PWS_EFMP_5_August_2015.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR

SPECIAL NEEDS / SPOUSE OUTREACH COORDINATOR,

EXCEPTIONAL FAMILY MEMBER PROGRAM COORDINATOR

1. SCOPE OF WORK

The Contractor will assist military personnel, spouses, their families, and DoD Civilian employees to understand available resources for those with special needs, provide support to military spouses, make appropriate connections to resources, and follow-up with families to ensure needs are being addressed. Contractor will ensure appropriate tracking and reporting of services in the appropriate Air Force Family Integrated Results and Statistical Tracking

(AFFIRST) database. Duties to be performed at Beale AFB, CA, in the Airman and Family

Readiness Center (A&FRC) and other on and off-base facilities, as required for job duties.

The Period of Performance (PoP) for the proposed contract action will be comprised of a base contract year as well as four (4) possible option years. The PoP for the base year is 1 October

2015 to 30 September 2016.

2. DESCRIPTION OF SERVICES

The Contractor will assist the A&FRC staff in providing assistance in the following areas:

2.1. Facilitate communication among on and off-base agencies, military spouses/families, and the A&FRC. Serves as member of the Integrated Delivery System (IDS) committee.

2.2. Establish and maintain cooperative relationships with Exceptional Family Member

Program (EFMP) and Special Needs Identification and Assignment Coordination (SNIAC) offices to ensure delivery of integrated program/services. Monitors program compliance in accordance with the National Defense Authorization Act (NDAA) and public laws mandating educational and/or related services to individuals with disabilities.

2.3. In coordination with the Medical Treatment Facility (MTF) at Beale AFB, Contractor monitors and liaisons with housing referral, youth services, the education center, and coordinators of program resources, as necessary, to consolidate efforts of respite care services for special needs family members. May coordinate personnel, transportation, equipment, and materials to support referrals. Develops a consolidated portfolio of community resources such as Family Advocacy Program, financial assistance, medical care facilities, AFAS respite care, and community resources.

2.4. Documents the recommendations, placements, and EFMP issues in AFFIRST. Tailors family support services to address the specific needs of the installation demographics.

Establishes and maintains installation's EFMP Committee, as necessary. Requests Q-coded sponsor list from the Military Personnel Section monthly. Sends letters and/or emails to Q-coded sponsors via AFFIRST on available services and resources. Queries active duty sponsors during in processing, out processing, child/youth registration and special education placements. Develops bi-annual workshops to provide information to sponsors and families about their rights and responsibilities under local, state, and federal laws.

2.5. Performs administrative functions associated with the training, education and outreach program plan. Collects, analyzes, and maintains training, education and outreach materials

PWS FOR: SPECIAL NEEDS / SPOUSE OUTREACH COORDINATOR,

such as: listings of services and resources, reports, and surveys. Identifies program resource requirements and provides budget input for supplies and equipment. Accesses AFFIRST to gather information.

2.6. Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health

Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive

6025.18.

2.7. As necessary, provides information pertaining to the SNIAC process including installation points of contact, school liaison points of contract, Educational and Developmental

Intervention Services (EDIS), where available, and other local resources for special needs students.

2.8. Maintains contact with military spouses by providing information, assistance, and follow-up on areas across the family lifecycle to include, but not limited to: readiness (deployment, sustainment, and reintegration), transition, relocation, employment, and other support areas as necessary.

3. DELIVERABLES

3.1. In addition to providing basic desk support in the A&FRC the Contractor will develop and provide a bi-annual workshop educating military members and their families on support services available to special needs families via local, state, and federal resources.

3.2. Performance Tracking: The Contractor shall maintain an Excel or Word version spreadsheet, or similar tracking system, to track the number of hours that service was provided to ensure the number of hours authorized by this contract are not exceeded. Contractor will submit their tracking sheet to the Government POC bi-weekly (approximately the mid and last work days of the month).

4. CONTRACTOR PERSONNEL SIGNIFICANT FACTORS/QUALIFICATIONS

4.1. Education- a minimum of a Bachelor's degree in Education or a Social Sciences related field.

4.2. Knowledge of base, local, state, Air Force and federal policies, regulations and instructions concerning support to special needs families. ·

4.3. Broad knowledge of social science delivery systems as well as concepts, principles, theories, and practices relating to one or more of the social science fields:

4.4. Possess a thorough working knowledge of the worldwide web to conduct internet research and assist customers on how to conduct research.

4.5. Competence in operating a personal computer and a working knowledge of Microsoft

Office products and programs.

4.6. Basic understanding of military protocol, support group organizations, understanding of family systems in a military setting, and the ability to work effectively with diverse groups.

4.7. Basic communication skills appropriate in the professional environment of the A&FRC including the ability to use and comprehend the English language including fluently speaking, writing and reading.

4.8. Contractor shall dress in appropriate business attire while in performance of contract.

4.9. Experience in public speaking is highly desirable.

5. QUALIFICATION SUBMITTALS

The Contractor must provide:

5.1. Copy of Diploma showing proof of Bachelor's Degree in Education or a related Social

Sciences field.

5.2. Resume that exhibits proof of at least one (1) year of qualifying work experience.

Experience will be accepted as qualifying if it relates to: a position that deals with children or persons of special needs, deals with community organizations or local school systems, or shows other experience dealing with social services organizations.

5.3. References (at least two) who may ascertain for qualifying work experience performed within the last 3 years.

6. HOURS OF WORK

6.1. Normal Hour of Operation: The Contractor shall normally perform services in the A&FRC

Monday through Friday from 0730-1630 (7:30a.m. to 4:30p.m. with a one hour lunch), or as otherwise approved by supervisor for work at other assigned locations. Alternative hours may be adjusted in advance of work performance with prior approval from supervisor.

6.2. Alternative Hours of Performance: Addition to normal work hours the Contractor may be required to attend A&FRC events, classes, workshops, school board meetings, conventions, or other events within the local area which are outside normal work hours or take place over the weekend, as determined by the A&FRC Chief. The Government does not allow charges for travel, fuel, mileage on a company or personal vehicle, or use of a Government vehicle for the

Contractor employee to attend these events. When Contractor is required to work alternative hours all attempts will be made to adjust regular work schedules to continue to accommodate an 8 hours per day or 40 hours per week schedule (for example, if a four hour lecture needs to be attended on a Saturday, the A&FRC Chief may allow the employee to leave 4 hours early on Friday). Please note that overtime compensation will not be provided for performance in excess of 8 hours/day or 40 hours/week; Contractor performance will not exceed 1960 hours per year.

6.3. Performance Tracking: The Contractor shall maintain an Excel or Word version spreadsheet, or similar tracking system, to track the number of hours that service was provided to ensure the number of hours authorized by this contract are not exceeded. Contractor will submit their tracking sheet to the Government POC bi-weekly (approximately the mid and last work days of the month).

6.4. Holidays: All Federal Holidays will be paid days off, and include: New Year's Day, Birthday of Martin Luther King Jr., Washington's Birthday, Memorial Day, Independence

Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, Christmas Day. NOTE:

ACC Family Days are not considered Federal Holidays and the Contractor will not be compensated for these closures.

6.5. Leave Allowance: Services will be provided approximately 40 hours per week in the

Airman & Family Readiness Center, up to 120 hours per year. This limitation per annum allows for inclusion of three weeks unpaid time off (including both sick leave and vacation).

7. TRAVEL. Travel is necessary in and around the local area to participate in meetings involving special needs services to military families. Travel may be required to attend annual training or conferences within the local area to remain abreast of information which will enhance services to military families with special needs. Contractor will be required to utilize their own personal or company vehicle in order to attend; mileage, fuel or other associated vehicle costs shall not be reimbursed by the Government.

8. SECURITY REQUIREMENTS. Project is unclassified - access to classified information is not required.

8.1. Physical Security. The Contractor shall be responsible for safeguarding all government property and information provided for Contractor use. At the close of each work period

Government facilities, equipment, and materials shall be secured.

8.2. Pass And Identification Items. The Contractor shall ensure the pass and identification items required for contract performance are obtained. At a minimum, security checks will be obtained by the Contractor for base access to receive a Common Access Card and to operate a vehicle on base.

8.3. Retrieving Identification Media. Prior to contract expiration or termination of service the Contractor shall return all identification media to A&FRC sponsor as part of out-processing procedure. Failure to return media will be reported to Security Forces Squadron for investigation.

8.4. Traffic Laws. The Contractor shall comply with base traffic regulations. Please note that all traffic regulations are strictly enforced on base and that cell phone use is not permitted while driving, unless a hands-free device is utilized.

8.5. Weapons Firearms and Ammunition. Contract employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their Contractor-owned vehicle or privately owned vehicle while on Beale AFB.

8.6. Key Control. The Contractor shall establish and implement methods of making sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

8.6.1. The Contractor shall immediately report any lost or duplicated keys to the A&FRC

Chief.

8.6.2. In the event that keys are lost or duplicated the Contractor may be required, upon written direction of the Contracting Officer, to pay to re-key or replace the lock or locks impacted without cost to the Government. The Government may replace the affected lock or locks or perform re-keying and deduct the cost from any payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost will be deducted from any payment due the Contractor.

8.7. SF SSP Questionnaire for Public Trust Positions. The U.S. Government conducts background investigations and reinvestigations to establish that applicants or incumbents either employed by the Government or working for the Government under contract are suitable for the job and/or eligible for a public trust or sensitive position. Information from this form is used primarily as the basis for this investigation. Contractor will be required to complete this form only after a conditional offer of employment has been made.

8.8. DD Form 254 Contract Security Classification Specifications. The Federal

Acquisition Regulation (FAR) requires that a DD Form 254 be incorporated in each classified contract, and the National Industrial Security Operation Manual (NISPOM) (4-103a) requires that a DD 254 be issued by the government with each Individual Bid, Request for Proposal, or Request for Quote. The DO Form 254 provides to the Contractor (or a subcontractor) the security requirements and the classification guidance that would be necessary to perform on a classified contract. Contractor may be made to comply with additional security checks as required by the DD 254 determination, if needed.

9. GOVERNMENT INPUTS/EQUIPMENT

The Government will provide workspace, desk, personal computer, associated equipment, and office supplies to be used in performance of job duties. Damage to any Government property must be reimbursed by the Contractor.

10. CONTROLS OVER WORK

Contractor oversight to be provided by the Chief of the Airman & Family Readiness Center

(A&FRC).