Audiologist_-PWS-v2.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

16 Sep 24 1

Audiological Services, West Point Schools

1. General Information and Scope of Work

1.1 Agency: For school year (SY) 2024-25, the Department of Defense Education Activity (DoDEA) will provide

PK-12 instruction in 161 schools to over 67,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates

50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates

64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain, and Italy. In the

Pacific, DoDEA operates 46 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA also operates a fully accredited virtual high school with teaching hubs in the Americas, Europe, and Pacific. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.2 Background: DoDEA has not required audiological services at West Point Schools in at least eight years.

1.3 Scope of Work: Two students require a certified audiologist to regularly check devices for functionality and compatibility with their cochlear implants and to make classroom modification recommendations as needed.

Services are required twice a month for an estimated 90 minutes for each visit. The period of performance is a base period of seven months (completing school year 2024-25) and two option periods covering school years 2025-26 and 2026-27.

2 Requirements

Audiological Services: The Contractor shall provide the services of a certified audiologist, which for this requirement consist primarily of checking students’ devices for functionality and compatibility with their cochlear implants and to make classroom modification recommendations as needed.

Supporting Tasks: 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.

2.1 Task 1, Audiological Services—The Contractor shall:

2.1.1 Direct Services: to regularly check two students’ devices for functionality and compatibility with their cochlear implants and to make classroom modification recommendations as needed. DoDEA expects that this service for two students will require a total of two 90-minute visits every month during the school year. There may be occasions that service is required in between the normally scheduled school visits—an estimated one 90-minute session per semester. If a current students’ military parent changes duty stations or if the current students’ IEPs change, or if other students requiring audiological support enroll, the direct service time required may increase or decrease accordingly.

2.1.2 Indirect Services: The audiologist shall complete the required web-based training that includes privacy training. The audiologist may also be required to participate in IEP meetings for the students s/he is servicing. All trainings and meetings may be done virtually. DoDEA estimates that the audiologist requires six hours in the base year for indirect services and four hours per year thereafter.

2.1.3 In all interactions in the school setting, this person shall adhere to the Standards of Conduct, per

Technical Exhibit #1.

2.2 Meetings: The Contractor shall 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.

2.2.1 Post-Award Conference: The Contractor shall participate in a video- or teleconference with the COR five business days after award IAW FAR Subpart 42.5.

2.2.2 Other Post-Award Meetings: The Contractor shall 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

16 Sep 24 2 apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

2.3 Performance Standards and Acceptable Quality Levels

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

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

3 Constraints

3.1 Place of Performance: Audiological services shall be delivered at the school site. Required web-based trainings may be completed off site.

3.2 Privacy—The Contractor shall:

3.2.1 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.

▪ All Contractor personnel that have access or may potentially have access to DoDEA data in any form shall be US citizens, including any third-party penetration (PEN)/security testers.

3.2.2 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.

3.2.3 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.

3.3 Liaison and Alternate Liaison—The Contractor shall:

3.3.1 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.

3.3.2 Notify the COR in writing regarding any change in either the 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.

3.4 Key Functions—The Contractor shall provide the following: Liaison and Alternate Liaison and Audiologist.

They shall be available, from 9AM to 3PM EST, Monday - Friday, except for Federal holidays or when the

Government facility is closed for administrative reasons.

3.4.1 Liaison/Alternate: Provide a person to be responsible for the performance of work. The name of this liaison and an alternate who shall act for the Contractor when the liaison is absent shall be designated in writing to the Contracting Officer. The program manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Provide a liaison with an advanced degree in a relevant area and at least three years of experience in a similar role. Provide an alternate that will be able to speak for the liaison regarding contractual matters.

3.4.2 Audiologist: Provide a professional who has New York state licensure as an audiologist or an exemption from having a license to practice audiology from the New York State Department of

Education. This person shall possess a graduate degree in audiology from a New York state registered licensure qualifying program, a program accredited by the American Speech Language and Hearing

Association (ASHA), or the equivalent. This person shall also have at least one year of experience practicing audiology, preferably in a K-12 school setting, and a clean, valid criminal background check.

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3.4.3 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 ten business days in advance of the change.

3.5 Holidays and Hours of Operation: The liaison or alternate liaison shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns. 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, Independence Day, Labor

Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

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 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.

3.8 Security Requirements: Contractor personnel performing work under this contract shall follow the installation’s rules and regulations for contracted services to include the guidance in Technical Exhibit #2.

4 Government-Furnished Information / Resources

4.1 The Government will provide the necessary facility to perform the audiological services and identification badges associated with entering the installation and working at the school.

5 Contract Deliverables

Milestone/Deliverable Word

/ Excel

Digital

Copies

PWS

Planned

Frequency

Direct Services Yes Yes 2.1.1

90 minutes at the school site every other week and a estimated one “unscheduled” session each semester.

Indirect Services Yes Yes 2.1.2 Approximately six hours in the base period and four hours in each option year.

Technical Support Yes Yes 2.5.1 Ongoing after receipt of initial delivery order

Privacy Training Yes Yes 3.2.3 Three days after receipt of a written request

Privacy Verification Yes Yes 3.2.4 120 calendar days prior to the end of each contract year

6 Acronyms and Definitions

PA/PII Privacy Act/Personally Identifiable Information

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) : 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 KO’s warrant.

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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 contracted to provide specific supplies or services to the Government. The term herein 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): Statement of work for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

7 Performance Requirement Summary

Performance

Objective

Performance

Standard Acceptable Quality Level Inspection Method

Direct Services, PWS 2.1.1

PWS-

compliant

Provide satisfactory or higher service for the students and provide audiological-centric recommendations for classroom modifications, upon request.

COR inspection and stakeholder feedback

Indirect Services, PWS 2.1.2

PWS-

compliant

Complete all required trainings in a timely manner.

Participate in IEP meetings as required by the COR.

COR inspection and stakeholder feedback

Privacy Training

PWS 3.2.3

PWS-

compliant

No more than one certificate per year sent to the COR more than three business days from the date of the COR’s request for it.

COR inspection

Privacy Verification

PWS 3.2.4

PWS-

compliant

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

COR inspection

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.

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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.

Technical Exhibit #2 - SECURITY REQUIREMENTS

1 Installation Passes and Access: The Contractor shall ensure contractor personnel obtain installation/base passes, which requires the contracted employees to meet all applicable installation/base requirements.

1) Passes, identification badges, and access are at no cost to the Contractor.

2) Since turnaround time is unpredictable and varies from location to location, Contractors are encouraged to coordinate installation/base access well in advance of the projected start dates.

3) Identification badges shall be visible at all times when on the installation/base.

4) Upon contracted employees no longer require access to the installation/base, they must return their passes and identification badges to the proper installation/base office.

2 Line-Of-Sight-Supervision (LOSS): The Contractor shall ensure contractor personnel in performance of their duties do the following:

2.1 Cooperate with line-of-sight-supervision (LOSS), in accordance with DoDI 1402.05, while engaged in child interactive duties or in the presence of children in a DoD-sanctioned program or activity.

2.2 Wear 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/sponsors.

3 Contracted Employee Background Screening with Childcare Checks

3.1 Background:

3.1.1 US Code, Title 34 (section 20351) Crime Control and Law Enforcement, Public Law No 101-647, Section 231, Public Law No. 102-190, Section 1094 (Crime Control Act), and DoD Instruction

1402.05 (Background Checks on Individuals in DoD Child Care Services Programs) requires that each agency of the Federal government and every facility operated by the Federal government (or operated under contract with the Federal government) that hires (or contracts for hire) individuals involved with the provision to children under the age of 18 of child care services ensure that all existing and newly-hired employees successfully complete a criminal history background check.

3.1.2 The criminal history background check is (1) based on a set of the employee's fingerprints obtained by a law enforcement officer and on other identifying information. (2) conducted through the

Identification Division of the Federal Bureau of Investigation and through the state criminal history repositories of all states that an employee or prospective employee lists as current and former residences in an employment application; and (3) initiated through the personnel programs of the applicable

Federal agencies, which for DoDEA is the Security Management Division.

3.1.3 The Government will initiate, process, and make any adjudicative determinations for contracted employees working on a DoDEA contracts that are US citizens or foreign nationals that have resided in the US for three years or more.

3.2 Requirement

3.2.1 In accordance with DoDI 1402.05, Background Checks on Individuals in DoD Childcare Services

Programs, individuals who have regular contact with children under 18 years of age in DoD-sanctioned child care services programs shall successfully complete a criminal history background

16 Sep 24 6 check to protect the health, safety, and well-being of children in such programs.

3.2.2 DoD contractors shall ensure that the proper forms for their employees are submitted in a timely manner so that DoD can complete a Tier 1 Investigation with state criminal history record (SCHR) checks—formerly known as Child Care National Agency Check and Inquiries (CNACI)—which includes an FBI criminal history background check conducted through the Criminal Justice

Identification Services Division of the FBI and SCHR checks through state repositories of all states that a provider or contractor or prospective provider or contractor lists as current and former residences within the last five years. Results of an advanced FBI fingerprint check shall be obtained before the

Federal agency—DoDEA—can complete the full Tier 1 Investigation and authorize the contracted employee to work with children under the age of 18. See the section entitled LOSS (below).

3.2.3 The Contracting Officer’s Representative (COR) is responsible to obtain and submit the required background processing packages to DoDEA Security Management Division (SMD) for processing.

The processing timeline for completed childcare checks could be 120 days or more for completion by Defense Counterintelligence and Security Agency (DCSA). The adjudication and final determination will occur after investigative results have been received by DoDEA SMD for action.

3.2.4 Required documents to initiate background checks processing are:

1) SMD – Contractor Background Request Form (NIP)

2) DD Form 2981, Basic Criminal History and Statement of Admission

3) DD 3058 IRC (Installation Records Check)

4) DoDEA IRC/FAP Consent Form

5) OF 306 Declaration for Federal Employment

6) Service Specific forms may be required, Army Substance Abuse Program (DD5018-R)

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

1) 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:

sexual offense, any criminal offense involving a child victim, and felony drug offense.

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