22Q4002_SOL_ATTCH1_Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

DoDEA Pacific West Special Education Clinical Assessments

Guam

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

1. General Information and Scope of Work.

1.1 The Department of Defense Education Activity (DoDEA) is a Federally operated school system, responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoDEA is globally positioned, operating 160 accredited schools in 8 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately 11,828 employees who serve more than 66,943 children of active-duty military and DoD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.2 In accordance with the Individuals with Disabilities Education Act (IDEA), all students with a disability who receive or are entitled to receive educational instruction are provided a free appropriate public education (FAPE). To make a proper diagnosis and develop an appropriate individualized education program (IEP), some students require specialized assessments that cannot be provided by DoDEA staff or the US Naval Hospital Guam.

1.3 The contractor shall provide clinical assessments for students with a suspected disability of autism spectrum disorder (ASD), Emotional Disturbance (ED), or Other Health Impairment (OHI) to support students of DoDEA. The assessment may require one or all exams. The following annual estimates may vary: ASD, five;

ED, three; and OHI, seven—a total of 15 assessments.

2. Objectives

2.1 Objective 1. Special Education Assessment Services: Determine if a DoDEA student has a diagnosis of ASD, ED, or OHI. This information, along with other data and documentation, shall be usable to determine if the referred individual qualifies for Special Education services according to DoDEA criteria set forth in DoD Instruction 1342.12.

The tasks below are provided to help the Contractor gain a better understanding of the requirements. The tasks are not all inclusive. The Contractor is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

2.1.1 Task One, Clinical Assessments—The Contractor shall:

2.1.1.1 Initial Diagnosis: Determine which assessment(s) to complete based on the information provided by the school’s Case Study Committee (CSC).

2.1.1.2 Appointments: Contact the student’s parent/sponsor to schedule all necessary appointments at a mutually agreed upon date and time.

2.1.1.3 Assessment: Complete the required assessment(s) for ASD, ED, and/or OHI for each student. The military-connected students being assessed may range in age from 3-21.

2.1.1.4 Expedited Assessments: Expedite assessments at the request of the COR for students who pose a high safety risk/harm to self or others.

2.1.1.5 CSC and Parent/Sponsor Meetings: Meet with the parents/sponsors prior to the CSC meeting to explain the assessment results and answer any questions they have about the assessments and/or results.

2.1.1.6 CSC Collaboration: Provide school personnel with additional interpretation or explanation of the assessment results and recommendations upon request.

2.1.1.7 Report: Provide the school with a written assessment report for each student assessed. Each report shall not include unilateral statements presupposing eligibility for special education services, but shall include the following information:

• Demographic, identifying information of the student and assessor.

• Behavioral observation of the student during testing.

• Instruments and techniques used.

• Assessment results.

• Student’s strengths and limitations.

• Relationship of findings to educational functioning to include a description of how the student’s educational functioning may be affected.

• Instructional recommendations to be used in working with the student.

• Signed and dated by the assessor.

Note: Although the Contractor assesses the student, the school’s CSC determines if the student is eligible to receive special education services. Comprised of Government education personnel and the student’s parents/sponsors, the CSC creates the student’s IEP in accordance with DoDEA regulations/criteria.

2.1.1.8 Confidentiality: Maintain confidentiality of student information and records in accordance with HIPAA Privacy Rule and DoDEA guidelines.

2.1.2 Qualifications: The Assessor must be a Clinical Psychologist licensed through the Guam Board of Allied Health Examiners and maintain licensure for the duration of the contract. Specific qualifications include:

2.1.2.1 A doctorate in clinical psychology from an accredited college or university of the United

States.

2.1.2.2 Completed two (2) years of documented internship, of which at least one (1) year must be after receiving the doctorate.

2.1.2.3 Successfully passed the Examination for Professional Practice in Psychology (EPPP) administered by a state, territory, or district of the United States.

2.1.3 Experience:

2.1.3.1 Making differential diagnoses of a range of disorders, including ASD, ED, and OHI for children and young adults within the age range of 3-21 years.

2.1.3.2 Providing evidence-based interventions for children and adolescents with ASD, ED, and

OHI.

2.1.3.3 Communicating with school personnel.

2.1.4 Changes: Personnel provided as replacements to key functions after contract award shall meet or exceed the qualifications and experience of those provided upon award of the contract. Notify the COR in writing regarding all personnel changes 10 business days in advance of the change.

2.2 Task 2, Meetings: The Contractor shall participate in a video or telephone meeting under the following circumstances:

2.3 Post-Award Conference: Participate in a video- or teleconference with the COR five (5) business days after award IAW FAR Subpart 42.5.

2.4 Other Post-Award Meetings: Meet with the Contracting Officer (KO), COR, and/or other Agency personnel, as appropriate, to review Contractor performance, as required by DoDEA. The KO may discuss the Agency’s view of Contractor performance and the Contractor shall apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

3 Constraints

3.1 Place of Performance: Work shall be performed at the Contractor’s facilities.

3.2 Key Functions—The Contractor shall provide a Contract Manager/Alternate and Assessor. They shall be available.

3.3 Contract Manager/Alternate: Provide a person to be responsible for the performance of work. The contract manager shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The contract manager shall have at least one year of experience in a similar role.

3.4 Holidays and Hours of Operation: The program manager shall be available from 10AM-3PM (JST)

Monday – Friday, except for Federal holidays or when the Government facility is closed for administrative reasons. The following list shows recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth National Independence Day, Liberation Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3.5 Anti-Bias, Diversity, and Inclusion—The Contractor shall, whenever applicable, provide resources free of age, racial, color, national origin, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.6 Privacy—The Contractor shall ensure personnel assigned to this contract take proper precautions to protect information from disclosure. Collect and/or store all agency-owned or agency-controlled PII IAW the relevant requirements of the Privacy Act, 5 U.S.C, per http://www.archives.gov/about/laws/privacy-act- 1974.html.

3.6.1. Privacy Training: Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information take the DoD Privacy Act/Personally Identifiable Information (PA/PII) training (https://public.cyber.mil/training/identifying-and-safeguarding-personally-identifiable-information-pii/) before gaining access to the data and yearly thereafter. Provide copies of the certificates of completion to the COR which can be audited at any time by the Chief Information Security Officer (CISO) or his/her designee.

3.7 Section 508 Compliance: Ensure all electronic hardware and software that is procured under this contract/purchase order comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C.

794d) and the Architectural & Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). More information may be found at http://www.section508.gov.

3.7.1 Deliverable Requirement. Ensure the following occur:

Outputs/deliverables do not adversely affect accessibility features of existing EIT technologies.

EIT related to the requirements of the contract are accessible to people with disabilities, per 29 U.S.C

794(d);

Outputs/deliverables including functional performance, information, documentation, and support requirements are considered. Standards from 36 CFR Part 1194 Subpart B, C, and D apply to this acquisition.

3.8 Background Checks: In accordance with DoDI 1402.05, it is DoD policy that individuals, DoD contractors, subcontractors, staff, or providers in DoD facilities or installations who have regular contact with children under 18 years of age in DoD-sanctioned child care services programs will undergo a criminal history background check in order to protect the health, safety, and well-being of children in such programs. All individuals who also have a current or prior DoD affiliation must also undergo an installation records check (IRC). The contractor may need to provide documents for a fee, which are non-reimbursable to the contractor.

The US Government will initiate, process, and make any adjudicative determinations for contractors working on a DoDEA contract that are US citizens.

When permitted by the host Government, foreign Government checks of individuals serving on DoD installations overseas must be requested directly by the employing Military Service or agency in accordance with Volume 1231 of the DoDD 1400.25, as an alternative, DoD Components may request that overseas Military Service investigative elements obtain appropriate host-Government checks and accept such checks if they are comparable to those required by section 13041 of Title 42. Where it is not possible to obtain criminal history checks comparable to those required by section 13041 of Title 42, foreign nationals will not be eligible for employment in childcare services.

The host Government background check must be translated in English by a certified translator and reviewed by the COR for potential disqualifiers in accordance with Public Law No 101-647, Section 231, Pub. L. No. 102-190, Section 1094, and DoDI 1402.05.

No person, regardless of circumstances, will be approved to provide childcare services if the background check results disclose any of the following criteria, below.

That the individual has been convicted in either a civilian or military court (to include any general, special, or summary court-martial conviction) or received non-judicial punishment (under Article 15 of chapter 47 of Title 10, U.S.C., also known and referred to in this instruction as "the Uniform Code of Military Justice (UCMJ)" for any of the following:

A sexual offense.

Any criminal offense involving a child victim A felony drug offense.

3.9 That the individual has been held to be negligent in a civil adjudication or administrative proceeding concerning the death or severe injury to a child or dependent person entrusted to the individual's care.

3.10 Individuals permitted to perform duties solely under Line-of-Sight Supervision (LOSS) must be marked conspicuously by means of distinctive clothing, badges, wristbands, or other visible and apparent markings visible from a distance. Conspicuous postings or printed information must communicate the purpose of such markings to staff, customers, parents, and guardians.

3.11 LOSS is the continuous visual observation and supervision of an individual whose background check has not yet cleared and who has a favorable interim suitability or fitness determination while he or she is engaged in child interactive duties or in the presence of children in a DoD- sanctioned program or activity.

The person providing supervision must have undergone a background check and received a final favorable suitability or fitness determination and be current on all periodic reverifications, as required by this issuance.

3.12 The contractor's LOSS supervisor must have:

Undergone a criminal history background check and received a favorable fitness or suitability determination.

Complied with the periodic reverification requirement for a recurring criminal history background check, as required.

Not previously exhibited reckless disregard for an obligation to supervise a contractor.

3.13 DoD contractors are required to self-report any disqualifying information as soon as it occurs to the COR and the COR will report the information to DoDEA SMD for action. The Contractors are also to complete a new DD2981 during annual agreement extensions, renewals, or awards. After the initial Child Care checks, Contractors are subject to reverification every five years. If derogatory information surfaces within the 5 years before the reverification, the DoD Component will take action to protect children by reassigning or suspending from having contact with children, any contractor until the case is resolved.

3.14 The COR is responsible for obtaining and submitting the required background processing packages to DoDEA SMD to be processed. The processing timeline for completed childcare checks could be 120 days or more for completion by DCSA. The adjudication and final determination will occur after the investigative results have been received by DoDEA SMD for action.

Required documents for processing are:

Contractor NIP form

OF306

Resume DD2981 Basic Criminal History and Statement of Admission DoDEA IRC/FAP Consent Form

3.15 Maintain the most current background checks on file and shall make them available to the COR upon request.

3.16 Criminal Offenses: The Contractor shall not hire anyone with a criminal record to perform under this contract. The Contractor shall immediately inform the COR when it is learned that an employee has been arrested for a criminal offense. A past criminal offense of any nature shall be grounds for removal, as determined by the Contracting Officer. The Contractor shall also immediately inform the COR when any action is taken to suspend or revoke the driver’s license of any driver preforming under this contract.

3.17 The Contractor shall not assign any person to perform duty under this contract whose background or criminal record includes both an arrest and a conviction of any of the offenses enumerated below;

Assault and battery, domestic violence / abuse, homicide, or manslaughter;

Child abuse, child neglect, child sexual molestation, pedophilia, child pornography or any crime involving a child;

Public indecency, sexual assault, rape, or any crime of a sexual nature;

Use, possession, or distribution of any illegal drugs or controlled substance;

Reckless driving or driving while under the influence of alcohol or drugs;

That the individual has been held to be negligent in a civil adjudication or administrative proceeding concerning the death or severe injury to a child or dependent person entrusted to the individual's care.

The Contractor shall immediately inform the COR when an employee preforming services under this contract is arrested for a criminal offense. The employee shall be immediately removed from preforming under the resulting contract.

3.18 Data: All data developed as a result of any work awarded under this contract is and shall remain the property of the Government.

3.19 Organizational Conflict of Interest (OCI): The Contractor (including any subcontractor) personnel performing work under this contract may receive, have access to, or participate in the development of, proprietary or Privacy Act information (e.g., personal information, education, etc.) may create a current or subsequent OCI as defined in FAR Subpart 9.5. Whenever the Contractor becomes aware that such access or participation may result in actual or potential OCI, the Contractor shall (1) immediately notify the Contracting Officer (KO) in writing and (2) promptly submit a plan to the KO to avoid or mitigate any such

OCI.

Note: The KO will unilaterally determine if the Contractor’s plan is acceptable. If the KO determines the plan cannot satisfactorily avoid or mitigate an OCI, s/he may implement other remedies to include prohibiting the Contractor’s further participation in contracted requirements.

4 Contract Deliverables

Milestone/Deliverable Word / Excel

Digital Copies

Task / PWS Planned

Frequency

Clinical Assessments Yes Yes Task 1

Complete the required assessments, including the written reports within 30 school days of receiving the initial request.

5 Performance Requirement Summary (PRS)

Performance

Objective Performance

Standard

AQL

Inspection Method

Initial Scheduling, Task 1

100% Compliance within the PWS

Respond to the initial request for assessment and all follow-up correspondence via email within 48 hours of receiving the request.

COR

Inspection

Clinical Assessment, Task 1

100% compliance within the PWS

One hundred percent of tasks will be completed by the required completion date. If unforeseeable circumstances arise that result in the delay or possible delay of these assessments, consideration will be made on a case-by-case basis.

COR

Inspection

Clinical Assessment- Expedited, Task 1

100% compliance within the PWS

Provide expedited evaluations upon request due to a high safety risk to self or others.

COR

Inspection

Meetings, Task 2 100% compliance with the PWS

Participate in a post-award conference with the COR within 5 business days after award.

COR

Inspection

6 Definitions

Contract Line-Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment.

The use of the term “line item” includes “subcontract line number,” (SLIN), as applicable.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of the authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contractor – Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Deliverable – Usually physically delivered items but may include such items as digital documents/reports.

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards.

Performance Work Statement (PWS) – Statement of work for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

TECHNICAL EXHIBIT #1 – Standards of Conduct

Contractor personnel performing under this contract shall comply with the Standards of Conduct. The Contractor agrees that inappropriate conduct shall not be tolerated and may be grounds for suspension or dismissal of a Contractor employee(s) under this contract.

1.1 Professional and Responsive Service—Each Contractor employee shall:

1) Deliver high quality and responsive service to every customer

2) Project positive attitude and proactive assistance

3) Treat everyone with courtesy and respect

4) Honor commitments and agreed upon deadlines

5) Perform work in a manner that does not disturb students, faculty, or other facility occupants

1.2 Standards of Conduct—During the performance of this contract while in the Government facilities or while dealing with DoDEA staff or students, each Contractor employee shall not under any circumstances violate the following standards. Any Contractor employee who does violate any of the standards may face immediate removal and shall be replaced so that students do not experience a disruption of services.

1) Use verbal assault, foul language, personal or racial insults, or threats of personal violence, or comment on the personal appearance of students and Government employees.

2) Engage in any conduct of a sexual nature, verbal or physical, to include reading or display of nudity or pornographic material.

3) Engage in physical contact with students and Government employees, except as required for reasons of safety, first aid, or cardiopulmonary resuscitation (CPR).

4) Show verbal or physical affection toward students or Government employees or take photographs of them.

5) Report for work under the influence of or impaired by alcohol, drugs, or medications which may affect the ability to perform safely under this contract.

6) Sell, give to, or accept from students any beverage, food or tobacco product, or any gift or item, irrespective of monetary value.

7) Wear clothing with insignia reflecting religious, political or social messages or slogans, but shall dress in a neat, professional manner.

8) Dress appropriately, present a professional appearance and be well groomed for the duties being performed in a PK-12 school environment as well as office environment (shorts, T-shirts, sandals, etc. are examples of inappropriate dress).

1.3 Safety: Each Contractor employee shall safeguard and maintain all Government property as well as provide for the safety and well-being of personnel employed in the performance of this contract. The Contracting Officer may require the Contractor to remove from any facility or grounds any employee working under this contract for reasons of misconduct, safety, or security at any time during the life of the contract. The Contractor shall immediately inform the Contracting Officer when it is learned that an employee performing under this contract has been arrested for a criminal offense and replaced the arrested employee so that students do not experience a disruption of services.