Military Child Education Coalition

PERFORMANCE WORK STATEMENT 23 May 2011 TABLE OF CONTENTS PAGE 1.0 DESCRIPTION OF SERVICES 1 1.1 Definitions and Acronyms, 1 2.0 Summary of Requirements 1 2.1 Services Summary or AQL 2 2.2 Government Furnished Property 8 2.3 Travel 8 2.4 Security Requirements 8 2.5 Deliverables 9 3.0 Quality Assurance Plan 9 4.0 Non Personal Services 10 5.0 Identification 10 6.0 Hours of Operation 10 7.0 Appendices 10 1.0 DESCRIPTION OF SERVICES 1. BACKGROUND Air Force families across the world include 175K children ages 5-18 and these children generally move more than six to nine times during their K-12 schools years, often making multiple moves in high school years alone. Academically, these moves are complicated by varying academic standards, promotion/graduation requirements, services for children with special needs, eligibility for sports and extracurricular activities, and transfer and acceptance for records processes which differ greatly from state to state and even district to district. While these are not new issues, national emphasis on quality education (as exemplified by interest in the reauthorization of the Elementary and Secondary Education Act), and higher standards for admission to many post high school education and training institutions increase the stakes like never before. In addition, the added stress of family separation due to deployments (recent study indicates 37% of children worry about safety of the deployed parent) has combined with transition issues to increase the need for providing information and support to military families dealing with military child education issues. In a 2006 memo, AF/A1 emphasized senior wing leadership (O-6 or above) involvement, as military School Liaison Officers, in military child education stating that "ensuring our Air Force children are successfully integrated into local educational systems (is) a major influence on morale and propensity to remain in the Air Force." In that same letter, A1 realigned military child education issues into the Family Matters (A1SA) portfolio and reaffirmed Air Force membership in the MCEC. In 2010, the CSAF authorized 53 dedicated civilian School Liaison Officer (SLO) positions created to ensure a SLO was present at every AF installation to provide direct assistance to families in transition and with school-related issues. The Military Child Education Coalition (MCEC) is a 501(c) (3) nonprofit, world-wide organization. It's work is focused on ensuring quality educational opportunities for all military-connected children affected by mobility, family separation, and transition. The MCEC performs research, develops resources, conducts professional institutes and conferences, and publishes resources for all constituencies. Their professional course materials provide consistent, accessible, and focused training opportunities that are relevant to our total force SLOs and will help ensure a standardized foundation to our Air Force-wide program. 1.1. PURPOSE Purpose is to provide targeted support to, and advocacy for, the more than 175,000 Air Force connected public, private, and home-schooled students and their families. This contract will provide training, information and resources to installation staff, parents, and local education agencies (LEAs) that support military students on and around Air Force installations. Training focus is on educating professionals who work with the unique educational needs of military children facing frequent relocations and deployments of one or more parents. Additionally, it will provided targeted assistance to families with students with special needs and handicapping conditions. CONTRACTOR to provide professional development courses (Transition Counselor Institutes, Special Education Leaders Institutes, Supporting the Children on the National Guard and Reserve Institute and Living in the New Normal: Supporting Children through Trauma and Loss Institute and practicum), programs and services (Student 2 Student, Junior Student 2 Student" and "Parent 2 Parent") and related products at authorized Active Duty and Reserve/Guard installations. 1.2 DEFINITIONS/ACRONYMS a. "Program Manager (PM)" has oversight responsibility for the contract on behalf of HQ USAF/A1SA. Ensures key stakeholders participate in the execution of the contracted services. Reviews invoices for accuracy and identifies opportunities to improve performance throughout the life of the contract. b. " ANG" is Air National Guard c. "AFR" is Air Force Reserve d. "CONTRACTOR" is the individual, partnership, corporation, or entity that is awarded the contract to provide services specified herein. e. "Contracting Officer" is the person with authority to execute or administer a contract on behalf of the non-appropriated fund activity or the activity the successor or successor f. "Quality Assurance Program Coordinator" (QAPC) is the person that acts as a liaison between the CONTRACTOR and the contracting officer. The QAPC is responsible for clarifying contract requirements as necessary with the respect to the specification or statement of work and monitoring the progress and quality of contract performance. g. "DoD" is Department of Defense h. "MCEC" is Military Child Education Coalition i. "AF/A1SA" is HQ AF Airman and Family Services Division j. "SLO" is School Liaison Officer k. "TCI" is Transition Counselor Institute l. "SELI" is Special Education Leaders Institutes m. "G&R" is Guard and Reserve n. "LINN" is Living in the New Normal o. "S2S" is Student to Student p. "JS2S" is Junior Student to Student q. "P2P" is Parent to Parent r. "CEU" is Continuing Education Unit 2.0 SUMMARY OF REQUIREMENTS For all professional development courses, programs and services, the CONTRACTOR shall: 2.1. Coordinate installation training schedule and courses with HQ/A1SA 2.1.1 Provide HQ/A1SA with training schedule to include installation name, course, training dates, and additional planning considerations or concerns, on a monthly basis 2.1.2 Provide HQ/A1SA with cumulative list of trainings performed by course name and total number personnel trained per course, on a monthly basis 2.2. Organize and provide Program supervision and review, trainers fees, travel and rental car costs, lodging, per diem, registration, training room rental, audio/visual equipment, training materials, instructional supplies, shipping and administrative, technical assistance and logistics support to participating installations 2.1.1 Programs will be provided at pre-determined fixed price 2.1.2 Each class shall have a minimum of 10 participants 2.1.3 Written participant evaluation will be completed at end of each program 2.3. Provide responsible/qualified trainers 2.4. Be very familiar with current policies, legislation and research related to and associated with state and national issues related to Military Child Education 2.4.1 Update training and materials as appropriate 2.5. Provide course completion certificates and/or CEU credit, as appropriate 2.3.1 Participants must meet published MCEC requirements to earn certificate or CEUs 2.3.1 Additional costs for CEUs not to be paid by CONTRACTOR 2.6. Remain flexible to cancellations or postponements based on military-related events, exercises or inspections 2.7. Conduct training at overseas locations and isolated R&G locations meeting minimum participant requirements 2.8 Maintain complete and accurate participant records. 2.8.1. Safeguard all records to ensure information is only used internally by CONTRACTOR and used only in execution of this contract. 2.9 MCEC Membership: To be used for MCEC multi-year memberships through the 2014 membership year. These memberships include 77 active duty installations, HQ ANG and HQ AFRC. 2.10 GOVERNMENT FURNISHED PROPERTY : Not applicable 2.11 TRAVEL: Funding will be provided in contract to support travel requirements by MCEC to support tasks. 2.12 SECURITY REQUIREMENTS: Not applicable 2.13 DELIVERABLES: Course/training evaluations will be collected by CONTRACTOR at the conclusion of each training course and provided to PM for review within 30 days. Performance Objective SOW Para Performance Threshold Surveillance Method Provide a monthly status report documenting the current status of scheduled training and cumulative status of trainings and trained personnel 2.1.1 2.1.2 Report submitted by the 10th workday monthly 100% of the time. Report addresses the items specified in SOW paragraph 2.1.1, 2.1.2 100% inspection - Monthly, the QAP will verify the report is received by the 10th workday. In addition, the QAP will verify the content of the report complies with SOW paragraph 2.1.1, 2.1.2 Training evaluations will be completed, collected and delivered to AF/A1SA 3.0 Training evaluations will be turned in within 30 days of completed training. 100% inspection - The QAP will verify receipt of evaluations within 30 days of completed training, IAW SOW paragraph 3.0 2.14 CONTRACTOR CONFIDENTIALITY: CONTRACTOR acknowledges that all material and information, which it has, or will, come into their possession, or knowledge gained from Air Force representatives in connection with this contract, or the performance thereof, as well as the work product developed by the CONTRACTOR, may consists of confidential and proprietary data. The CONTRACTOR, therefore, agrees to hold such material and information in strict confidence and not to make use thereof, other than for the performance of this contract. The CONTRACTOR also agrees to release such material and information only to its employees requiring such information in the "need-to-know" discharge of their duties under this contract, and not to release or disclose same to any other party. 3.0 QUALITY ASSURANCE PLAN: Results of CONTRACTOR progress will be measured formally or informally through evaluations and feedback received from training participants, Airman and Family Services staff members and program patrons. Evaluations will be collected at completion of each training session and forwarded to AF/A1SA within 30 days. AF/A1SA will discuss any changes or improvements desired or required to the PWS and Performance Plan as situations arise. The PM will maintain documentation of course evaluations and of any telephone or in-person meetings that take place between PM and MCEC concerning this contract or provided training. To increase CONTRACTOR motivation the following positive incentives will be utilized: exercise of options, positive CPARS. If employment of negative incentives becomes necessary, the following negative incentives will be used to encourage growth and success of the program: increased meeting frequency, options may not be exercised, and Neutral/negative CPARS. 4.0 Non Personal Services. The Government will neither supervise CONTRACTOR employees nor control the method by which the CONTRACTOR performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual CONTRACTOR employees. It shall be the responsibility of the CONTRACTOR to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the CONTRACTOR feels that any actions constitute, or are perceived to constitute personal services, it shall be the CONTRACTOR's responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the CONTRACTOR shall be the sole responsibility of the Government. 5.0 CONTRACTOR Identification. All CONTRACTOR personnel shall wear company picture identification badges so as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, CONTRACTOR personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. CONTRACTORs shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, CONTRACTOR occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation, or as a minimum "CONTRACTOR" after name. 6.0 HOURS OF OPERATION. Weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 0700 to 1600 Monday through Friday. The Government reserves the right to change hours of operation or restrict CONTRACTOR access. Work outside these daily hours is prohibited without Contracting Officer approval. 6.1 Government agencies will not be available during scheduled holidays, inclement weather, weekends, after duty hours, or AF down days. All chargeable work will be directly attributable to the task being performed by the individual. 6.2 Scheduled Holidays. New Year's Day; Dr. Martin Luther King, Jr. Birthday; President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran's Day; Thanksgiving Day; Christmas Day. 6.3 Bill-able Hours. Not applicable 7.0 APPENDICES: 7.0.1. Appendix A: MCEC Program Cost and Savings Fact Sheets 7.1 List legal, regulatory, policy, security, etc. documents that are relevant: N/A