DRAFT_PWS_RIA_Family_Connections_12.29.15.pdf

DRAFT

Performance Work Statement

Rock Island Arsenal Family Connections 29 December 2015

1. General Requirements: This is a non-personal services contract to provide services to military families in accordance with the Family Advocacy Program (FAP). The objective of this program is to prevent child abuse/neglect and other forms of family violence, to strengthen military families, and to enhance their ability to adapt to military life. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor, who in turn, is responsible to the Government.

2. Description of Requirement: The contractor shall provide direct group based services to military families in the Quad City area. Families eligible to receive services under this contract include active duty, National Guard, and Reserve service members from all branches of the military, and their dependents.

Surviving family members of active duty are also eligible, as well as active duty retirees and other eligible Family, Morale, Welfare and Recreation (MWR) patrons. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, materials, supervision, as well as non-personal services necessary to perform direct group based services as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The Contractor shall perform to the standards in the contract. The Contracting Officer’s Representative (COR) will be the main point of contact for day to day operations of the work to be performed.

3. Background: The FAP holds the responsibility in Department of the Army’s policy on the prevention, identification, reporting, investigation, and treatment of spouse and child abuse. The Contractor shall provide services to support this mission.

4. Scope: Contractor shall provide services to military families within a 30 mile radius of Rock Island Arsenal. These services shall include dissemination of parenting material, facilitation of a weekly playgroup, and a monthly fatherhood activity. Materials/services provided by the Contractor, include:

4.1. Plan and facilitate the Discovery Time parent/child play group on a weekly basis. Contactor shall provide this play group to military families and shall be responsible for the costs of supplies, activity fees, and the contractor’s transportation. Those not holding a military or military dependent identification card will not be eligible for this program. At a minimum, each play group shall include an activity (craft, story, and any other relevant activities) and a snack.

Parenting education shall also be offered on topics relevant to the 0-5 age range.

4.2. Plan and facilitate monthly group activities that enrich the father/child relationship. Provide fathers with information on child development and act as a resource for information to assist fathers in their parenting roles. Contractor shall be responsible for the costs of supplies, activity fees, and the contractor’s transportation. Those not holding a military or military dependent identification card will not be eligible for this program.

4.3. Provide parenting and family enrichment information on relevant topics to military parents with children aged birth through adolescence on a monthly basis.

Contractor shall utilize a variety of methods to present this information to the intended population to include social media, newsletters, informational tables, and any other relevant materials. At a minimum, one parenting class shall be held per quarter for at least one hour in length on the installation. All eligible MWR patrons will be eligible to attend classes.

4.4. Meet monthly with the Family Advocacy Program Manager (FAPM) to discuss program elements and plan for upcoming events.

4.5. Recognize the following Army observances during activities: Child Abuse Prevention Month (April), Month of the Military Child (April), Military Spouse Appreciation Day (May), Domestic Violence Awareness Month (October), and Military Family Appreciation Month (November).

4.6. Submit a written lesson plan to the COR to include a schedule of activities and events for the month at least six weeks prior to that month. For example, the lesson plan for October would be due by 20 August. The lesson plan shall include flyers for the events and materials needed to conduct an event.

4.7. Submit an After Action Report (AAR) to the COR by the 5th of the following month for the month’s activities. This report shall include sign in sheets from all events, participant evaluations, cost, and a summary of the month’s activities to include any issues, successes, or unresolved questions arising from the event.

4.8. With the assistance of the FAPM, conduct a needs assessment every six months with military families and plan education and activities to meet those needs. Establish program outcome evaluations that are measurable and submit to the COR on a quarterly basis.

4.9. Report any suspected incidents of abuse or issues of concern to the FAPM.

An annual mandatory reporter training will be facilitated by the FAPM which all contracted staff must attend. This training will be 90 minutes in length.

4.10. Be familiar with community resources and coordinate referrals to those agencies when the need arises.

4.11. The contractor shall submit to the FAPM on a monthly basis attendance forms and evaluation forms completed by program attendees and completed needs assessments on a quarterly basis. Attendance forms and evaluation forms will be due by the 5th day of the following month. An acceptable quality level of performance will be determined by at least 80% of completed evaluations articulating “good” or “excellent” service satisfaction. The FAPM who also serves as the COR will review all evaluation forms on a monthly basis and needs assessments on a quarterly basis.

5. Performance:

5.1. Period of Performance: The initial period of performance (POP) will be for 12 months with four option years. The base POP will be from 1 August 2016 to 31 July 2017. The option years will be from 1 August 2017 to 31 July 2018; 1 August 2018 to 31 July 2019; 1 August 2019 to 31 July 2020; and 1 August 2020 to 31 July 2021.

5.2. Hours of Operation: The Contractor is responsible for conducting business at times convenient for the needs of the families and program requirements.

This includes availability 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 Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks within this PWS when the Government is not closed for the above reasons.

5.3. Recognized holidays: The Contractor shall not be required to perform on the following days:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

5.4. Place of Performance: The work to be performed under this contract shall be performed in various locations as needed to meet the scope of the PWS. An office space will be provided in the Army Community Service (ACS) office for administrative work. ACS is located in Building 110 on the first floor.

5.5. Inclement Weather: In the event of any activity cancelation due to inclement weather, the Contractor shall notify the COR immediately to ensure proper notifications are made. In the event the Contractor cancels an event due to inability to staff an activity, the activity will be rescheduled as soon as possible.

6. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance

Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum satisfaction rate as reported by the families served.

7. Special Qualifications:

7.1. Contractor employee must have a bachelor’s degree in social work, psychology, human services, or family services and a minimum of two years’ experience in working with parents, children, and families.

7.2. Contractor and the contractor’s employees working on this service must have two years of documented experience in working with parents, children, and families.

7.3. Contractor must be certified as a Parent Educator through a program such as Healthy Families of America, Parents as Teachers, or another reputable program.

7.4. Demonstrate familiarity with the military system.

8. Post Award Conference: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. A post award conference will be held within five business days of the award of the contract before performance commences. The purpose of this meeting is to identify primary points of contact, scope of efforts, tentative schedule of activities, tasks and technical objectives of the resultant contract. The Post Award Meeting will be held in person in the ACS office.

9. Contracting Officer’s Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

Assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications;

monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

10. Contractor Employees:

10.1. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in community settings where their Contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Contractors will be issued Common Access Cards which will identify them as contractor employees.

10.2. Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. In accordance with DOD Directive 5500.7-R, “Joint Ethics Regulation”, Contractor employees must avoid improperly influenced in the execution of their duties under the contract.

Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the US Army Facilities.

10.3. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart

9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The

Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO, and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies they deem necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

11. Phase In/Phase Out: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have key personnel on board, during the 30 day phase in/ phase out periods.

During the Phase in period, the Contractor will focus on the marketing of the program and receiving training as specified in this contract. The Contractor shall, upon the Contracting Officer's written notice, (1) furnish phase-in and phase-out services for up to 30 days after this contract expires and (2) negotiate in good faith, a plan with a successor to determine the nature and extent of phase-in and phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the Contracting Officer's approval. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency.

12. Security and Key Control:

12.1. Physical Security: The Contractor shall safeguard all government equipment, information, and property provided for Contractor use. Contractor shall maintain a physical security checklist/log which shall be submitted to the COR on a quarterly basis. At the close of each work period, government facilities, equipment, and materials shall be secured.

12.2. Key Control: NOTE: All references to keys include key cards. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys to the Contracting Officer.

12.3. Lost keys shall be reported to the COR and the KO. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re- key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

12.4. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer (KO).

13. Antiterrorism (AT) and Operations Security (OPSEC)

13.1. AT Level I Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area.

All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel.

13.2. Access and General Protection/Security Policy and Procedures:

b. For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

13.3. iWATCH Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area.

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity (ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

13.4. Requirement for OPSEC Training: Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

RIA specific provision/clause language:

a. A non-disclosure agreement will be signed by the project prime before report/start date of contract.

b. All Training will be face to face, provided by a level II certified ATO and OPSEC officer, conducted on RIA. Any conflicts with training locations/performance will be directed by the project COR.

c. Contractors, sub-contractors will be escorted by the COR in areas where they may be exposed to classified and/or sensitive materials. All contractor employees, including subcontractor employees who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive materials. The Vendor will coordinate with the COR and/or the facility security office for access when required.

d. Building Stand-Off: All occupied buildings on Rock Island Arsenal require a 40 feet stand-off by all vehicles and equipment. At no time will unoccupied vehicles, equipment or tools/tool boxes be left unattended within 40 feet of installation buildings.

e. All personnel requesting access to Rock Island Arsenal will only enter through a manned and operational Access Control Point and present a United States National or State issued identification that is capable of being scanned for valid entry. All contractor and contractor employees' vehicles, equipment, and packages are subject to inspection or examination (search) at entry/exit of the Rock Island Arsenal. Only authorized individuals that pass a screening and vetting process will be permitted access. All contractor and subcontractor personnel will be required to submit the required identification credentials and must receive a favorable background check as conducted through the National Crime Information Center (NCIC) Interstate ID Index (III) to gain access and work on the installation.

14. Emergency Services:

14.1. The Contractor shall have competent personnel trained in first aid and capable of dealing with minor personnel injuries. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the KO or COR within 30 minutes of the incident.

14.2. Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

15. Resources: The Government will provide the contractor for use in connection with this contract all Government forms, regulations, and some resources to use with families, as requested through the COR.

16. Contractor Manpower Reporting (CMR):

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services, provided under this contract for the Family Connections Services, via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2015. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website.