information.

In particular, and without limiting the foregoing, the BIE acknowledges and understands the confidential information to which the contractor will gain access is the confidential and proprietary information of the BIE and HES. Thus, the contractor agrees:

• not to disclose any confidential information to anyone other than an employee of the BIE, HES who has a need to know such information.

• Prevent any unauthorized use or disclosure of the confidential HES student or former student, family, or employee information.

• Promptly notify the BIE, HES of any unauthorized use of which the contractor learns of.

• To use such confidential information for the sole purpose of fulfilling the performance under the

SOW.

Further, work on this contract will require the contractor to have access to Privacy Information. Thus, the contractor shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency privacy rules and regulations and remain compliant with HIPAA.

8.0 DELIVERABLES AND SCHEDULE

Table 1 Item No.

Sections

Deliverable Due Date Delivery Method

1 Monthly Invoice The 5th Day of Each Month IPP and email to COR.

2 Final Report Within 30-days from end of

POP

Via Email to COR/ or School POC

Monthly Invoice The contractor will invoice the BIE for Contractor Services monthly.

Invoices shall be accompanied by a timesheet outlining the hours worked each day and each week and must include the respective billing rate.

It will be important for the Contract to provide a detailed informative, all-inclusive monthly status report outlining all efforts under the Contract that will contribute to the successful fulfilment of this SOW. The Contractor will invoice by the 5th day of each month through IPP and send a copy of the invoice and supporting documentation to the COR or Principal in writing monthly on the 5th of each month.

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Final Report Requirement:

The contractor shall provide a final report to the Contracting Officer Representative at the conclusion of the period of performance. This report shall summarize objectives achieved, significant issues, problems, and recommendations to improve the process in the future. In addition, the following information must be included in the Final Report:

• A narrative on work performed and progress made on all tasks levied under the resulting contract.

Including any key accomplishments.

• Recommendations on next steps and ways to improve staffing services at HES based on the Contract Teaching Staff’s personal experience.

• Final Costs Breakdown over the lifetime of the contract including outlining the position, total number of days worked, total costs, and billing rate per position.

9.0 HES RESPONSIBILITIES (GOVERNMENT FURNISHED ITEMS)

HES will provide the contractor with the following:

Office Space & Furniture, when on-site Land line phone service Internet access Laptop or Computer (If applicable) Paper supplies – including paper, pen, pencils, textbooks, notebooks, and other paper products, as needed to perform the duties of the position.

10.0 CONTRACTOR. The contractor will provide a thirty (30) day written notice when the contractor plans to leave or vacate the contract. Contractor will be required to stay and continue providing services, until a replacement is identified and is cleared to start working on the contract.