PWS-Rev1-130124.pdf

PERFORMANCE WORK STATEMENT (PWS)

Revision 1, 24 Jan 2013

1.0. BACKGROUND AND PURPOSE. The Department of Defense Education Activity (DoDEA), Domestic Dependent Elementary and Secondary Schools (DDESS), requires a comprehensive education program, grades Kindergarten through 12 (K through 12) for approximately 520 eligible dependent children of Department of Defense personnel residing on Dover Air Force Base (AFB), Delaware.

2.0. SCOPE OF WORK. The contractor shall:

2.1. Provide all necessary labor, services, administration, transportation, supplies and equipment to present a comprehensive educational program similar to that provided to students in comparable public school districts in the state of Delaware. The provided educational program shall be in accordance with the laws of the State of Delaware as well as applicable United States laws and regulations.

2.2. Provide for special education, remedial support, counseling services, intramural, intermural, and extra curricular activities consistent with federal and state laws and regulations.

2.3. Ensure that safety and security policies and practices are in place and comply with all federal, state, and DoD policies and practices.

3.0. PERIOD OF PERFORMANCE. July 1, 2013, or date of award, whichever is later, through June 30, 2014, for School Year (SY) 2013/2014 with the option to extend the term of services for four 12-month option periods.

3.1. School Year Calendar. The school calendar shall include the minimum number of hours and/or days of instruction in accordance with State Laws and the calendar shall be consistent for all students served. Currently, the Delaware standard instructional hours per school year is 440 hours for kindergarten, 1,060 hours for grades 1 - 11, and 1,032 hours for grade 12. Instructional hours does not include study halls or lunch periods.

4.0. PLACE OF PERFORMANCE: The contractor shall utilize Government facilities located on Dover AFB (currently called Welch Elementary and Dover Middle Schools) for elementary and middle school students. The educational program for high school students shall be provided at a contractor’s facility that can be reached in one hour or less from Dover AFB. Special placements for special needs students and/or technical/vocational educational programs shall be provided at one of the contractor’s facilities or at an alternate facility which can be reached within one hour or less of Dover AFB.

5.0. TECHNICAL REQUIREMENT: The contractor shall:

5.1. State Recognition. Be recognized by the State of Delaware Secretary of Education to operate schools, and provide education services for grades K through 12.

5.2. Educational Program. Be capable of providing grades K through 12 educational services that are similar to that provided to students in comparable Delaware state public school districts and are consistent with federal law and state laws and regulations.

5.3. Safe and Secure Environment. Provide a safe and secure environment for the students and staff that complies with all federal, state, DoD, and local laws and regulations.

6.0. TASKS TO BE PERFORMED: The Contractor shall:

6.1. Participate in Meetings.

6.1.1. Post-Award/Transitional Meetings. Participate in a post-award conference and/or transitional meeting(s) after contract award, as coordinated by the Contracting Officer's Representative

(COR).

6.1.2. Semiannual Meetings. Participate in semiannual meetings (usually one meeting per school semester scheduled by the COR). It is the Government’s intent that most of these meetings will be conducted telephonically.

6.2. Provide Educational Program Services.

6.2.1. The contractor shall provide comprehensive educational program services, grades K through 12, for eligible DoD dependent children residing on Dover AFB in accordance with all relevant regulatory guidance. Curriculum includes full-day kindergarten, foreign language instruction at the middle school and high school level, middle school and high school athletics, mathematics enrichment programs, technology education and high school advanced placement courses. The contractor shall provide for alternative/vocational, remedial support, counseling services, intramural and extra-curricular activities consistent with applicable state and federal laws and regulations.

6.2.2. Special Education Services shall be provided in accordance with federal and state laws and regulations including DoD Instruction 1342.12, “Provision of Early Intervention and Special Education Services to Eligible DoD Dependents,” April 11, 2005. Services shall include special education programs for eligible Dover AFB dependents between 3 and 21 years of age in all appropriate settings.

6.2.3. Student-to-Teacher Ratios shall comply with all State of Delaware mandated maximums with no waiver. Student/teacher ratio, and student/all educator ratios demonstrate the capability to meet or exceed State of Delaware minimum requirements.

6.2.4. Medical Services (Nurses). At least one state board certified nurse shall be available for medical services to children at the Welch Elementary/Dover AFB Middle School building during normal school hours.

6.2.5. Curriculum Planning Cycle. All educational programs, curriculum and accompanying textbooks used under this contract shall be periodically reviewed by the contractor to assure compliance with federal and state laws and standards.

6.2.5.1. Curriculum complies with state standards as described in the Delaware Prioritized

Curriculum and Common Core State Standards for English, Language Arts, and Math.

6.2.5.2. Curriculum includes full-day kindergarten, foreign language instruction at the middle school and high school level, middle school and high school athletics, mathematics enrichment programs, technology education and high school advanced placement courses. Includes co-curricular and extra-curricular activities which complement the education programs at all levels.

6.2.5.3. Curriculum review program and schedule ensures curriculum uses up-to-date information and incorporates current best practices to reach benchmarks in the “Race for the Top” initiative.

6.2.6. Educational services provided to DDESS students shall be seamlessly integrated with non-DDESS students and DDESS students shall receive equal treatment in terms of assignment to classes and provision of academic materials, instruction and related services as those provided to non-DDESS students attending the same school. There shall be no discrimination for or against DDESS students in any manner.

6.3. Positive Relationship with Dover AFB Education Representative. The Contractor shall establish and maintain a cooperative relationship with the Dover AFB officials and education representatives, including the Dover AFB Exceptional Family Members Program (EFMP) representatives, to ensure community input for the general education program and to assist in a smooth transition for newly arriving families with exceptional family members (special education).

6.4. Provide Student Transportation Services. The contractor shall provide transportation services for the eligible students residing in Eagle Heights on the grounds of Dover AFB. All contractor vehicles and drivers shall conform to all applicable State of Delaware laws and regulations. The contractor shall:

6.4.1. Provide round trip transportation for all eligible secondary students to the appropriate high school or technical/vocational program located apart from the AFB and in accordance with state and federal laws and regulations. This transportation shall be provided on a “one round trip per child per school day” basis and shall incorporate any variances in scheduling to include, but not be limited to, late morning runs for delayed openings and midday runs for school “half days”.

6.4.2. Provide transportation services for handicapped students as required by their specific needs and in accordance with state and federal laws and regulations. This transportation shall be provided on a “one round trip per child per school day” basis and shall incorporate any variances in scheduling to include, but not be limited to, late morning runs for delayed openings and midday runs for school “half days”.

6.5. Perform Maintenance. The contractor shall provide day-to-day maintenance of the Welch Elementary and Dover AFB Middle Schools including preventive and corrective maintenance of the facilities and communication systems (includes electrical/electronic and mechanical systems).

6.5.1. School Facilities:

6.5.1.1. Routine Maintenance. The contractor shall provide maintenance services, parts, and supplies for all school buildings, associated maintenance support buildings, playgrounds, mechanical systems and buildings provided for the contractor’s use. All maintenance and upkeep of these facilities with a per project total cost of less than $50K (including labor, parts, and material) shall be the responsibility of the contractor. Bundling of projects to exceed $50K is not allowed. Multi-trade (plumbing, electrical, carpentry, HVAC, etc.) projects must support a single project scope.

6.5.1.2. Projects over $50K. Projects with a per project cost of more than $50K shall be submitted to DDESS Facilities Branch for verification and consideration for purchase by the Government.

Projects will be considered based on priority ranking with other agency requirements. Planned out-year projects shall be submitted to the DDESS Facilities Branch office for inclusion in budget calculations and prioritization.

6.5.1.3. Emergency Projects over $50K. Emergency projects costing over $50K shall be approved, time permitting, telephonically (prior to obligation of funds) by DDESS Facilities Branch staff through and in coordination with the appropriate servicing contracting activity for consideration for purchase by the Government. The Government shall follow-up by email or fax to confirm telephonic notification and include an abbreviated scope, estimated cost, and identification of vendor. In no case shall approval be requested later than 72 hours after the emergency. Projects not approved by DDESS Facilities Branch and the appropriate servicing contracting activity, because they are either deemed non-emergent or the cost should not exceeded $50K, shall be the responsibility of the contractor.

(Emergencies are considered to be a failure, which if allowed to go unchecked, would result in significant damage to the building or contents.)

6.5.1.4. Preventative Maintenance. The contractor shall provide a comprehensive, preventative maintenance program that shall ensure the facilities and mechanical systems are properly maintained. The Preventative Maintenance Program shall establish written procedures to ensure work is performed in accordance with standard commercial practices, manufacturer's recommendations, and applicable federal, state, and local rules and regulations.

6.5.2. Communication Systems:

6.5.2.1. Routine Maintenance. The contractor shall provide maintenance services, parts, and supplies for all communication systems within the buildings provided for the contractor’s use. All maintenance and upkeep of these systems with a per project total cost of less than $50K (including labor, parts, and material) shall be the responsibility of the contractor. Bundling of projects to exceed $50K is not allowed. Multi-trade projects must support a single project scope.

6.5.2.2. Projects over $50K. Projects with a per project cost of more than $50K shall be submitted to DDESS Information Technology Division for verification and approval through and in coordination with the appropriate servicing contracting activity for consideration for purchase by the Government. Projects will be considered based on priority ranking with other agency requirements.

Planned out-year projects shall be submitted to the DDESS Information Technology Division for inclusion in budget calculations and prioritization.

6.5.2.3. Preventative Maintenance. The contractor shall provide a comprehensive, preventative maintenance program that shall ensure the communication systems are properly maintained.

The Preventative Maintenance Program shall establish written procedures to ensure work is performed in accordance with standard commercial practices, manufacturer's recommendations, and applicable federal, state, and local rules and regulations.

6.6. Provide Student Food Service Program. The contractor shall provide and manage a student food service program for eligible DoD dependent children residing on Dover AFB which is comparable to that provided in local public schools and complies with federal and state laws and regulations.

6.7. Provide Custodial Service and Grounds Maintenance Services. The contractor shall provide and manage all custodial support and grounds maintenance requirements (trash pick-up, grass-cutting, various landscaping requirements, ice/snow removal, etc.) for school facilities and grounds.

6.8. Provide for Safety and Security of Students, Personnel, and Facilities. The Contractor shall be responsible for safety and security requirements as outlined in the following regulations, directives and instructions. DoDEA publications can be found at the following website:

http://www.dodea.edu/home/dodea.cfm?gnav=regs. DoD publications are available at the following website: http://www.dtic.mil/whs/directives/ .

6.8.1. DoD Directive 2000.12, "DoD Antiterrorism/Force Protection Program," August 18, 2003.

6.8.2. DTM 09-012, “Interim Policy Guidance for DoD Physical Access Control”, C1, September 30, 2010.

6.8.3. DoD Instruction 2000.16, "DoD Antiterrorism Standards," December 8, 2006.

6.8.4. DoDEA Regulation 4700.1, "Department of Defense Education Activity Antiterrorism (AT) Program,” August 15, 2007.

6.8.5. DoDEA Regulation 4800.1, “DoDEA Safety Program,” March 6, 2001.

6.8.6. DoDEA AI 4800.6, “DoDEA Personnel and Suitability Program,” October, 15, 2008.

6.8.7. DoDEA AI 4700.3, “Application of Background Checks for Department of Defense Education Activity School Volunteers and Student Teachers”, May 15, 2006.

6.9. Submit Reports/Notification to the COR. The Contractor shall provide the following reports to the COR each school year:

6.9.1. Enrollment Reports. The contractor shall submit a detailed enrollment report (see paragraph 11.0) per each school year that reflect the number of students, including special education, and out-of-district school students who are paid for by this contract. The enrollment report will be based on enrollment data as of 30 September. If the Contractor participates in a program (with the approval of the COR and CO) that permits enrollment of non-eligible students on a no-cost to the Government basis, these students shall be reported separately.

6.9.1.1. 30 September Enrollment Report. This report shall list, by school and by grade, each eligible student’s name with their home address and their sponsor’s name. The report or coversheet thereto shall reflect the total enrollment number. The 30 September report shall:

6.9.1.1.1. Be provided to the local military command with a copy furnished to the COR for verification of all dependents reported as residing in permanent living quarters on the installation and that sponsors of these dependents are on military active duty or are full-time DoD civilian employees.

The command will verify eligibility, reporting any students found not meeting the established criteria, and forward to the COR.

6.9.1.1.2. Upon verification by the Government/Command, the COR will set the official enrollment number.

6.9.2. Profiles Report. Copies of school and district profiles provided to the state on an annual basis within 10 calendar days after the date of receipt or posting.

6.9.3. Annual Delaware Comprehensive Assessment (DCAS) Report. The contractor shall provide a report copy by school and district, as mandated by the state within 10 calendar days after the date of release/posting.

6.9.4. Standardized Testing Reports. Results of student standardized tests given to all students in specific grades or programs in the Dover Schools within 10 calendar days after the date of release/posting.

6.9.5. Notification of Changes to State Educational Laws and Regulations. The contractor shall provide notification to the COR of any proposed changes to the educational program in accordance with the laws of the State of Delaware as well as applicable United States laws and regulations.

7.0. ENROLLMENT AUTHORIZATIONS

7.1. Authorization to Enroll: The contractor shall only be entitled to receive payment for dependents who meet the DDESS eligibility requirements as set forth in section 2164 of title 10, United States Code, and Department of Defense Instruction 1342.26, “Eligibility Requirements for Minor Dependents to Attend Department of Defense Domestic Dependent Elementary and Secondary Schools,” dated March 4, 1997. The statute and implementing Instruction mandate two specific criteria for eligibility which cannot be waived: (1) the military sponsor must be on active duty/the Department of Defense employee sponsor must be in a full time status; and (2) the active duty sponsor must be assigned and residing in permanent living quarters on the installation or possess a “90-day” letter from Base Housing indicating they will be receiving quarters; the federal civilian employee sponsor must be assigned and residing in permanent living quarters on the installation.

7.2. Authorization for School of Choice: The contractor may, at no cost to the Department of Defense, allow non-eligible students (who would otherwise attend contractor’s off post schools) to attend the Dover AFB schools upon approval of the contracting officer under the conditions of 14 Del. C, Chapter 4 (Delaware School District Enrollment Choice Program).

8.0. PERSONNEL REQUIREMENTS.

8.1. Manager(s). The Contractor shall appoint a Primary and Alternate Manager within 10 days after notice of award who shall be responsible for all services performed under this PWS. The COR and the School Officials must be able to contact either the Primary or Alternate Manager at any time, regarding emergencies, severe weather notification, or other similar urgent non-routine matters. The Primary or Alternate Manager shall be immediately available to go to the scene of an accident or other emergency.

8.2. Criminal Background Checks. The Contractor shall complete a criminal history background check for each applicable proposed employee working under this contract that will have unsupervised contact with students or unescorted access to facilities as required by contract in accordance with federal, state, DoD, and local laws and regulations, and any school district procedures.

9.0. QUALITY CONTROL. Contractor shall develop and maintain a quality control program to ensure educational services at Dover AFB, Delaware are performed in accordance with commonly accepted state and federal standards. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Table 1. The contractor must provide a specific quality control point of contact in case of customer complaints. Contractor must provide Quality Control Plan with proposal and a final Quality Control Plan within 10 days after notice of award to the COR.

10.0. QUALITY ASSURANCE. The government will compose a Quality Assurance Surveillance Plan (QASP) and will periodically evaluate the contractor’s performance in accordance with the QASP and standards indicated in Table 1.

11.0. GOVERNMENT FURNISHED PROPERTY. In accordance with FAR 52.245-2, Government Furnished Property, Fixed Price, the school buildings (currently named Welch Elementary and Dover AFB Middle Schools) are co-located on Hawthorne Drive, Dover Air Force Base, Delaware 01731. The contractor shall furnish all other resources to include furniture, equipment, utilities and supplies.

12.0 DELIVERABLES

Deliverable PWS Ref. Delivery Date

Post Award Conference and/or 6.1.1 Within 30 days of award, as Transitional Meetings scheduled

Education Program and 6.2, 6.4 Throughout the SY Transportation Services

Perform Maintenance 6.5. As required, during contract period

Meetings 6.1.2 As required, during contract period

Reports/Notifications 6.9 In accordance with chart below:

Report /Notification Delivery Date

Enrollment Reports, as of date indicated:

First Day of School - HeadCount

30 September – Full Enrollment Report

Within 2 business days of the opening day of the SY

Within the first 2 business days of October to COR and the military command. The Command will be asked to respond as soon as possible.

List of all applicable employees with verification that background criminal history checks have been completed and location of documentation of checks.

List of all new employees not on original list with above information or verification that the appropriate check has been initiated.

NLT 5 business days before the first day of school.

Within 5 business days after the start of second, third and fourth quarters.

School Profiles Within 2 weeks of publication Annual Delaware Student Testing Program (DSTP) report for the district, by school

Within 2 weeks of publication

Standardized Testing Reports (apart from results of MCAS)

Within 2 weeks of publication, as required

Notification of changes to state educational laws and regulations

Within 2 weeks of notification of proposed change

TABLE 1

SCHEDULE OF DEDUCTIONS

SD

No

Deduction Description Reference

PWS/ TE

paragraph

Rate of Deduction

01 Exceeding prescribed Pupil-to-Teacher

Ratios.

6.2.3 $400 per day per classroom required to meet standards

02 Failure to provide special education programs that comply with state and federal laws and regulations

6.2.2 $120 per day per student

03 Failure to provide enrollment or testing reports, with required data, in accordance with required timelines

6.9 $100 per report for each business day late