PWS_Crisis_Mgmt._Training_090519_FBO.pdf

PERFORMANCE WORK STATEMENT

CRISIS MANAGEMENT TRAINING

Operation Plans, Legislation, & Policy

AUGUST 28, 2019

DEPARTMENT OF DEFENSE EDUCATION ACTIVITY

4800 Mark Center Drive Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

CRISIS MANAGEMENT TRAINING

1. General Information and Scope of Work.

1.1. Agency: The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to approximately 73,000 students at over 160 schools in seven states, 12 foreign countries, Guam, and Puerto Rico. DoDEA’s mission is supported by a staff of approximately 11,400 employees, which consists of both educational and non-educational personnel. DoDEA’s mission is to provide an exemplary education that inspires and prepares all DoDEA students for success in a dynamic, global environment.

1.2. Background: The DoDEA requires the support of a professional services organization with emergency management, school safety and security expertise providing training and education to K-12 schools, facilitation proficiency, experience and professional affiliation with established national level academic organizations to support its operation and management of

DoDEA’s school safety and security program. DoDEA school safety and security programs supports DoDEA’s Community Strategic Plan; “All DoDEA levels will have a safe, secure, and well managed environment conducive to learning.” This is a non-personal services contract to provide a comprehensive Crisis Management Training Program.

1.3. Scope of Work: The DoDEA requires an experienced organization capable of providing non-personal services necessary to provide training in a comprehensive approach to school safety, security, and crisis management for the identified DoDEA affiliated personnel acknowledged in this Performance Work Statement (PWS). The training shall include the Department of

Education (and adopted by DoDEA) four crisis phases: prevention, preparedness, response/intervention, and recovery. The training shall also include, but not limited to, qualified key personnel, equipment, workbooks, supplies, and other items and non-personal services necessary to provide a comprehensive crisis management training. In addition, approximately six to ten (6-10) trainings may occur within a period of performance in various DoDEA schools in the Americas, Europe, and the Pacific. This requirement is projected to contain a base year and four (4) option years.

2. Requirement (Objectives)

2.1. (Objective 1) Crisis Prevention and Preparedness – Lesson One. The contractor shall adhere to the Department of Defense (DoD) and DoDEA’s established crisis management standards of Prevention, Preparedness, Response and Recovery and support the activities of

DoDEA schools’ safety and security program through: The development and presentation of workshops and on-site training for school officials; The provision of technical assistance and facilitation services to various program stakeholders and local school level; The development, updating, and dissemination of Program materials; Formal reviews and evaluations of the effectiveness of the overall Program; and onsite survey and assistance. Lesson One shall address comprehensive pre-crisis management planning suitable for area, district, principal, crisis management team (i.e. counselors, school psychologist, and nurses), law enforcement, fire/Emergency Medical Services, installation officials (i.e. Directorate of Plans, Training, Mobilization, and Security and Antiterrorism Officer), and mission assurance and presented at multiple DoDEA served installations.

“The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance based approach.”

Supporting Tasks

(Task 1) The contractor shall travel to the training sites to provide school crisis prevention and preparedness training. The training content shall demonstrate a central focus on school crises by providing evident of established management research, theory, and current best practices exhibited by:

Empirical research from peer reviewed journals/ publications.

Clearly demonstrates alignment with the most current Guide for Developing High-

Quality School Emergency Operations Plans (June 2013).

Advocacy for program use by at least one or more of the following school-based professional organizations: the American School Counselor Association (ASCA); the

National Association of School Psychologists (NASP), the National Association of

School Superintendents (NASS); the National Association of School Nurses (NASN);

and/or the American Psychological Association - Division 16 (School Psychology).

Use the National Incident Management System and Incident Command Structure.

Address how providers can minimize the effects of traumatic impact on all school stakeholders (i.e. students, parents, staff members, and the community).

Provide developmentally appropriate crisis prevention and preparedness efforts in grade Pre-Kindergarten (PK) to 12.

(Task 2) The contractor shall provide one crisis management program manual per school that is endorsed by at least one of school-based professional organizations listed above, and shall include clear descriptions and instructions for proper usage of the crisis management materials

The contractor shall furnish the crisis management program manual thirty (30) days prior to commencement of training for review and approval by the COR.

(Task 3) The contractor shall provide Certificate of Completion for participants immediately following completion of training. The contractor shall provide the certificate directly to the participants with a copy submitted to the COR.

(Task 4) Facilitate and conduct working sessions with crisis management team members from the school(s) at each installation (i.e. school psychologists, counselors, and nurses) and rehearse an incident from start to finish using a tabletop format and assist the participants to recognize individual roles and responsibilities throughout the implementation of the crisis management plans.

(Task 5) Facilitate a detailed step-by-step procedure of an incident from start to finish using a tabletop format and assist the participants to recognize individual roles and responsibilities during the application of the school/district crisis management plans. The tabletop exercise shall have be approximately 2.5-hours followed by a 1-hour hotwash – an instant “after-action” discussions and evaluations of school/district’s performance following a training exercise which is interchangeably used as After Action Review. The tabletop exercise attendance must not exceed 50 participants and 50 active observers.

(Task 6) Coordinate training dates with the COR and all stakeholders.

(Task 7) Provide coordination and registration for all training participants and stakeholders by name and office represented within five (5) calendar days prior to the start of the training.

Participants and stakeholders must include school district and local installation personal (i.e.

medical professionals, emergency managers, and associated staff). The COR must provide assistance with the initial list of participants and stakeholders.

(Task 8) Develop and submit a Quality Control Plan (QCP) for the government’s approval in compliance with this contract and submitted within ten (10) calendar days after contract award.

It is the contractor’s responsibility to ensure the services provided meet the requirement of the

PWS for DoDEA’s school safety and security program. Once the QCP is accepted by the government, the contractor shall use the QCP to guide and to document the execution of the required management and quality control actions to achieve the specified results.

(Task 9) The contractor shall provide a formal written After Action Reviews (AAR) and evaluations to identify and record participant’s strengths and weaknesses. All reviews and evaluations will be approved by the COR. The final AAR shall be provided to the COR within thirty (30) calendar days of project completion. A draft AAR shall be submitted to the COR for approval within ten (10) calendar days of project completion. The COR will provide feedback within five (5) business days from the receipt of the draft AAR.

(Task 10) The contractor shall develop and prepare written AAR on the results of each installation exercise visit. School drill reports shall be submitted to the COR for approval within five (5) calendar days of drill completion. A draft AAR report shall be submitted to the

COR for approval within then (10) calendar days prior to submitting the final report for review and feedback. The COR will provide feedback within five (5) business days from the receipt of the draft AAR. The final AAR report shall be provided to the COR within thirty (30) calendar days of project completion. The AAR shall include documentation of technical assistance and facilitation services provided.

(Task 11) Provide on-site survey and assistance to participants for the purpose of gauging the quality and accuracy of the training. All on-site surveys and assistance correspondence will be approved by the COR prior to dissemination.

(Task 12) Contractor shall provide a summary report (using Survey Monkey or equivalent) showing trends, conclusions, and recommendations based on participant feedback; using both qualitative and quantitative measures of the training effectiveness and value. This report will be provided to the COR within thirty (30) calendar days of project completion for each selected installation. All reporting documents to all stakeholders will be approved by the COR prior to dissemination.

(Task 13) The contractor shall prepare Participant Feedback and Lessons Learned reports for

Lesson One. The draft Participant Feedback and Lessons Learned reports shall be provided to the COR, area-level Instructional Systems Specialist (ISS), and Student Services Specialist

(SSS) five (5) calendar days after completion of training. The final AAR is due to the COR within ten (10) calendar days after completion of training and shall include a summary of participants’ feedback and lessons learned.

2.1.1. Travel. Travel may be required for objectives in this PWS on as needed basis. Travel will consist of one Contract Line Item Number (CLIN) with two Sub-CLINs (SLIN).

Travel in excess of the Not-to-Exceed (NTE) amount established for this SLIN must be approved by the Contracting Officer, in writing, before any travel can occur. No other expenses outside of Airfare and Per Diem shall be reimbursed resulting from travel associated with the contract.

“SLIN 1” (Airfare/ Car Rental) – The first SLIN shall be for airfare and car rental. The contractor will be asked to provide the airfare price for each travel event. The government will utilize an independent market research to determine the reasonableness of the price. The government will only reimburse the contractor for the agreed upon airfare determined prior to travel. Airfare shall only be purchased at economy/coach class levels unless the contractor can present evidence, which the government can confirm, on the unavailability of economy/coach class seating options for a specific trip.

Car rental shall be no larger than an economy size. The rental above economy size shall be justified prior to travel. Claims for rental car gasoline shall be supported by original receipts.

“SLIN 2” (Per Diem) – The second SLIN shall be for per diem which shall be calculated using GSA’s annual rates at time of travel found at https://www.gsa.gov/perdiem. For example, a trip to Los Angeles, CA has a 2019

Per Diem rate of $180 for the month of August. Any Government approved travel occurring during the month of August 2019 shall have a fixed Per Diem rate of $180 per GSA’s established rates at time of travel.

Travel Plans. The contractor shall provide a detailed travel plan in support of the objective(s) to the COR no less than ten (10) business days prior to travel unless the travel is in response to an emergency as determined by the government. The travel plan shall include the name of the traveler(s), location, purpose, and dates of travel; and a breakdown of anticipated travel expenses (rental car, airfare, etc.). The contractor shall coordinate with the Office of the Chief Information Officer to ensure site notification no less than ten (10) business days prior to the requested travel date. The contractor shall prepare and submit site visit letters to each site no less than ten (10) business days prior to the requested travel date.

Performance Standards and Acceptable Quality Levels (Objective 1)

The following applies to Objective 1:

2.1. Performance Standard (PS1) – Tasks will be completed in accordance with paragraph 2.1.

Acceptable Quality Level (AQL 1) – 100 % of tasks completed by the agreed upon completion date in accordance with applicable policies and procedures.

2.2. (Objective 2) Crisis Intervention and Recovery – Lesson Two. The contractor shall adhere to the Department of Defense (DoD) and DoDEA’s established crisis management standards of

Prevention, Preparedness, Response and Recovery and support the activities of DoDEA schools’ safety and security program through: The development and presentation of workshops and on-site training for school officials; The provision of technical assistance and facilitation https://www.gsa.gov/perdiem services to various program stakeholders and local school level; The development, updating, and dissemination of Program materials; Formal reviews and evaluations of the effectiveness of the overall Program; and onsite survey and assistance. Lesson Two will focus on the intervention and recovery roles of school-based mental health professionals. Thus, training shall be provided to counselors, school psychologists, nurses, and other installation mental health professionals (i.e. hospital, chaplain, approved clinical supervisor, children and youth services, military and family life counselors) in responding to crisis incidents and traumatic situations in K-12 schools and presented at multiple DoDEA served installations.

the requirements in order to successfully meet the objective. The tasks are not all inclusive as

(Task 1) The contractor shall travel to the training sites to provide school crisis intervention and recovery training. The training content shall demonstrate a central focus on school crises by providing evident of established management research, theory, and current best practices exhibited by:

Empirical research from peer reviewed journals/ publications.

Clearly demonstrates alignment with the most current Guide for Developing High-

Quality School Emergency Operations Plans (June 2013).

Advocacy for program use by at least one or more of the following school-based professional organizations: the American School Counselor Association (ASCA); the

National Association of School Psychologists (NASP), the National Association of

School Superintendents (NASS); the National Association of School Nurses (NASN);

and/or the American Psychological Association - Division 16 (School Psychology).

Use the National Incident Management System and Incident Command Structure.

Address how providers can minimize the effects of traumatic impact on all school stakeholders (i.e. students, parents, staff members, and the community).

Provide developmentally appropriate crisis intervention and recovery efforts in grade Pre-

Kindergarten (PK) to 12.

(Task 2) The contractor shall provide one crisis management program manual per school that is endorsed by at least one of school-based professional organizations listed above, and shall include clear descriptions and instructions for proper usage of the crisis management materials

The contractor shall furnish the crisis management program manual thirty (30) days prior to commencement of training for review and approval by the COR.

(Task 3) The contractor shall provide Certificate of Completion for participants immediately following completion of training. The contractor shall provide the certificate directly to the participants with a copy submitted to the COR.

(Task 4) Facilitate and conduct working sessions with crisis management team members from the school(s) at each installation (i.e. school psychologists, counselors, and nurses) and rehearse an incident from start to finish using a tabletop format and assist the participants to recognize individual roles and responsibilities throughout the implementation of the crisis management plans.

(Task 5) Facilitate a detailed step-by-step procedure of an incident from start to finish using a tabletop format and assist the participants to recognize individual roles and responsibilities during the application of the school/district crisis management plans. The tabletop exercise shall have be approximately 2.5-hours followed by a 1-hour hotwash – an instant “after-action” discussions and evaluations of school/district’s performance following a training exercise which is interchangeably used as After Action Review. The tabletop exercise attendance must not exceed 50 participants and 50 active observers.

(Task 6) Coordinate training dates with the COR and all stakeholders.

(Task 7) Provide coordination and registration for all training participants and stakeholders by name and office represented within five (5) calendar days prior to the start of the training.

Participants and stakeholders must include school district and local installation personal (i.e.

medical professionals, emergency managers, and associated staff). The COR must provide assistance with the initial list of participants and stakeholders.

(Task 8) Develop and submit a Quality Control Plan (QCP) for the government’s approval in compliance with this contract and submitted within ten (10) calendar days after contract award.

It is the contractor’s responsibility to ensure the services provided meet the requirement of the

PWS for DoDEA’s school safety and security program. Once the QCP is accepted by the government, the contractor shall use the QCP to guide and to document the execution of the required management and quality control actions to achieve the specified results.

(Task 9) The contractor shall provide a formal written After Action Reviews (AAR) and evaluations to identify and record participant’s strengths and weaknesses. All reviews and evaluations will be approved by the COR. The final AAR shall be provided to the COR within thirty (30) calendar days of project completion. A draft AAR shall be submitted to the COR for approval within ten (10) calendar days of project completion. The COR will provide feedback within five (5) business days from the receipt of the draft AAR.

(Task 10) The contractor shall develop and prepare written AAR on the results of each installation exercise visit. School drill reports shall be submitted to the COR for approval within five (5) calendar days of drill completion. A draft AAR report shall be submitted to the

COR for approval within then (10) calendar days prior to submitting the final report for review and feedback. The COR will provide feedback within five (5) business days from the receipt of the draft AAR. The final AAR report shall be provided to the COR within thirty (30) calendar days of project completion. The AAR shall include documentation of technical assistance and facilitation services provided.

(Task 11) Provide on-site survey and assistance to participants for the purpose of gauging the quality and accuracy of the training. All on-site surveys and assistance correspondence will be approved by the COR prior to dissemination.

(Task 12) Contractor shall provide a summary report (using Survey Monkey or equivalent) showing trends, conclusions, and recommendations based on participant feedback; using both qualitative and quantitative measures of the training effectiveness and value. This report will be provided to the COR within thirty (30) calendar days of project completion for each selected installation. All reporting documents to all stakeholders will be approved by the COR prior to dissemination.

(Task 13) The contractor shall prepare Participant Feedback and Lessons Learned reports for

Lesson Two. The draft Participant Feedback and Lessons Learned reports shall be provided to the COR, area-level Instructional Systems Specialist (ISS), and Student Services Specialist

(SSS) five (5) calendar days after completion of training. The final AAR is due to the COR within ten (10) calendar days after completion of training and shall include a summary of participants’ feedback and lessons learned.

2.2.1. Travel. Travel may be required for objectives in this PWS on as needed basis. Travel will consist of one Contract Line Item Number (CLIN) with two Sub-CLINs (SLIN).

Travel in excess of the Not-to-Exceed (NTE) amount established for this SLIN must be approved by the Contracting Officer, in writing, before any travel can occur. No other expenses outside of Airfare and Per Diem shall be reimbursed resulting from travel associated with the contract.

“SLIN 1” (Airfare/ Car Rental) – The first SLIN shall be for airfare and car rental. The contractor will be asked to provide the airfare price for each travel event. The government will utilize an independent market research to determine the reasonableness of the price. The government will only reimburse the contractor for the agreed upon airfare determined prior to travel. Airfare shall only be purchased at economy/coach class levels unless the contractor can present evidence, which the government can confirm, on the unavailability of economy/coach class seating options for a specific trip.

Car rental shall be no larger than an economy size. The rental above economy size shall be justified prior to travel. Claims for rental car gasoline shall be supported by original receipts.

“SLIN 2” (Per Diem) – The second SLIN shall be for per diem which shall be calculated using GSA’s annual rates at time of travel found at https://www.gsa.gov/perdiem. For example, a trip to Los Angeles, CA has a 2019

Per Diem rate of $180 for the month of August. Any Government approved travel occurring during the month of August 2019 shall have a fixed Per Diem rate of $180 per GSA’s established rates at time of travel.

Travel Plans. The contractor shall provide a detailed travel plan in support of the objective(s) to the COR no less than ten (10) business days prior to travel unless the travel is in response to an emergency as determined by the government. The travel plan shall include the name of the traveler(s), location, purpose, and dates of travel; and a breakdown of anticipated travel expenses (rental car, airfare, etc.). The contractor shall coordinate with the Office of the Chief Information Officer to ensure site notification no less than ten (10) business days prior to the requested travel date. The contractor shall prepare and submit site visit letters to each site no less than ten (10) business days prior to the requested travel date.

Performance Standards and Acceptable Quality Levels (Objective 2)

The following applies to Objective 2:

https://www.gsa.gov/perdiem

2.2. Performance Standard (PS1) – Tasks will be completed in accordance with paragraph 2.2.

2.3. (Objective 3) Crisis Management Training Program Review and Update. To review and evaluate annually previous and currently used crisis management methods and techniques in order to ensure it adheres to current DoD and DoDEA policies and best practices. This evaluation phase is critical to the development of the program and training lessons; it is to primarily understand the current practice in order to incorporate new elements and/or make any necessary changes the lessons and manuals for the purpose of enhancing the training and save lives.

the requirements in order to successfully meet the objective. The tasks are not all inclusive as

(Task 1) Once annually, the contractor shall review and evaluate previous and currently used crisis management methods and techniques.

(Task 2) The contractor shall provide feedback to the COR and incorporate applicable DoD and DoDEA policy updates and best practices used by other professional organization into the new training program.

(Task 3) Once annually, the contractor shall develop a crisis prevention and preparedness manual and a crisis intervention and recovery manual. The manuals shall be provided to the

Contracting Officer’s Representative 30 days prior to training start date.

(Task 4) The contractor shall provide printed and digital supplemental educational training guides or pamphlets updates as needed through a revised manual and/or supplemental materials based on lessons learned, abrupt best practices changes, and/or policy and regulation changes.

The contractor shall submit a digital copy of the supplemental material(s) to the COR for review and approval prior to distribution. Once approved, the contractor shall provide the finalized supplemental material via printed and/or digital copy to the COR at least five (5) business days prior to the training start date and to each participant at training.

Performance Standards and Acceptable Quality Levels (Objective 3)

The following applies to Objective 3:

2.3. Performance Standard (PS1) – Tasks will be completed in accordance with paragraph 2.3.

3. Constraints. The following are the constraints associated with this Performance Work Statement

(PWS). Constraints shall be complied with in their entirely during the entire duration of the contract unless otherwise stated by the Government:

3.1. The contractor shall participate in any post-award conference via face-to-face, virtual, or tele-conference convened by DODEA pursuant to FAR Subpart 42.5 within ten (10) business days after contract award date. The contractor shall provide an outline or summary work accomplished, challenges faced, and issues that need discussion and/or resolution. The contractor shall also take appropriate action to resolve any outstanding issues raised by the government. The contractor shall also attend any and periodic meetings via face-to-face, virtual, or tele-conference with the Contracting Officer’s Representative (COR) at a mutually agreeable time.

3.1.1. The contractor shall provide a complete list of the full name and other required information to the COR at least five (5) business days prior to initiating work on this contract, of any and all employees the contractor intends to use to perform the work under this contract at the school or district site. An update shall be provided to the COR at least one week prior to any change in contractor employees.

3.1.2. Contractor employees shall adhere to all standard of conduct while on government properties. Violation of any standards of conduct may be grounds for the Government to direct the Contractor employee's suspension or removal from work under this contract.

At the direction of the Contracting Officer (KO), the contractor is required to immediately remove or reassign any person from work under this contract should it be determined by government that such a person has violated or is in violation or being investigated for a violation of the Standards of Conduct described in the statement of work or another performance standard or requirement described in this contract; has been disqualified for either suitability or security reasons; who is found to be unfit for the performance of duties; whose continued work under this contract may jeopardize, compromise, or disrupt the safety and security of

DoDEA facilities, property, information, and operations; who presents an actual or potential threat of any kind to DoDEA students, employees, official visitors, or the visiting public; or, whose continued work under this contract is otherwise contrary to the public interest as determined by the KO.

The KO will notify the contractor orally and/or in writing of the need to reassign, remove or of the removal for cause of any person from performance of work under this contract. Oral notification will be confirmed in writing by the KO.

Reassignments or removals may be effective for a temporary period or permanently, as directed by the KO. The KO’s determination to permanently remove or reassign a person from work under this contract shall be final.

Any costs incurred by the contractor for removal or reassignment of a contractor employee from work under this contract, and any costs incurred in the replacement of an employee including, but not limited to, costs for recruiting, training, certifying, clearing, and otherwise qualifying replacement key personnel, travel, or litigation are not reimbursable to the contractor.

A determination by DoDEA that a person is not suitable to perform work under this contract is not a denial, suspension, or revocation of a previously granted security clearance by another agency nor shall it be interpreted as a direction or recommendation to the contractor regarding the suitability of an affected individual for employment outside the scope of DoDEA.

3.1.3. In an event that unescorted access to facilities is required by contract, the contractor shall provide the COR proof of a proper background check as outlined in 32 CFR Part

86, Background Checks on Individual in DoD Child Care Services Programs, on each contractor employee prior to unsupervised contact with students and/or unescorted access being granted.

The COR shall provide the contractor the procedures for obtaining the checks, the office where employees report for processing, forms to be completed, the government authorized recipient of the background check results, and the process for challenging the accuracy and completeness of the reported information.

The contractor employee may be permitted to work before completion of the background checks, provided the employee is within sight of an individual who has successfully completed a background check.

The contactor employee who have previously received a background check must provide a proof of check or obtain a new one.

The contractor shall ensure all employees provide the required information and are made aware of their rights under 32 CFR Part 310, Protection of Privacy and

Access to and Amendment of Individual Records under the Privacy Act of 1974.

Final suitability decisions are made by the DoDEA Director or designee.

If the contractor receives or discovers information that a contractor employee has been arrested or charged with a criminal offense that could result in license or certification suspension or revocation, or disqualification/denial of a satisfactory background check review under DoD Issuances 1402.5, Background Checks on

Individual in DoD Child Development and Youth Programs, the contractor shall not allow or permit the employee to work at the school/district until the KO determines that the return of the contractor employee to the work site is appropriate. Examples of such offenses include, but are not limited to, offenses of moral turpitude; harm to a child; acts of physical or domestic violence; illegal possession or use of a weapon; reckless and negligent driving; driving under the influence of alcohol or drugs; or possession or use of a controlled substance.

The government will provide an identification badge for each contractor employee. The COR will coordinate with the Contractor for the badges to ensure all employees working at school/district facilities have a badge prior to starting work. Contractor employees shall wear this identification badge in such a manner that ensures the badge is visible to others. The contractor shall ensure all school identification badges are returned to the COR upon employee termination.

3.1.4. Training Initiation and Progress Meetings. The contractor shall coordinate and conduct a project initiation briefing to the COR within thirty (30) calendar days of training initiation. Video teleconferencing is an acceptable briefing format. The briefing slides shall be provided to the COR five (5) calendar day prior to the meeting. A project is defined as applicable to each military installation.

The contractor shall conduct additional stakeholder coordination meeting(s) at each selected installation. The purpose of the briefing will be to identify and address the specific needs of the affected stakeholders including district and school level employees, Provost Marshalls Office (PMO)/Security Forces, Fire/Rescue Services, the Installation Emergency operations Center, Medical

Professionals and the Public Affairs Officer (PAO)/Public Information’s Officer

(PIO).

The contractor shall adhere to a bi-weekly meeting with the COR via telephone five (5) days after the project initiation meeting. The contractor shall develop and maintain meeting minutes which at minimum must include completed milestones, current concerns, corrective actions, new issues with suspense dates.

The depth and scope of progress meeting will be determined by actions accomplished during the previous week. The contractor shall submit a copy of the minutes to the KO and COR via e-mail within five (5) days after each meeting.

3.2. Contractor Personnel, Conduct, and Security.

The contractor shall provide a fully certified and/or licensed trainer or team in crisis management practices which specifically include prevention, preparedness, response, and recovery. The contractor shall also have an active credentialing authority to provide the participants a nationally recognized certificate for the completion of workshop trainings described in paragraph 2.1. and 2.2.

The contractor shall provide written instructions on how participants can earn training completion hours with higher education institutions should they wish to pursue graduate credit hours for this training

The contractor shall be proficient in National Incident Management System (NIMS) and

Incident Command System (ICS).

The contractor shall provide a designated Program Manager (PM) who shall be responsible for the performance of work. The PM shall coordinate all operational decisions pertaining to program matters with the COR. The contractor shall also provide an Alternate Program

Manager (APM) who shall perform the role of the PM when the PM is absent. The contractor shall provide the name of the PM and APM along with their contact information

(name, title, email address, day time telephone number, cell and/or pager number) in writing to the KO within ten (10) calendar days prior to contract start date.

The contractor personnel shall present a neat and professional appearance at all times. The contractor personnel shall wear company logo and name, as outer wear, a shirt or vest and badge.

The contractor personnel’s conduct shall not reflect discredit upon the DoD and DODEA or the United States.

The contractor shall immediately remove from the job site any employee for misconduct or security reasons. The removal from the job site of such a person shall not relieve the contractor of the requirement to provide sufficient personnel to perform adequate and timely service.

The contractor shall not employ any person, who is an employee of the United States government, if the employment of that person would create a conflict of interest, nor shall the contractor employ any person who is an employee of the DoD, either military or civilian, unless such person seeks and receives approval in accordance with DoD, Standards of Ethical Conduct Rules.

The contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, vehicle registration, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

All contractor vehicles and all Contractor employee vehicles may be required to be registered on the military installation. The contractor shall comply with the requirements of the Installation Provost Marshall Office (PMO) regarding registration of contractor-owned and contractor employee-owned vehicles. The contractor shall provide the PMO, prior to contract award and commencement of work, a list with the names of all employees who will be driving a privately owned vehicle onto the installation and shall require contractor employees to register all privately-owned vehicles with the PMO. The contractor shall also provide the PMO with an updated list of employees who no longer work for the Contractor and new employees who will be driving privately owned vehicles, or Contractor owned, within five (5) calendar days of such changes.

The contractor employees shall not have access to controlled or classified data and facilities. The contractor and its personnel shall hold all information obtained under this contract in the strictest confidence. All information obtained shall be used only for the purpose of performing this contract order and shall not be divulged nor made known in any manner to any person except as necessary to perform this contract. The contractor’s employee(s) shall not divulge, sell, or distribute any information at any point in time, even after termination or expiration of this contract.

Installations are open post with access restrictions. All vehicles and contractor personnel are subject to search and seizure of contraband and/or unauthorized items upon entering or leaving the Installation. Searches, Seizures, and Disposition of Property shall apply to

Contractor personnel accessing the Installation in performance of the contract.

The contractor may be subject to installation closure exercises that may have an impact on performance to which the contractor shall be responsible for safeguarding all government property that may be provided to the contractor.

The contractor hall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, vehicle registration, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

3.3. Place of Performance. The Government anticipates the primary places of performance for all tasks will be at DoDEA connected military installations located in Americas, Europe and the

Pacific Regions. COR will provide locations of all DoDEA areas requiring training. Contractor will work with the local DoDEA Government On-Site Representative/POC to arrange facility training locations.

3.4. Work Schedule and Hours of Operations. The Government’s primary operations are conducted Monday through Friday between the hours of 8:00am through 4:30pm, except

Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The ten

(10) Federal holidays include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day.

3.5. Disclosure and Avoidance of Inherently Governmental Functions. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Parts 2 and 7, and all applicable DOD policy. All contractor personnel attending meetings, answering government telephones, and working in other situations where their

Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are government officials. All documents or reports produced by the Contractor shall be marked as Contractor products or otherwise indicate that

Contractor participation is disclosed.

3.6. Coordination of Work. The contractor shall coordinate all work with the COR and local

Government On-Site Representative/POC. All work shall be performed during hours as coordinated with local Government On-Site Representative/POC.

3.7. Section 508 Compliance. The contractor shall comply with information technology accessibility requirements mandated by Section 508 of the Rehabilitation Act as implemented by the clauses in the contract. Reports and documents produced must be accessible to persons with disabilities consistent with the statute.

3.8. Security/Safeguard Requirements. Some components of the Domestic Dependent Elementary and Secondary Schools (DDESS) safety and security program include material that may be sensitive in nature or “For Official Use Only” (FOUO). The contractor shall ensure that this material is adequately safeguarded.

Installation Passes. The COR will provide the contractor with the appropriate forms to obtain

Installation Passes for contractor employees prior to the start of work under this contract. The contractor shall ensure Installation Passes are in the possession of contractor employees at all times while on a military installation. The contractor shall ensure all installation passes are returned to the COR upon contract or employee termination.

3.9. Non-Disclosure Agreement Requirement. The contractor may be required to sign Non-

Disclosure Agreements (NDA), which prohibits the disclosure, publishing, divulgence, or release of any information obtained during the performance of the contract.

3.10. The government reserves the right to have any contractor employee removed, whenever there is probable cause to believe, on the basis of all facts available, that such action is warranted in the interest of national security. This action shall be made whether or not the cause is deemed of sufficient severity to warrant action to terminate the Contractor’s Facility Clearance or individual security clearance. The government also reserves the right to remove any contractor on the basis of alleged misconduct which may, in the opinion of the KO, jeopardize the security of the project.

3.11. Physical Security/Facility Access. The place of performance will be located on military installations. The contractor will work with the local DoDEA Government On-Site

Representative/POC to obtain access/escort aboard all military installations during the performance of duty and obtain visitor badge at the local installation Visitor Control Center

(VCC).

3.12. Contracting Officer’s Representative (COR). The COR will be nominated by the DoDEA

Resource Management division and approved/appointed by the KO. The COR will oversee the audit and monitor the performance of the contractor and compliance with the terms of the contract. The COR will monitor the contractor’s adherence to the deliverable schedule and be responsible for review for all deliverables and subsequent approval of invoices.

3.13. Travel. This contract will include a cost reimbursable CLIN for travel costs. Travel in excess of the Not-to-Exceed (NTE) amount established for this CLIN must be approved by the KO, in writing, before any such travel can occur. All travel shall be performed in accordance with

Federal Travel Regulations, the Government Joint Travel Regulation (JTR), and Standardized

Regulations (if applicable) and must be pre-approved by the COR. Costs incurred by Contractor personnel on official company business in performance of this requirement are allowable, subject to the limitations contained in FAR 31.205-46, Travel Costs and FAR 31.201-3

Determining Reasonableness. Costs incurred for travel, including per diem, must be reasonable.

Typically, costs incurred are considered reasonable if these costs do not exceed the maximum rates within the JTR and amount does not exceed that which would be incurred by a prudent person in the conduct of competitive business. Any local travel within the National Capital

Region (NCR) performed during the performance of the contract will be considered the cost of doing business and not be eligible for cost reimbursement. The NCR is the geographic area located within the boundaries of (A) the District of Columbia, (B) Montgomery and Prince

Georges Counties in the State of Maryland, (C) Arlington, Fairfax, Loudoun, and Prince

William Counties and the City of Alexandria in the Commonwealth of Virginia, and (D) all cities and other units of government within the geographic areas of such District, Counties, and

City. Travel within 50 miles is considered local travel and no reimbursable. Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g., airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

The DoDEA contractors on OCONUS travel and traveling on Government orders will comply with the DoD Foreign Clearance Guide (FCG).

3.14. Electronic Submission of Payment Request. Submit all invoices in accordance with the

Defense Federal Acquisition Regulations System DFARS 252.232-7003 using the Wide Area

Work Flow (WAWF) online database system. Invoices must clearly identify the work completed. Passage of time is not an acceptable measure for payment. To become a registered user, go to https://wawf.eb.mil. Additionally, training for WAWF, may be obtained by visiting http://wawftraining.com/.

Invoice Reviewer

& Accepter:

Nicholas Peters

Force Protection Officer

DoDEA Europe East District

Email Address: Nicholas.Peters@dodea.edu

Phone Number: 011-49-611-143-476-3409

4. Government-Furnished Resources. The government will provide previous and/or current manuals and informational materials, such as DoDEA Standard Response Protocol (SRP) DoDEA Crisis and/or Management Guide 2007, to the contractor. The contractor shall review and evaluate such materials outlined under Objective 2.3.

5. Contract Deliverable Schedule

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

Deliverable PWS Reference Due Date Deliver To

Crisis Prevention &

Preparedness Manual

2.1. Within 30 calendar days

prior to training start date

COR

Crisis Intervention &

Recovery Manual

2.2. Within 30 calendar days

prior to training start date

COR

http://wawftraining.com/ mailto:Nicholas.Peters@dodea.edu

Deliverable PWS Reference Due Date Deliver To

Certificates of Completion 2.1. & 2.2. Immediately upon completion of training

Participants;

Copies to COR

Coordination of training, registration, participants, & contact information

2.1. & 2.2. Within 5 calendar days prior to the training start date

COR

Quality Control Plan (QCP) 2.1. & 2.2. Within 10 calendar days after contract award

COR & CO

Draft Evaluation & Review

After Action Reports

(AAR)

2.1. & 2.2. Within 10 calendar days prior to submitting final report

COR

Final Evaluation & Review

After Action Report

2.1. & 2.2. Within 30 calendar days of project completion

COR

Summary Reports

(Course Surveys)

2.1. & 2.2. Within 30 calendar days of completion

COR

Lessons 1 & 2 Final

Feedback & Lessons

Learned After Action

Report

2.1. & 2.2. Within 10 calendar days of completion

COR

Supplemental Training

Materials

2.3. Task 4

Within 5 business days prior to the training start date (once reviewed & approved0

COR

Post-Award Conference 3.1. Within 10 working days after award date.

COR

List of name for all contractor personnel & other required information

3.1.1. Within 5 working days

prior to initiating work

COR

Proof of background check 3.1.3. Prior to start of installation exercise coordination

COR

Training Initiation Briefing 3.1.4. Within 30 calendar days of each project initiation

COR

Progress Meeting Minutes 3.1.4. Within 5 working days after progress meetings

COR

List of names for all employees driving a privately owned vehicle onto the installation

3.2. Prior to start of

installation exercise coordination

COR &

Installation

PMO

6. Acronyms and Definitions.

6.1. Acronyms

AAR After Action Reviews

APM Alternate Program Manager

AQL Acceptable Quality Level

ASCA American School Counselor Association

CAC Common Access Card

CLIN Contract Line Item Number

COR Contracting Officer’s Representative

DDESS Domestic Dependent Elementary and Secondary Schools

DoD Department of Defense

DoDEA Department of Defense Education Activity

FOUO For Official Use Only

HSEEP Homeland Security Exercise and Evaluation Program

ICS Incident Command System

ISS Instructional Systems Specialist

JTR Joint Travel Regulation

NASN National Association of School Nurses

NASP National Association of School Psychologists

NASS National Association of School Superintendents

NCR National Capital Region

NDA Non-Disclosure Agreement

NIMS National Incident Management System

NTE Not-to-Exceed

PAO Public Affairs Officer

PIO Public Information’s Officer

PM Program Manager

PMO Provost Marshall Office

POC Point of Contact

PRS Performance Requirement Summary

PS Performance Standard

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

SLIN Sub Contract Line Item Number

SSS Student Services Specialist

VCC Visitor Control Center

WAWF Wide Area Workflow

6.2. Definitions

Business Day Unit of time measure refers to any day in a work week or to any day in which normal business operations are conducted.

Calendar Day All days in a month, including weekends and holidays.

Contracting Officer

(KO)

Person with authority to enter into, administer, and or terminate contracts and to make related determinations and findings on behalf of the Government. The KO is the only individual who can legally bind the Government.

Contracting Officer's

Representative (COR)

Government employee appointed by the KO to administer the contract. His/her scope of authority and limitations are stated in writing. The COR has authority to provide technical direction to the

Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications but does not have authority to change the terms and conditions of the contract.

Contractor/ Key

Personnel

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. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as…