B08_PWS_HES_SPED_Consultant.pdf

Performance Work Statement (PWS)

HAVASUPAI ELEMENTARY SCHOOL

SPECIAL EDUCATION CONSULTANT

July 17, 2024

Version 1.0

Vision Statement

1 Introduction

1.1 Mission

1.2 Background

1.3 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Location and Hours of Work

2.7 Travel / Temporary Duty (TDY)

3 Performance Requirements

3.1 HLO. ............................................................................................. Error! Bookmark not defined.

3.2 Training

4 Special Requirements

4.1 Security and Safety

4.1.1 Security

4.1.2 Safety

4.2 Transition

4.3 Government Furnished Materials

4.4 Environmental Requirements

4.5 Applicable Directives

4.6 Quality

4.6.1 Quality Control

4.6.2 Quality Assurance Surveillance Plan (QASP)

5 Deliverables

6 Related Documents

Performance Work Statement (PWS)

HAVASUPAI ELEMENTARY SCHOOL, SPECIAL EDUCATION CONSULTANT

Vision: 98% of the Havasupai Elementary School’s (HES) Special Education (SPED) student case files shall be compliant, certified and locked in the Bureau of Indian Education’s Native American Student Information System (NASIS) by October 15, 2024.

1 Introduction This is a six-month short-term performance-based contract for a Special Education (SPED) consultant who shall bring all SPED case files at the Havasupai Elementary School (HES) located in Supai, AZ, into compliance before October 15, 2024. A compliant case file shall (1) contain all mandatory SPED documentation and forms; and (2) shall be in a status of “locked” within the BIE, Native American Student Information System (NASIS) by October 15, 2024. These activities shall ensure HES is prepared for the Child Count data pull being conducted by the BIE, Division of Performance and Evaluation (DPA) on October 30, 2024. The Child Count data pull is derived from each student’s Special Education case file in NASIS and is the basis for the funding methodology for Part B, IDEA funding for all 163 bureau-funded school including HES. An inaccurate child count negatively and directly impacts the level of funding HES shall receive to support its SPED Program and directly impacts SPED services to students. There approximately 35 students with an active SPED case at HES. There are approximately 70 case files that are within scope of this contract as each student has two SPED case files: a hard copy case file and an electronic case file maintained in NASIS. Both case files must be assessed and brought into compliance.

1.1 Mission

The mission of the BIE is to provide quality educational opportunities from early childhood through life in accordance with a tribe’s needs for cultural and economic well-being, in keeping with the wide diversity of Indian tribes and Alaska Native villages as distinct cultural and governmental entities.

Further, the BIE is to manifest consideration of the whole person by considering the spiritual, mental, physical, and cultural aspects of the individual within his or her family and tribal or village context.

1.2 Background

The Havasupai Elementary School (HES) is in Supai, Arizona. HES is a K-8th grade school, serving approximately 80 students from the Havasupai Tribe. HES is located on the traditional lands of the Havasupai Tribe and is a federally operated school by the Department of the Interior, Bureau of Indian Education, under the direction of the Associate Deputy Director, Bureau Operated Schools, and an Education Program Administrator.

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.

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.

All services, goods and people must make the 8-mile trek in and out of the Havasupai village either by foot, on horseback or by helicopter. There are no roads to travel into Supai, which makes this contract unique due to the location and remoteness of the HES and community.

1.3 Scope

2.0 General Requirements

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement.

The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual action in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-workdays or other periods when Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks [tailor this for on-site and off-site support]. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Labor Categories document (see attachment), labor rates, and man-hours utilized in the performance of each Task Order (PWS line item) issued hereunder will be the minimum necessary to accomplish the task the Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at various contractor, subcontractor, and Government facilities (mainly in the continental United States). Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight (8) hours per day, 40 hours per week. Flextime workers start not earlier than 0600 and not later than 0900. Core hours of work are from 0900 to 1500 daily. All employees are expected to be available during core hours.

2.7 Travel / Temporary Duty (TDY)

Travel to other government facilities or other contractor facilities may be required and will be specified in the PWS. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the government (subject to local policy procedures) and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy & procedures; may reference FAR).

3.0 Performance Requirements

The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1. PROJECT MANAGEMENT AND COORDINATION OF HES SPED FILE COMPLIANCE.

The contractor shall direct, manage and coordinate the total work efforts associated with delivering high quality special education files and service coordination to the Havasupai Elementary School as required herein to meet the performance objectives and performance standards.

3.1.1 The contractor shall implement a Project Management Plan to demonstrate the ability to satisfy contract objectives within the established and specified time limits.

3.1.2 The contractor shall implement work control procedures to monitor accomplishment of all work requirements as well as to track progress and reporting of all performance objectives.

3.1.2 The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits

3.2 CONDUCT CASE FILE REVIEW TO GATHER BASE LINE DATA

3.2.1 Review all Open and Active SPED Case Files

The contractor shall perform a case file review on all active and open HES’ Special Education (SPED) case files. A case file review includes an assessment of each student’s SPED hard copy case file and SPED electronic case file, which is contained within the Native American Student Information System (NASIS). As of July 2024, there are approximately 35 students with an open special education case at HES, each with a hard copy and electronic case file. There are approximately 70 case files to review. The case file review shall be performed and completed within 30-days of contract award. The contractor will review and assess each case file and document the results using the BIE’s Indian School Equalization Program (ISEP) Case File Monitoring Form/ Checklist and the ISEP Special Education Certification Log.

Performance Standards

a) Standard: Timeliness: Contract SPED Case files are reviewed within 30 calendar days of award.

AQL: No more than two business days past standard.

b) Standard: Completeness: Deliverables demonstrate that 100% of hard copy and electronic NASIS case files are reviewed using the required documentation.

AQL 2% deviation – no less than 98% of case files are reviewed

Deliverables A001 Indian Student Equalization Program (ISEP) Case File Monitoring Form/ Checklist A002 ISEP Special Education Certification Log

3.2.2 Analyze and Report the Results of the Case File Review

The contractor shall analyze the results of the case file review and deliver a written report summarizing the data and results. The written report shall be submitted within 45-days after contract award. The report shall include case level information by student outlining missing information and documents and shall map the differences that exist between the student’s hard copy case file and their electronic case file in NASIS, to pinpoint discrepancies in documentation, information and forms. The report shall also include a larger analysis and snapshot of the current state of all HES case files collectively using the deliverables as the source of information from 3.1.1.

Performance Standards

a) Standard: Timeliness: Report outlining the results of the case file review is provided within 45-days of award.

AQL: No more than two business days past standard.

b) Standard: Accuracy: The report provides a baseline analysis and accurately depicts the current state of each HES SPED case file and provides a summary analysis at the Individual level for every student SPED case and at the systems level for a large depiction of HES.

AQL: 100% of required data, and analysis information is reflected in the report.

Deliverables A003 Case File Review Summary Report

3.2.3 Missing Documentation. Identify a correction action plan for each SPED case file where missing key documentation and information exist. Outline the plan of action the contractor shall take to obtain the necessary documentation paperwork to bring the case file into compliance. The contractor shall have 45-days from contract award to complete the corrective action plan and obtain approval by the School Principal and Project Manager.

3.4 IEP REVIEW & COMPLIANCE

Standard(s): 90% of current, expired or pending IEPs are complete and in NASIS by October 30, 2024

3.4.1 Schedule, prepare and send meeting notices and prior written notice to parent for IEP meetings

3.4.2 Facilitate development of student(s)’ Individual Education Program (IEP) based on data to identify the student’s present levels of academic achievement and functional level; teacher input, and parent input; and assemblance of required IEP team members including parent.

3.4.3 Ensure the IEP is following and in compliance with IDEA, Bureau of Indian Education (BIE) Special Education Policy and Procedures, and school/state curriculum and objectives.

3.4.4 Develops and Implements process for Transfer IEP’s to review, accept or reject, and transfer data into NASIS, and communicate with parents in a timely manner to implement the IEP and ensure student services.

3.4.4.a. IEP CALENDAR AND MEETING FACILITATION. Develops all IEPs for compliance prior to scheduled parent meetings. Schedules and facilitates/conducts all IEP meetings. Responsible for maintaining a master IEP calendar to ensure all deadlines related to IEPs are met.

4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

This section describes the security and safety for this effort. The following sub-sections provide details of various considerations on this effort.

4.1.1 Security

DD Forms 254: Overarching security requirements and Contractor access to classified information shall be as specified in the basic DD Form 254, which will be further identified in the DD Form 254 for each TO, as required. All contractor personnel with access to unclassified information systems, including e-mail, shall have at a minimum a favorable National Agency Check (NAC).

Visitor Group Security Agreement. The contractor shall sign a Contractor Visitor Group Security Agreement to protect classified information involved in performance under this contract or Task Order.

The Agreement will outline responsibilities in the following areas: Contractor security supervision;

Standard Practice Procedures; access, accountability, storage, and transmission of classified material;

marking requirements; security education; personnel security clearances; reports; security checks; security guidance; emergency protection; protection of government resources; DD Forms 254; periodic security reviews; and other responsibilities, as required.

4.1.2 Safety

Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DODD 4715.1E). These requirements shall be incorporated into the contractor's safety and health program. The Department of Defense (DoD) participates in the OSHA Voluntary Protection Program (VPP). Contractor personnel performing services on a DoD installation shall participate in the local VPP. Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html.

Mishap Notification and Investigation: The contractor and its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The contractor shall notify (via telephone) the cognizant contracting officer, the contracting officer's representative, and/or other applicable members within four (4) hours of all mishaps or incidents. The Government person notified by the contractor will in-turn notify the Safety office. Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post. If requested by the cognizant contracting officer, the contracting officer's representative, and/or the cognizant program manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

4.2 Transition

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact http://www.osha.gov/dcsp/vpp/index.html the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

4.3 Government Furnished Materials

The Government will make available the materials, office space, communications capability and information on the dates specified as identified in Attachment XX for use by the contractor in the performance of this contract.

4.4 Environmental Requirements

The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. Compliance with documents listed as non-mandatory is the contractors' option.

Mandatory compliance (list)

Non-Mandatory document (list)

4.5 Applicable Directives

The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. Compliance with documents listed as non-mandatory is the contractors' option.

Mandatory compliance (list)

Non-Mandatory document (list)

4.6 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

4.6.1 Quality Control

The Contractor shall develop a Task/Delivery Order QCP and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and 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 he assures himself that his work complies with the requirements of the contract.

The finalized QCP will be accepted by the Government at the time of the award of the Task/Delivery Order. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

4.6.2 Quality Assurance Surveillance Plan (QASP)

The Government shall monitor the Contractor's performance under this Task/Delivery Order in accordance with the Government's QASP.

4.6.3 Period of Performance

The Contractor shall perform within the Quality Assurance timeline, but the purchase order will be created for twelve months and optional -option year one (1).

5 Deliverables

The contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in CDRLs and/or other means TBD.

Number Name Frequency Quantity

A001 Indian Student Equalization Program (ISEP) Case File Monitoring Form/ Checklist Frequency: One Time Submission for each Case File Assessment and Review Completed Quantity: Approximately 70

A002 ISEP Special Education Certification Log Frequency: One Time Submission Quantity: 1

A003 Case File Review Summary Report Frequency: One Time Submission Quantity: 1

6 Related Documents The following Documents are related to this project.

Individuals with Disability Education Assistance Act (IDEA) Indian Student Equalization Program (ISEP) Case File Monitoring Form/ Checklist ISEP Special Education Certification Log

Performance Requirement Summary (PRS)

Performance Task Standards/AQLs Incentive/Remedy

3.1.1 Review all Open and

Active SPED Case Files

a) Standard: Timeliness: Contract SPED Case files are reviewed within 30 calendar days of award.

AQL: No more than two business days past standard.

b) Standard: Completeness:

Deliverables demonstrate that 100% of hard copy and electronic NASIS case files are reviewed using the required documentation.

AQL 2% deviation – no less than 98% of case files are reviewed

N/A

3.1.2 Analyze and Report

the Results of the Case File Review

a) Standard: Timeliness: Report outlining the results of the case file review is provided within 45-days of award.

AQL: No more than two business days past standard.

b) Standard: Accuracy: The report provides a baseline analysis and accurately depicts the current state of each HES SPED case file and provides a summary analysis at the Individual level for every student SPED case and at the systems level for a large depiction of HES.

AQL: 100% of required data, and analysis information is reflected in the report

N/A