OT-Ramey-PWS-v1.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity

4800 Mark Center Drive

Alexandria, VA 22350

08 Oct 24 1

Occupational Therapist Services, Ramey Unit School

1. General Information and Scope of Work

1.1 Agency and School Site

1.1.1 For school year (SY) 2024-25, the Department of Defense Education Activity (DoDEA) will provide

PK-12 instruction in 161 schools to over 67,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain, and Italy. In the Pacific, DoDEA operates 46 schools located in Korea, Japan (mainland and

Okinawa), and Guam. DoDEA also operates a fully accredited virtual high school with teaching hubs in the Americas, Europe, and Pacific. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.1.2 Ramey Unit School, Puerto Rico, serves over 300 students in grades PK-12. Occupational therapy services are mandated by one student’s individual education program (IEP).

1.2 Background

The school’s occupational therapist (OT) is on maternity leave; therefore, a parttime OT is required.

1.3 Scope of Work

DoDEA requires OT direct and indirect services from a credentialed therapist from 0800-1130 three days per week on or about December 1, 2024 to May 16, 2025.

2 Requirements

Occupational Therapy Services: The Contractor shall provide the required OT services and related support for the life of the contract.

Supporting Tasks: The tasks below are to help the Contractor gain a better understanding of the requirements to successfully meet the objective. They are not all inclusive, so the Contractor is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

2.1 Task 1, Direct Services: The Contractor shall provide direct OT services, per the schedule determined post-award by the Government in consultation with the Contractor.

2.2 Task 2, Indirect Services: The Contractor shall provide indirect services such as participating in IEP meetings, performing screenings, or completing required trainings, as directed by the COR in writing.

2.3 General Requirements—The Contractor shall:

2.3.1 Third-Party Programs, Software, and Applications (if applicable): Ensure its own and its subcontractors’

(third-party) programs, software, and applications meet—at a minimum—the same technical requirements as the Contractor must meet, such as single sign on (SSO) and Federal Risk and Authorization Management

Program (FedRAMP) Level 2, etc. On a case-by-case basis, DoDEA may honor requests to waive the

FedRAMP Level 2 requirement. For more information, see Technical Exhibit #1, 1.1.7.

2.3.2 Meetings: Attend virtual meetings at no additional cost to the Government and provide the medium through which each meeting occurs, record each meeting’s minutes. Submit the draft minutes to the

COR within two business days of the event and finalize the minutes two business days after receipt of written feedback from the COR. Note: Costs associated with attending any face-to-face meetings shall be handled/paid for as stated in the contract.

2.3.2.1 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award IAW FAR Subpart 42.5.

2.3.2.2 IT Meeting: Convene a video- or teleconference with DoDEA Information Technology staff ten business days after award, per Technical Exhibit #1.

2.3.2.3 Other Post-Award Meetings: Meet with the Contracting Officer (KO), COR, and/or other

Agency personnel, as appropriate, to review Contractor performance, as required by DoDEA.

The KO may discuss the Agency’s view of Contractor performance, and the Contractor shall

08 Oct 24 2 apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

2.4 Performance Standards and Acceptable Quality Levels

2.4.1 Performance Standard: Tasks shall be completed by the required completion date.

2.4.2 Acceptable Quality Level: See PWS 7, Performance Requirement Summary (PRS).

3 Constraints

3.1 Place of Performance: Work shall be performed at the Contractor’s facilities.

3.2 Privacy—The Contractor shall:

3.2.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

3.2.2 Contractor Personnel:

▪ Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. Collect and/or store all agency-owned or agency-controlled PII in accordance with the relevant requirements of the Privacy Act, 5 U.S.C, which may be found at the following URL:

http://www.archives.gov/about/laws/privacy-act-1974.html.

▪ All Contractor personnel that have access or may potentially have access to DoDEA data in any form shall be US citizens, including any third-party penetration (PEN)/security testers.

3.2.3 Privacy Training: Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information successfully complete the DoD Privacy Act/Personally Identifiable

Information (PA/PII) training before gaining access to the data and yearly thereafter. Provide copies of the certificates of completion to the COR which can be audited at any time by the Chief Information

Security Officer (CISO) or his/her designee.

3.2.4 Privacy Verification: Provide the COR written verification of compliance to the Privacy requirements

(listed above) 120 calendar days prior to the expiration of each year’s contract option period or annually, as required. Note: After reviewing the Contractor’s verification, DoDEA reserves the right to ask for further verification data in order for DoDEA to comply with DoD’s evolving privacy mandates.

3.3 Key Functions—The Contractor shall provide the following: Liaison/Alternate Liaison, Occupational Therapist.

They shall be available, from 9AM to 3PM EST, Monday - Friday, except for Federal holidays or when the

Government facility is closed for administrative reasons.

3.3.1 Liaison/Alternate: Provide a person to be responsible for the performance of work. The names of this liaison and an alternate who shall act for the Contractor when the program manager is absent shall be designated in writing to the Contracting Officer. The liaison or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Provide a liaison with at least two years of experience in a similar role. Provide an alternate who will be able to speak for the liaison regarding contractual matters.

3.3.2 Occupational Therapist (OT): Provide an OT who can meet the following requirements:

1) Possess a valid occupational therapy license.

2) Assists school personal, and students in developing effective educational programs to include assessments, consultation, and evaluative roles in the school setting.

3) Reviews and bases OT services on the student’s occupational profile, which was created through a variety of functional, behavioral, and standardized assessments, skilled observation, checklists, histories, and interviews.

4) Interprets evaluation results and creates a comprehensive written report which reflects strengths and weaknesses that impedes student participation in the educational environment, directs program development, and creates individual education plans and intervention to achieve IEP goals.

5) Consults with school-based team to achieve student outcomes, adapts, modifies the environment to meet individual needs and to help students function as independently as possible.

6) Educates student, educational personnel, and family, as needed, to facilitate skills in areas of occupation as well as health maintenance and safety.

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7) Monitors and reassess the effects of occupational therapy intervention and the need to continue, modify, or discontinue services.

8) Creates and prioritizes and schedules occupational therapy services/consults in compliance with each IEP.

9) Documents OT services to ensure accountability maintain & complete daily logs/records.

10) Requires the ability to deal with people beyond giving and receiving instructions such as in interpreting policies, decisions and procedures.

11) Must be adaptable to changes in schedules/closures/ caseload numbers.

12) Engages in effective/timely communication via email, text, phone, in person in a concise, clear, and effective manner.

13) Exhibits strong organizational, interpersonal, and technical skills.

14) Uses sound independent judgement and discretion in daily activities to ensure the relationship between company and school administration.

15) Adheres to the Standards of Conduct, Technical Exhibit #1.

3.3.3 Changes: Personnel provided as replacements to key functions after contract award shall meet or exceed the qualifications and experience of those provided upon award of the contract. Notify the

COR in writing regarding all personnel changes ten business days in advance of the change.

3.4 Holidays and Hours of Operation: The liaison or alternate liaison shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns.

The following list shows recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus

Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3.5 Availability: The Contractor shall make all resources available for the life of the contract.

3.6 Anti-Bias, Diversity, and Inclusion: The Contractor shall provide resources free of age, racial, color, national origin, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.7 Section 508 Compliance—The Contractor shall:

3.7.1 Background: Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires Federal agencies that develop, procure, maintain, or use information and communication technology (ICT) to endure they are accessible to people with disabilities.

Federal employees and members of the public who have disabilities must have access to and use of information/data that is comparable to people without disabilities.

3.7.2 Requirement: Ensure that products, platforms, and services delivered as part of this work statement that are ICT or contain ICT conform to the Revised 508 Standards, 36 C.F.R. § 1194.1 & Apps.

A, C & D which are located at the following URL: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines.

3.7.3 ARS: See the attached ICT Accessibility Requirements Statement (ARS). All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities, than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards or when Chapters

4-6 do not address one or more functions of ICT. Note the guidance in the table below:

Applicable

Requirements Directions

Software Features and Components

Applies to all WCAG Level AA Success Criteria, 502 Interoperability with

Assistive Technology, and 503 Applications.

Hardware Features and Components All requirements apply.

Support Services and

Documentation All requirements apply.

Outputs/Deliverables Ensures that outputs/deliverables do not adversely affect accessibility features of the existing EIT technologies.

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3.8 Optical Character Resolution (OCR): The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following five formats: Digital Accessible Information System/National

Instructional Materials; Accessibility Standard (NIMAS) with cascading style sheet; HyperText Markup

Language (HTML); Portable Document Format (PDF, unlocked, embedded fonts, single page); and Rich Text

Format (RTF)/Word document.

3.9 Data & Data Rights: All data developed from any work awarded under this contract is and shall remain the property of the Government. The Contractor shall ensure that digital rights to all visual materials embedded in the resources will be given so that DoDEA for DoDEA’s internal use only may use resources without incurring copyright costs or infringing on copyright laws. All data developed from any work awarded under this contract is and shall remain the property of the Government.

3.10 Organizational Conflict of Interest (OCI): The Contractor (including any subcontractor) personnel performing work under this contract may receive, have access to, or participate in the development of, proprietary or

Privacy Act information (e.g., personal information, education, etc.) may create a current or subsequent OCI as defined in FAR Subpart 9.5. Whenever the Contractor becomes aware that such access or participation may result in actual or potential OCI, the Contractor shall (1) immediately notify the Contracting Officer

(KO) in writing and (2) promptly submit a plan to the KO to avoid or mitigate any such OCI. Note: The KO will unilaterally determine if the Contractor’s plan is acceptable. If the KO determines the plan cannot satisfactorily avoid or mitigate an OCI, s/he may implement other remedies to include prohibiting the Contractor’s further participation in contracted requirements.

3.11 Security Requirements: Contractor personnel performing work under this contract shall follow each military base’s rules and regulations for contracted services to include the guidance in Technical Exhibit #2.

4 Government-Furnished Information / Resources

4.1 The Government will provide adequate space in the school where the OT and student can work.

5 Contract Deliverables

Milestone/Deliverable Word

/ Excel

Digital

Copies

PWS

Planned

Frequency

OT Direct Services Yes Yes 2.1 Exact scheduled determined post-award

OT Indirect Services Yes Yes 2.2 As required by the COR in writing

Privacy Training Yes Yes 3.2.3 Three days after receipt of a written request

Privacy Verification Yes Yes 3.2.4 120 calendar days prior to end of each contract year

6 Acronyms and Definitions

PA/PII Privacy Act/Personally Identifiable Information

Contract Line Item Number (CLIN): Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment.

The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contracting Officer (KO) : Only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of the authority delegated via a KO’s warrant.

Contracting Officer’s Representative (COR): Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate

(i.e., bind) the Government.

Contractor: Supplier or vendor contracted to provide specific supplies or services to the Government. The term herein refers to the prime.

Deliverable: Usually physically delivered items but may include such items as digital documents/reports.

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Performance Requirements Summary (PRS): Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS): Statement of work for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

7 Performance Requirement Summary)

Performance

Objective

Performance

Standard Acceptable Quality Level Inspection Method

Task 1, Direct

Services, PWS 2.1

PWS-

compliant

Services will occur as scheduled at least

95% of the time. Arrangements will be made to make up any missed services.

COR inspection and stakeholder feedback

Task 2, Indirect

Services. PWS 2.2

PWS-

compliant

The OT will not miss more than one meeting where s/he was asked to attend.

COR inspection and stakeholder feedback

Technical Support

PWS 2.5.1

PWS-

compliant

Acknowledge receipt of request within two hours. Resolve 90% of requests in one business day. Resolve remaining 10% in five business days.

COR inspection and stakeholder feedback

Privacy Training

PWS 3.2.3

PWS-

compliant

No more than one certificate per year sent to the COR more than three business days from the date of the COR’s request for it.

COR inspection

Privacy Verification

PWS 3.2.4

PWS-

compliant

Submitted 120 calendar days prior to the end of each contract year.

COR inspection

Technical Exhibit #1 - STANDARDS OF CONDUCT

Contractor personnel performing under this contract shall comply with the Standards of Conduct.

The Contractor agrees that inappropriate conduct shall not be tolerated and may be grounds for suspension or dismissal of a Contractor employee(s) under this contract.

1.1 Professional and Responsive Service—Each Contractor employee shall:

1) Deliver high quality and responsive service to every customer

2) Project positive attitude and proactive assistance

3) Treat everyone with courtesy and respect

4) Honor commitments and agreed upon deadlines

5) Perform work in a manner that does not disturb students, faculty or other facility occupants

1.2 Standards of Conduct—During the performance of this contract while in the Government facilities or while dealing with DoDEA staff or students, each Contractor employee shall not under any circumstances violate the following standards. Any Contractor employee who does violate any of the standards may face immediate removal and shall be replaced so that students do not experience a disruption of services.

1) Use verbal assault, foul language, personal or racial insults, or threats of personal violence, or comment on the personal appearance of students and government employees.

2) Engage in any conduct of a sexual nature, verbal or physical, to include reading or display of nudity or pornographic material.

3) Engage in physical contact with students and government employees, except as required for reasons of safety, first aid, or cardiopulmonary resuscitation (CPR).

4) Show verbal or physical affection toward students or government employees or take photographs of them.

5) Report for work under the influence of or impaired by alcohol, drugs, or medications which may affect the ability to perform safely under this contract.

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6) Sell, give to or accept from students any beverage, food or tobacco product or any gift or item, irrespective of monetary value.

7) Wear clothing with insignia reflecting religious, political or social messages or slogans, but shall dress in a neat, professional manner.

8) Dress appropriately, present a professional appearance and be well groomed for the duties being performed in a PK-12 school environment as well as office environment (shorts, T-shirts, sandals, etc.

are examples of inappropriate dress).

1.3 Safety: Each Contractor employee shall safeguard and maintain all Government property as well as provide for the safety and well-being of personnel employed in the performance of this contract. The Contracting

Officer may require the Contractor to remove from any facility or grounds any employee working under this contract for reasons of misconduct, safety or security at any time during the life of the contract. The Contractor shall immediately inform the Contracting Officer when it is learned that an employee performing under this contract has been arrested for a criminal offense and replaced the arrested employee so that students do not experience a disruption of services.

Technical Exhibit #2 - SECURITY REQUIREMENTS

The Contractor shall comply with the applicable security requirements detailed below.

1 Installation Passes and Access: The Contractor shall ensure contractor personnel obtain installation/base passes, which requires the contracted employees to meet all applicable installation/base requirements.

1) Passes, identification badges, and access are at no cost to the Contractor.

2) Since turnaround time is unpredictable and varies from location to location, Contractors are encouraged to coordinate installation/base access well in advance of the projected start dates.

3) Identification badges shall be visible at all times when on the installation/base.

4) Upon contracted employees no longer require access to the installation/base, they must return their passes and identification badges to the proper installation/base office.

2 Line-Of-Sight-Supervision (LOSS): The Contractor shall ensure contractor personnel in performance of their duties do the following:

2.1.1 Cooperate with line-of-sight-supervision (LOSS), in accordance with DoDI 1402.05, while engaged in child interactive duties or in the presence of children in a DoD-sanctioned program or activity.

2.1.2 Wear distinctive clothing, badges, wristbands, or other visible and apparent markings visible from a distance. Conspicuous postings or printed information must communicate the purpose of such markings to staff, customers, parents/sponsors.

3 Contracted Employee Background Screening with Childcare Checks

3.1 Background:

3.1.1 US Code, Title 34 (section 20351) Crime Control and Law Enforcement, Public Law No 101-647, Section 231, Public Law No. 102-190, Section 1094 (Crime Control Act), and DoD Instruction

1402.05 (Background Checks on Individuals in DoD Child Care Services Programs) requires that each agency of the Federal government and every facility operated by the Federal government (or operated under contract with the Federal government) that hires (or contracts for hire) individuals involved with the provision to children under the age of 18 of child care services ensure that all existing and newly-hired employees successfully complete a criminal history background check.

3.1.2 The criminal history background check is (1) based on a set of the employee's fingerprints obtained by a law enforcement officer and on other identifying information. (2) conducted through the Identification

Division of the Federal Bureau of Investigation and through the state criminal history repositories of all states that an employee or prospective employee lists as current and former residences in an employment application; and (3) initiated through the personnel programs of the applicable Federal agencies, which for DoDEA is the Security Management Division.

3.1.3 The Government will initiate, process, and make any adjudicative determinations for contracted employees

08 Oct 24 7 working on a DoDEA contracts that are US citizens or foreign nationals that have resided in the US for three years or more.

3.2 Requirement

3.2.1 In accordance with DoDI 1402.05, Background Checks on Individuals in DoD Childcare Services

Programs, individuals who have regular contact with children under 18 years of age in DoD-sanctioned child care services programs shall successfully complete a criminal history background check to protect the health, safety, and well-being of children in such programs.

3.2.2 DoD contractors shall ensure that the proper forms for their employees are submitted in a timely manner so that DoD can complete a Tier 1 Investigation with state criminal history record (SCHR) checks—formerly known as Child Care National Agency Check and Inquiries (CNACI)—which includes an FBI criminal history background check conducted through the Criminal Justice

Identification Services Division of the FBI and SCHR checks through state repositories of all states that a provider or contractor or prospective provider or contractor lists as current and former residences within the last five years. Results of an advanced FBI fingerprint check shall be obtained before the

Federal agency—DoDEA—can complete the full Tier 1 Investigation and authorize the contracted employee to work with children under the age of 18. See the section entitled LOSS (below).

3.2.3 The Contracting Officer’s Representative (COR) is responsible to obtain and submit the required background processing packages to DoDEA Security Management Division (SMD) for processing.

The processing timeline for completed childcare checks could be 120 days or more for completion by Defense Counterintelligence and Security Agency (DCSA). The adjudication and final determination will occur after investigative results have been received by DoDEA SMD for action.

3.2.4 Required documents to initiate background checks processing are:

1) SMD – Contractor Background Request Form (NIP)

2) DD Form 2981, Basic Criminal History and Statement of Admission

3) DD 3058 IRC (Installation Records Check)

4) DoDEA IRC/FAP Consent Form

5) OF 306 Declaration for Federal Employment

6) Service Specific forms may be required, Army Substance Abuse Program (DD5018-R)

3.2.5 No person, regardless of circumstances, will be approved to provide childcare services if the background check results disclose any of the following criteria:

1) That the individual has been convicted in either a civilian or military court (to include any general, special, or summary court-martial conviction) or received non-judicial punishment

(under Article 15 of chapter 47 of Title 10, U.S.C., also known and referred to in this instruction as “the Uniform Code of Military Justice (UCMJ)” for any of the following:

sexual offense, any criminal offense involving a child victim, and felony drug offense.

2) That the individual has been held to be negligent in a civil adjudication or administrative proceeding concerning the death or serious injury to a child or dependent person entrusted to the individual’s care.