Performance_Work_Statement.pdf

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PERFORMANCE WORK STATEMENT (PWS)

Music Therapy for Young Children: Music activities that promote growth and development

Part 1

General Information

1. Introduction: This is a non-personal services contract to provide music therapy to young children. The Government will 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.

1.1 Background: An interactive parent-child music therapy program for babies 0-12 months, kids ages 1 to 4 years old and elementary kids ages 5-12 years old. Each session includes a full hour of music to promote baby, pre-kinder and school aged developmental and academic concepts, including social skills, motor coordination, and age appropriate developmental milestones. Music includes easy-to-learn sing-a-longs, guitar, shakers, movement and dance, story time and ASL signs for babies. All families are provided with a CD to integrate the songs and concepts used into their own daily routines. Four of the Play Music sessions will be offered in two separate locations. Each session (eight total) will be an hour long and offered every day for a week (five day week-Monday through Friday, no weekends) and theses sessions will be offered in two locations. One week in Baumholder and then one week in Kaiserslautern, Germany.

1.2 Responsibilities: The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as specified in this Contract and under the direction of the Contracting Officer (KO). See also Paragraph 1.1 Introduction.

1.2.1 Work Responsibility: The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Contractor shall conduct work in accordance with this PWS and all applicable United States (U.S.), German, and local laws, regulations, standards, provisions, and directives to include applicable publications in Section C-6. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents. Some services under this Contract may be performed at designated facilities, or portions of installations, by in-house Government personnel or by other contractors.

1.2.2 Administrative Responsibility: The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Contractor shall also maintain accurate and complete records, files, and libraries of documents to include all U.S., German, and local regulations, standards, provisions, codes, laws, technical manuals, and manufacturers’ instructions and recommendations that are necessary and related to the functions being performed.

1.3 Objectives:

Provide four (4) sessions per location (that is 8 total sessions) Locations are Baumholder (1- work week) and Kaiserslautern (1 work week) communities (venue TBD by

EFMP Managers) Each session will be at least an hour long spread out over five (5) sequential days Contractor will provide tools and other items needed for sessions

1.4 Functional Areas: Locations will be in the Baumholder and Kaiserslautern communities. Venues are to be determined by EFMP Managers (April Railey in Baumholder and Yulonda Gilbert in Kaiserslautern). Location will not be the responsibility of the Contractor.

1.5 Period of Performance: Period of performance will be for two consecutive weeks during September 2016.

The period of performance shall be for a base - two weeks to be completed in September of 2016 and an option -

Page 2 of 15 Rev 2 two (2) weeks to be coordinated between contractor and EFMP Manager April Railey and must be executed in April 2016.

1.6 Management and Administration:

1.6.1 Phase In /Phase Out Period: N/A

1.6.2 Contractor Management: N/A

1.6.3 Contractor Responsiveness: N/A

1.6.4 Meetings, Conferences, and Briefings: N/A

1.6.5 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1700 Monday thru Friday except Federal Holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.6 Recognized Holidays: Contractor is not required to work Federal Holidays.

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

1.6.7 Training Holidays: USAREUR has historically granted military personnel Training Holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day off schedules). Training Holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

1.6.8 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan there is no further action needed.

1.6.9 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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 acceptable defect rate(s).

1.6.10 Place of Performance: The work to be performed under this contract will be performed at Baumholder and Kaiserslautern Communities TBD by EFMP Managers (April Railey and Yulonda Gilbert). Location is not the contractor’s responsibility.

1.6.11 Type of Contract: The government will award a Fixed Price Contract.

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1.6.12 Security Program: Contractor personnel performing work under this contract must have at least a Local background check at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the DD254 and will be provided by the Baumholder Military Community. But if proof of valid CNACI is provided---no further sercurity check is required.

1.6.13 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.14 Key Control: 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.

NOTE: All references to keys include key cards. 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 Quality Control Plan. 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/key cards to the Contracting Officer. 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. The Contractor shall prohibit the use of Government issued keys/key cards 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. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.15 Special Qualifications: Music education degree (bachelor’s degree in music or certification of music therapy or equivalent) and at least one year experience teaching music therapy to young children.

1.6.16 Post Award Conference/Periodic Progress Meetings: N/A

1.6.17 Contracting Officer Representative (COR): N/A

1.6.18 Key Personnel: The follow personnel are considered key personnel by the government: Exceptional Family Member Program Manager is the point of contact for any questions, concerns or problems to activity. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate (if available) who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 5:00p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: April Railey, EFMP Manager and certified COR

1.6.19 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression 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. Contractor can bring own name tag—we will also provide an identification tag.

1.6.20 Contractor Travel Contractor will be required to travel OCONUS and within the NCR during the performance of this contract to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. English is the

Page 4 of 15 Rev 2 primary language. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.6.21 Other Direct Costs: Travel cost are defined as flight, hotel only for this contract. This category includes travel (outlined in 1.6.20), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues. (Flight, hotel, per diem entitlements, rental car, fall under the JTR)

1.6.22 Data Rights: The Government will have unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.23 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, etc.) 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 Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.24 Safety: Reserved

1.6.24.1 Safety Plan and Program: Reserved

1.6.25 Environmental Compliance: Reserved

1.6.25.1 Environmental Compliance Plan and Program: Reserved

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PART 2

DEFINITIONS & ACRONYMS

2. Definitions And Acronyms:

2.1 Definitions: .

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the government.

The term used in this contract refers to the prime.

Contracting Officer - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Physical Security - Actions that prevent the loss or damage of Government property.

Session- is one, one hour class that is offered once a day for five days.

Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

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2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense EFMP Exceptional Family Member Program FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services

3.1 Services: Music therapy classes: The Government will provide marketing and personnel to support sessions.

3.2 Facilities: Location for classes The Government will provide classrooms at both Baumholder and Kaiserslautern communities for all sessions required in this contract Classes will be appropriate for serviced age groups (ages 0-12 years) and any needed items such a power, phone will be available. Computer service will not be available until government employee is present to assist with government authorized computers and equipment.

3.3 Utilities: The Government will provide; however, the Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide.

3.5 Materials: The Government will provide.

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment.

4.3 Materials: Any required music therapy items. The Contractor shall provide all needed materials for sessions.

4.4 Equipment: music instruments or other music therapy items. The Contractor shall provide all needed equipment for sessions.

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PART 5

SPECIFIC TASKS

5.1 Basic Services: The contractor shall provide services for Music Therapy sessions for children ages 0-12.

These sessions will be broken down to smaller age groups so each session is gear to that child development stage (example: Ages 0-12 months, ages 1-4 years, ages 5-12)

5.2 Recurring Services: The contractor shall provide services in the form of eight (8) total sessions of music therapy for young children.

5.3 On-Demand Services: N/A

5.4 Functional Areas: The sessions will be held as follows: four sessions in Baumholder at SKIES building or other location of EFMP manager’s choice and four sessions in Kaiserslautern at SKIES Building or other location of EFMP Manager’s choice.

5.5 Task Heading:

5.5.1 Complete four sessions (one hour each, spread over five days) in Baumholder

5.5.2 Complete four more sessions (one hour each, spread over five days) in Kaiserslautern

5.6 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA): The contractor shall ensure ALL contractor labor hours (including subcontractor labor hours) required for the performance of services provided under this contract are reported via a secure data collection site.

The contractor (and all subcontractors providing direct labor under this contract) shall report complete and accurate data for the labor executed during the period of performance during each Government fiscal year (FY), which runs from October 1 to September 30. The Contractor shall input the data into the appropriate eCMRA reporting tool, which can be accessed via a secure web site at http://www.ecmra.mil/. There are four separate eCMRA tools: Army, Air Force, Navy and All Other Defense Components. The appropriate eCMRA reporting tool to use is determined by the requiring activity being supported (e.g., if DISA awards a contract for an Air Force requiring activity, the contractor shall load the required reporting data in the “Department of Air Force CMRA” tool). While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The contractor shall completely fill in all required data fields. The contractor shall enter initial data into the appropriate eCMRA tool to establish the basic contract record no later than 15 working days after receipt of contract award or contract modification incorporating this clause. The contractor shall notify the COR when the basic contract record has been established in the appropriate eCMRA tool.

eCMRA User Manuals and Frequently Asked Questions (FAQs) are available at http://www.ecmra.mil/

Contractors may direct technical questions to the eCMRA help desk at dodcmra@pentagon.af.mil

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PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1 Contractor Adherence: The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. AR 608-1. AR 608-75

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PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data N/A

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TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE STANDARD PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

1) PWS Part 1 Management and Administration Contractor shall comply with PWS provisions relating to Management and Administration operations.

Weekly PRS inspection checklist Pass / Fail criteria.

>95 Percent Total PRS Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

2) PWS Part 1 Management and Administration Contractor shall comply with PWS provisions relating to Management and Administration processes.

Surveillance Process Audits

0 Safety or Environmental Discrepancies < 1 Technical Discrepancies

Periodic Inspection

3) PWS Part 3 Government Furnished Item and Services Contractor shall comply with PWS provisions relating to Government Furnished Item and Services operations.

Weekly PRS inspection checklist Pass / Fail criteria. Document Number:

>95 Percent Total PRS Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

4) PWS Part 3 Government Furnished Items and Services Contractor shall comply with PWS provisions relating to Government Furnished Items and Services processes.

Surveillance Process Audits

0 Safety or Environmental Discrepancies < 1 Technical Discrepancies

Periodic Inspection

5) PWS Part 4 Contractor Furnished Items and Services Contractor shall comply with PWS provisions relating to Contractor Furnished Items and Services operations.

Weekly PRS inspection checklist Pass / Fail criteria. Document Number:

>95 Percent Total PRS Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

6) PWS Part 4 Contractor Furnished Items and Services Contractor shall comply with PWS provisions relating to Contractor Furnished Items and Services processes.

Surveillance Process Audits

0 Safety or Environmental Discrepancies < 1 Technical Discrepancies

Periodic Inspection

7) PWS Part 5 Specific Tasks Contractor shall comply with PWS provisions relating to Specific Tasks operations.

Weekly PRS inspection checklist Pass / Fail criteria.

>95 Percent Total PRS Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

8) PWS Part 5 Specific Tasks Contractor shall comply with PWS provisions relating to Specific Tasks processes.

Surveillance Process Audits

0 Safety or Environmental Discrepancies < 1 Technical Discrepancies

Periodic Inspection

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9) PWS Part 6 Applicable Publications Contractor shall comply with PWS provisions relating to Applicable Publications operations.

Weekly PRS inspection checklist Pass / Fail criteria. Document Number:

>95 Percent Total PRS Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

10) PWS Part 6 Applicable Publications Contractor shall comply with PWS provisions relating to Applicable Publications processes.

Surveillance Process Audits

0 Safety or Environmental Discrepancies < 1 Technical Discrepancies

Periodic Inspection

11) PWS Part 7 Technical Exhibit Listing Contractor shall comply with PWS provisions relating to Technical Exhibit Listing operations.

Weekly PRS inspection checklist Pass / Fail criteria. Document Number:

>95 Percent Total PRS Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

12) PWS Part 7 Technical Exhibit Listing Contractor shall comply with PWS provisions relating to Technical Exhibit Listing processes.

Surveillance Process Audits

0 Safety or Environmental Discrepancies < 1 Technical Discrepancies

Periodic Inspection

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TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Security Background check

Upon Contract Award (if applicable)

1 DD 254 April Railey Baumholder ACs

Eight complete sessions of music therapy for young children

After eight complete sessions provide After Action Review (AAR) of session’s effectiveness.

1 Any format accepted Simple AAR of activities/sessions

April Railey Baumholder ACS

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TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

1 Music therapy sessions for young children (ages 0-12yrs) Class break down as stated in PWS

4 sessions 1 hour each over 10 days

40 hrs total

2 Music therapy instruction for professional attendees. Can be part of therapy session with children. Additional time past session can be provided but is not required

8 sessions 8 hrs total (about 12 minutes per class)