PWS_for_DDESS_Crisis_Management_Training.pdf

PERFORMANCE WORK STATEMENT (PWS) –

CRISIS PREVENTION, PREPAREDNESS, INTERVENTION, AND RECOVERY PROGRAM;

FACILITATING PLANNING, OBSERVING DRILLS, CONDUCTING TABLETOP EXERCISES, AND

FULL SCALE EXERCISES

1.0 BACKGROUND. The Domestic Dependent Elementary and Secondary Schools (DDESS) requires the support of a professional services firm with school safety and security expertise; facilitation proficiency; experience and professional affiliation with established national level academic organizations to support its operation and management of DDESS’ school safety and security program. The DDESS school safety and security program supports DDESS’ Community Strategic Plan, Goal 2, “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.

2.0 APPLICABLE DOCUMENTS. None.

3.0 SCOPE OF WORK. The Contractor shall provide all personnel, equipment, workbooks, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide training in a comprehensive approach to school security and crisis management for the identified DDESS staff members as defined in this Performance Work Statement.

The purposes of this project is to: a) meet the Department of Defense Educational Activity (DoDEA) established crisis management standards of Prevention, Preparedness, Intervention and Recovery, b) assist the DDESS by ensuring that Area, District, and School-based leadership, first responders and all stakeholders understand proper security plan implementation and crisis management procedures with respect to the aforementioned DoDEA Standards, and c) culminate with a tabletop exercise involving school administration and installation first responders reactions to a scenario based school emergency.

4.0 GENERAL REQUIREMENTS. The Contractor shall support the activities of the DDESS school safety and security program through: a) the development and presentation of workshops and on-site training for school officials; b) the provision of technical assistance and facilitation services to various Program stakeholders at the DDESS Area Service Center and local school level; c) the development, updating, and dissemination of Program materials; d) formal reviews and evaluations of the effectiveness of the overall Program; and e) onsite survey and assistance. The Contractor shall perform to the standards in this contract and tailor the training sessions to meet the unique needs of each DDESS district and military installation on which they occur. Some components of the DDESS school 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.

5.0 TECHNICAL REQUIREMENTS. (Base Period and Option Periods)

All training and operations is conducted on federally owned property. Training will take place Monday-Friday during normal local operating hours between 8:00AM and 4:30PM.

5.1 Workshops and On-site Training. The contractor shall provide workshops and on-site training at the following locations and during the specified contract performance periods:

Base Period Fort Rucker, Alabama (2 schools) Maxwell AFB, Alabama (1 school)

Option Year 1 Fort Buchanan, Puerto Rico (3 schools) West Point Military Academy, New York (2 schools) Fort Jackson, South Carolina (2 schools)

Option year 2 Dahlgren Naval Base, Virginia (1 school) Guantanamo Bay, Cuba (1 school) Fort Benning, Georgia (4 schools)

Option Year 3 Fort Bragg, North Carolina (6 schools) MCB Camp Lejeune, North Carolina (4 schools) Fort Stewart, Georgia (3 schools)

Option Year 4 Fort Knox, Kentucky (3 schools) Fort Campbell, Kentucky (5 schools) MCB Quantico, Virginia (3 schools)

5.1.1 Contractor shall travel to the training sites to provide school crisis prevention and intervention training. The training content shall:

5.1.1.1 Demonstrate a central focus regarding for school crises by providing evidence of established crisis management research, theory, and current best practices as exhibited by:

5.1.1.1.1 Empirical research from peer reviewed journals/publications.

5.1.1.1.2 Clearly demonstrates alignment with the most current Guide for Developing Quality School Emergency Operation Plans (2013).

5.1.1.1.3 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).

5.1.1.2 Integrate into the training the Department of Education (and adopted by DoDEA) four crisis phases:

prevention, preparedness, response/intervention, and recovery.

5.1.1.3 Use the National Incident Management System and Incident Command Structure.

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

5.1.1.5 Provide developmentally appropriate crisis prevention and intervention efforts in grades (PK-12).

5.1.2 Contractor shall provide one (1) crisis program manual per school, per training session that is endorsed by at least one agency shown in paragraph 5.1.1.1.3, which includes clear descriptions and instructions for proper usage of the crisis intervention materials. Contractor shall furnish the crisis program manual thirty (30) days prior to commencement of training for approval by COR.

5.1.3. Contractor shall divide the training into two (2) distinct and stand-alone training sessions.

5.1.3.1 Training Session One (1) shall focus on Crisis Prevention and Preparedness. This training will address comprehensive pre-crisis management planning suitable for Area, District, and School-based leadership and first responders and presented at multiple DDESS served installations. This training will accommodate a learning environment for a maximum sixty (60) adult learners per instructional session.

5.1.3.2 Training Session Two shall focus on Crisis Intervention and Recovery. This training will provide instruction for mental health responders on the role of school and local installation based mental health professionals in responding to crisis incidents and traumatic situations in K-12 schools and presented at multiple DDESS served installations. This training will accommodate a learning environment for a maximum forty (40) adult learners per instructional session.

5.1.4 Contractor shall provide Certificates of Completion for participants of Training Session One (para. 5.1.3.1) and Training Session Two (para. 5.1.3.2) immediately following completion of training. The training certificates shall be provided directly to the participants with a copy furnished to the COR.

5.1.5 Observance of Legal Holidays and Administrative Leave closings. The contractor shall observe the following recognized holidays and administrative closing days when planning for the contract:

Washington's Birthday Memorial Day Independence Day Labor Day Veterans' Day Thanksgiving Day Christmas Day New Year's Day Columbus Day Martin Luther King Day

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by Presidential proclamation Any other day designated by the DDESS Schools

5.2 Technical Assistance and Facilitation Services.

5.2.1 Contractor shall coordinate scheduled training dates with all stakeholders, which are defined as: installation Emergency Management Officers, COR, and the School District Superintendent or designee(s). Stakeholders contact information will be provided by the COR.

5.2.2 Contractor shall provide coordination and registration for all training participants and stakeholders by name and office represented, within 5 calendar days prior to training start. Participants and Stakeholders will include School District and local installation personnel (i.e., Medical Professionals, Emergency Managers and Associated Staff). COR will provide assistance with initial list of participants and stakeholders.

5.2.3 Contractor shall facilitate and conduct working sessions with crisis management team members from the schools at each installation (i.e., school psychologists, counselors, and nurse); to walk through an incident from start to finish using a tabletop format and assist the participants to recognize individual roles and responsibilities during the implementation of the school/district crisis management plans.

5.2.4 Contractor shall facilitate and conduct drills of crisis management procedures at selected schools to ensure the existence and effective implementation of emergency protective action procedures. Drills will address School Evacuation, Shelter-in-Place, Take Cover and Lockdown Procedures.

5.2.5 Contractor shall facilitate a walkthrough of an incident from start to finish using a tabletop format and assist the participants to recognize individual roles and responsibilities during the implementation of the school/district crisis management plans. This tabletop exercise will last approximately 2.5-hours followed by a one (1) hour Hot Wash (After Action Review). The tabletop exercise attendance will not exceed 50 participants and 50 active observers.

5.3 Quality Assurance. It is the contractor’s responsibility to ensure the services provided meet the requirements of the Performance Work Statement (PWS) for the Department of Defense Education Activity’s school safety and security program. The contractor shall develop and submit a Quality Control Plan (QCP) for the Government’s approval in compliance with this contract within ten (10) calendar days after contract award. Once accepted by the Government, the Contractor will then use the QCP to guide and to document the implementation of the required management and quality control actions to achieve the specified results.

5.3.1 Quality Assurance Surveillance Plan (QASP). The QASP is a government-developed and applied document used to ensure that systematic quality assurance methods are used in the administration of the contract.

The intent is to ensure that the contractor performs in accordance with performance metrics set forth in the contract documents, that the Government receives the quality of services call for in the contract and that the Government only pays for the acceptable level of services received. The contractor is responsible for implementing and delivering performance that meets contract standards using the contractor's Quality Control Plan. The QASP provides the structure for the government's surveillance of the contractor's performance to assure that it meets contract standards. It is the government's responsibility to be objective, fair and consistent in evaluating contractor performance. The COR shall keep a Quality Assurance file that accurately documents the contractor's actual performance.

5.4 Development, Updating, and Dissemination of Program Material. Contractor shall provide supplemental educational materials to support the crisis management training including guides and pamphlets by electronic means to the COR within three (3) calendar days prior to the start date of the training for approval. Contractor shall furnish printed material to each training participant. Printed materials shall be provided at start of training.

5.5 Reviews and Evaluations. Contractor shall prepare reviews and evaluations by:

5.5.1 Contractor shall provide formal written After Action Reviews (AAR) and evaluations for the purpose of identifying and recording participant 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 comments within five (5) business days of receipt of the draft AAR.

5.5.2 Contractor shall develop and prepare written After Action Reports (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 ten (10) calendar days prior to submitting the final report for review and comments. The COR will provide comments within five (5) business days of receipt of the draft AAR. The final AAR report shall be provided to the COR within thirty (30) calendar days of project completion. AARs shall include documentation of technical assistance and facilitation services provided.

5.5.3 On-site Survey and Assistance. Contractor shall 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. 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.

5.5.4 Contractor shall prepare Participant Feedback and Lessons Learned reports for workshop Training 1 (para.

5.1.2.1) and Training 2 (para. 5.1.2.2). The draft Participant Feedback and Lessons Learned reports are to 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 COR ten (10) calendar days after completion of training summarizing participant feedback and lessons learned.

5.6 Contractor shall schedule and conduct a project initiation briefing to the COR within thirty (30) calendar days of project 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.

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 personnel, 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).

5.7 Progress meetings shall be held bi-weekly via telephone commencing five (5) calendar days after the project initiation briefing. Contractor shall develop and maintain meeting minutes. Meeting minutes at a minimum shall include completed milestones, current concerns, corrective actions, new issues with suspense dates. Depth and scope of progress meeting is determined by actions accomplished during the previous week. Copy of the minutes shall be furnished to the CO and COR via e-mail within five (5) days after the meetings.

5.8 Contractor Personnel:

5.8.1 Contractor shall provide a trainer or team of trainers who are fully certified and/or licensed in crisis management practices which specifically include prevention, preparedness, response and recovery. (Reference para.

5.1.3.1 and 5.1.3.2 above.)

5.8.2 Contractor shall have the credentialing authority to provide the participants a nationally recognized certificate for the completion of workshop Training 1 (para. 5.1.3.1) and Training 2 (para. 5.1.3.2) .

5.8.3 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.

5.8.4 Contractor shall be proficient in National Incident Management System (NIMS) and Incident Command System (ICS).

5.8.5 Program Manager(s). The contractor shall provide a Program Manager (PM) who shall be responsible for the performance of work. 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 Contracting Officer within ten (10) calendar days prior to contract start date.

5.8.6 Contractor personnel shall have a Government Issued Common Access Card (CAC), which is required for unescorted access onto military installations.

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

5.8.8 Conduct of Personnel:

5.8.8.1 Contractor personnel’s conduct shall not reflect discredit upon the Department of Defense (DoD), DODEA/DDESS or the United States.

5.8.8.2 Contractor shall immediately remove from the job site any employee for misconduct or security reasons.

5.8.8.3 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.

5.8.8.4 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 Department of Defense, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense (DoD), Standards of Ethical Conduct Rules.

5.8.8.5 Installation Regulations: 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.

5.8.9 Security:

5.8.9.1 Vehicles Registration for Contractor-Owned and Contractor Employee-Owned Vehicles

5.8.9.1.1 Contractor shall comply with the requirements of the Installation Provost Marshall Office (PMO) regarding registration of Contractor-owned and Contractor employee-owned vehicles.

5.8.9.1.2 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 (POVs) with the PMO.

5.8.9.1.3 Contractor shall 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.

5.8.10 Installation Access and Control:

5.8.10.1 Installations are open post with access restrictions.

5.8.10.2 All vehicles and 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.

5.8.10.3 Contractor may be subject to installation closure exercises that may have an impact on performance.

5.8.11 Contractor shall be responsible for safeguarding all Government property provided to the Contractor.

5.8.12 Contractor team may encounter vulnerabilities that could reveal operational vulnerabilities on military installations; at least two team members must have a current DoD security clearance (Minimum of SECRET).

5.8.13 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.

5.8.14 In the event that unescorted access to facilities is required by contract, a satisfactory criminal background check must first be performed on each contractor employee prior to unsupervised student contact or unescorted facility access being granted. Proof of an acceptable background check must be presented to the COR.

Criminal background checks will be at the expense of the DODEA. Reference Clause 52.212-4 (DDESS Addendum) for details.

6.0 GOVERNMENT FURNISHED PROPERTY. None.

7.0 DELIVERABLE SCHEDULE.

Deliverable PWS Reference Due Date Deliver To

Crisis Program Manual 5.1.2 Within 30 calendar days prior to training start date

COR

Certificates of Completion 5.1.4. Immediately upon completion of training

Participants; Copies to

COR

Coordination of training and registration of stakeholders and participants by name, office, and contact information.

5.2.2. Within 5 calendar days prior

to the training start date

COR

Quality Control Plan 5.3 Within 10 calendar days after contract award

COR, CO

Supplemental educational materials

5.4. Within 3 calendar days prior

to start of training/Prior to start of training

COR (3 days prior) / Participants

School Drill Reports 5.5.2. Within 5 calendar days of drill completion

COR

Draft Evaluation and Review After Action Reports (AAR)

5.5.2. Within 10 calendar days prior

to submitting final report

COR

Final Evaluation and Review After Action Report

5.5.2. Within 30 calendar days of

project completion

COR

Summary Reports (Course Surveys)

5.5.3 Within 30 calendar days of

completion

COR

Workshop 1 & 2 Feedback and Lessons Learned reports

5.5.4. Within 5 calendar days of

completion

COR, ISS & SSS

Workshop 1 & 2 Final Feedback and Lessons Learned After Action Report

5.5.4. Within 10 calendar days of

completion

COR

Project Initiation Briefing 5.6 Within 30 calendar days of each project initiation

COR

Progress Meeting Minutes 5.7 Within 5 working days after progress meetings

CO & COR

Workshop 1 & 2 nationally recognized certificate

5.8.2. Immediately upon completion

of training

Participants; Copies to

COR

Proof of obtaining Common Access Card

(CAC)

5.8.6. Prior to start of installation

exercise coordination

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

5.8.9.1.2. Prior to start of installation

exercise coordination

COR & Installation

PMO

Proof of background check

5.8.14. Prior to start of installation

exercise coordination