26CE003_Residential_PWS_121725.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

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DoDEA-Americas Residential Placement

1. General Information and Scope of Work

1.1 Agency

1.1.1 The Department of Defense Education Activity (DoDEA), DoDEA, as one of only two Federally operated school systems, is responsible for planning, directing, coordinating, and managing pre- kindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoDEA is globally positioned, operating 161 accredited schools in 9 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico.

DoDEA employs about 14,000 employees who serve over 64,000 children of active-duty military and DoD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided with a world-class education that prepares them for post-secondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

DoDEA operates as a field activity of the Office of the Secretary of Defense (Personnel and Readiness). It is headed by a director who oversees all agency functions from DoDEA headquarters in Alexandria, Virginia. DoDEA's schools are divided into 3 geographic areas: Europe, the Pacific, and the Americas.

1.1.2 The required services will be rendered at the contractor’s location in League City, Texas.

1.2 Background

1.2.1 Special Education and related services are mandated for DoDEA students with disabilities under

DoD Instruction 1342.12 (June 2015) entitled, Provision of Early Intervention and Special Education Services to Eligible DoD Dependents. The Case Study Committee (CSC) is responsible for determining if a student requires related services in accordance with required assessment components. The required services must support the educational needs of the student rather than his or her medical needs. The CSC is made up of Government officials and makes the final determination of a child’s needs.

1.2.2 The previous contract for these services, HE125423P4004, was awarded on a sole source basis.

1.3 Scope of Work: The Contractor shall provide the necessary tools, supervision, expertise, and resources for a residential program that meets the student’s needs as described/defined by the Mid-Atlantic District’s CSC.

2 Requirements

2.1 Residential Program Services: DoDEA requires a residential placement for an eleventh-grade female student (16 years old). It shall provide the student room and board, explicit, direct special education services, behavioral health support services, psychiatric services, applied behavior analysis services, speech language services, and occupational therapy services. The residential placement facility shall accept students with autism spectrum disorder (ASD) and an intellectual disability (ID), be accredited by a state credential agency, and be in good standing with all credentialing boards. Residential placement services shall be determined in conjunction with the Mid-Atlantic District’s Case Study Committee (CSC) team to determine the least restrictive environment (LRE) and free and appropriate public education (FAPE). This student’s FAPE and LRE have been determined to be a residential treatment facility able to provide the required services due to the student’s high level of aggression and violent/maladaptive behaviors.

Supporting Tasks https://www.dodea.edu/aboutDoDEA/Thomas_Brady.cfm https://www.dodea.edu/Europe/index.cfm https://www.dodea.edu/Pacific/index.cfm https://www.dodea.edu/Americas/index.cfm

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

2.2 Task 1, Direct Services—The Contractor shall provide the following:

2.2.1 Room and board.

2.2.2 Behavioral health services.

2.2.3 Psychiatric services.

2.2.4 Applied behavior analysis services.

2.2.5 Staffing ratio of 1:2 for the student’s programming.

2.2.6 Nursing availability 24/7/365.

2.2.7 Speech and language services in accordance with the student’s IEP.

2.2.8 Occupational therapy services in accordance with the students IEP.

2.2.9 Transportation for the student to a hospital and/or physician’s office when needed.

2.2.10 Note: The Contractor is not responsible for the student’s medical, pharmacy, dental, vision, medical insurance premiums, personal and clothing expenses, transportation to and from the facility, and other expenses generally considered as being personal to an individual in a residential placement.

2.3 Task 2, Indirect Services—The Contractor shall:

2.3.1 Maintain monthly or quarterly progress meetings between the student’s residential treatment team and the Mid-Atlantic District’s CSC.

2.3.2 Provide written quarterly reports regarding the students’ progress towards reaching the IEP goals.

2.4 General Requirements—The Contractor shall:

2.4.1 Be a credentialed residential facility in good standing by the state licensing board.

2.4.2 Provide certified professionals for all required services listed in PWS 2.2.

2.4.3 Ensure each certified provider working directly with the student has an up-to-date license issued by a state board and is in good standing with the respective licensing board of professional discipline.

2.4.4 Meetings: Attend virtual meetings at no additional cost to the Government and provide the medium through which each meeting occurs, record each meeting’s minutes. Submit the draft minutes to the COR within two business days of the event and finalize the minutes two business days after receipt of written feedback from the COR. Note: Costs associated with attending any face-to-face meetings shall be handled/paid for as stated in the contract.

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

2.4.4.2 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.

2.5 Performance Standards and Acceptable Quality Levels

2.5.1 Performance Standard: Tasks shall be completed by the required completion date.

2.5.2 Acceptable Quality Level: See PWS 7, Performance Requirement Summary (PRS).

3 Constraints

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

3.2 Liaison and Alternate Liaison—The Contractor shall:

3.2.1 Provide a liaison and alternate liaison to be responsible for the performance of work. Their names shall be designated in writing to the Contracting Officer. They shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Each shall have at least one year of experience working in a similar role.

3.2.2 Notify the COR in writing regarding any change in either liaison’s role ten business days in advance of the change. If the liaison or liaison alternate is changed post-award, the replacement shall meet or exceed the qualifications and experience of the person assigned upon contract award.

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3.2.3 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 ten business days in advance of the change.

3.3 Privacy—The Contractor shall:

3.3.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

3.3.2 Contractor Personnel: 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 in accordance with the relevant requirements of the Privacy Act, 5 U.S.C, which may be found at the following URL: http://www.archives.gov/about/laws/privacy-act-1974.html.

3.3.3 Privacy Training: Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information successfully complete the DoD Privacy Act/Personally Identifiable Information (PA/PII) training 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.

3.3.4 Privacy Verification: Provide the COR written verification of compliance to the Privacy requirements (listed above) 120 calendar days prior to the expiration of each year’s contract option period or annually, as required. Note: After reviewing the Contractor’s verification, DoDEA reserves the right to ask for further verification data in order for DoDEA to comply with DoD’s evolving privacy mandates.

3.4 Section 508 Compliance—The Contractor shall:

3.4.1 Background: Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires Federal agencies that develop, procure, maintain, or use information and communication technology (ICT) to endure they are accessible to people with disabilities.

Federal employees and members of the public who have disabilities must have access to and use of information/data that is comparable to people without disabilities.

3.4.2 Requirement: Ensure that products, platforms, and services delivered as part of this work statement that are ICT or contain ICT conform to the Revised 508 Standards, 36 C.F.R. § 1194.1 & Apps. A, C & D which are located at the following URL: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines.

3.4.3 ARS: See the attached ICT Accessibility Requirements Statement (ARS). All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities, than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards or when Chapters 4-6 do not address one or more functions of ICT. Note the guidance in the table below:

Applicable Requirements Directions

Software Features and Components

Applies to all WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, and 503 Applications.

Hardware Features and Components All requirements apply.

Support Services and Documentation All requirements apply.

Outputs/Deliverables Ensures that outputs/deliverables do not adversely affect accessibility features of the existing EIT technologies.

3.5 Optical Character Resolution (OCR): The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following five formats: Digital Accessible Information System/National Instructional Materials; Accessibility Standard (NIMAS) with cascading style sheet; HyperText Markup Language (HTML); Portable Document Format (PDF, unlocked, embedded fonts, single page); and Rich Text Format (RTF)/Word document.

3.6 Data & Data Rights: All data developed from any work awarded under this contract is and shall remain the property of the Government. The Contractor shall ensure that digital rights to all visual materials embedded

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in the resources will be given so that DoDEA for DoDEA’s internal use only may use resources without incurring copyright costs or infringing on copyright laws. All data developed from any work awarded under this contract is and shall remain the property of the Government.

3.7 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 Government-Furnished Information / Resources

4.1 There are no anticipated government-furnished information or resources.

5 Contract Deliverables

Milestone/Deliverable Word / Excel

Digital Copies PWS Planned

Frequency Direct Services Yes Yes 2.2

Ongoing after receipt of initial delivery order Indirect Services Yes Yes 2.3 General Requirements Yes Yes 2.4 Privacy Training Yes Yes 3.3.3 Three days after receipt of a written request Privacy Verification Yes Yes 3.3.4 120 calendar days prior to end of each contract year

6 Acronyms and Definitions

CCRS College and Career Ready Standards PA/PII Privacy Act/Personally Identifiable Information QASP Quality Assessment Surveillance Plan

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 that provides the basis for a meaningful QASP.

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

7 Performance Requirement Summary and Quality Assurance Surveillance Plan

7.1 Performance Requirement Summary (PRS)

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Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Task 1, Direct Services, PWS 2.2

100% compliance with PWS

No more than one day per semester per school site will the Contractor fail to provide the required direct services.

COR/POC inspection and other stakeholder feedback

Task 2, Indirect Services, PWS 2.3

100% compliance with PWS

No more than one day per semester per school site will the Contractor fail to provide the required indirect services.

COR/POC inspection and other stakeholder feedback

General Requirements, PWS 2.4

100% compliance with PWS

No more than one quarterly report on student progress will the Contractor deliver late.

COR/POC inspection

Privacy Training

PWS 3.3.3

100% compliance with PWS

No more than one request per year submitted late. COR inspection

Privacy Verification

PWS 3.3.4

100% compliance with PWS

Submitted 120 calendar days prior to the end of each contract year COR inspection

7.2 Quality Assurance Surveillance Plan (QASP): The Government utilizes this document to monitor contractor performance. The QASP is a living document and can be changed at any time during the life of the contract.

As such, the Government reserves the right to unilaterally edit it at its own discretion.

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. If there is an incident that violates one or more of these standards that directly involves the DoDEA student placed in the care of the facility, the incident shall be reported to the COR within 24 hours of discovery of the incident.

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

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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.

PERFORMANCE WORK STATEMENT