25QE016_SOL_ATTACH4_PWS.pdf

PERFORMANCE WORK STATEMENT

Track & Field Officials

1. Scope of Work.

Athletic officiating services are required for track and field events across for DoDEA schools in Okinawa, Japan. The contractor shall provide all necessary management, tools, equipment, labor, uniforms, and transportation, unless otherwise specified as government-furnished, to ensure that officiating services are performed in accordance with the objectives and standards outlined in this PWS.

This requirement calls for the continuous efforts on the part of the contractor to ensure trained athletic officials are available during entire contract period of performance. The contractor is responsible for ensuring that all officials are trained according to the rules and policies established by the National Federation of High Schools (NFHS). This includes completing the required online NFHS training and passing the associated tests with a minimum score of 75% before officiating.

Internationally certified officials must also undergo training on NFHS rule differences as necessary. Training shall be conducted throughout the season to incorporate updates to rules or policies as dictated by the relevant competition committees, leagues, or tournament guidelines.

Additionally, officiating crews must include at least one official proficient in English, both in written and verbal communication, to effectively interact with coaches and players. Continuous efforts are required on the part of the contractor to ensure that certified athletic officials are available throughout the entire contract period of performance.

2. Requirement (Objectives).

2.1. The requirement is for officiating track & field. Officials may support multiple roles as the schedule permits, but all required officials must be in place prior to each field or track event. The contractor shall provide the required number of officials as described below:

2.1.1. Officials: One (1) Chief Finish Evaluator, One (1) Clerk of the Course, Four (4) Head Field Event Judges, One (1) Head Starter, and One (1) Head Finish Line Judge. In addition to the previously listed officials, the following officials are required:

• Meet Director (1)

• FAT evaluator (1)

• FAT Timer (1)

• Clerks (4+) o One per field event, one starter, two finish line events, four for all relays

• Announcer (1) o Could be accomplished by the meet director

• Starter (1)

• Finish Line Judges (2+) o At least two per all running events

• Lap Counters (2)

2.1.1.1. Chief Finish Evaluator (CFE) (1): The CFE must be well-trained in using the Fully Automated Timing (FAT) system, including both the hardware and software specific to the meet's location. This person should understand the setup, calibration, operation, and troubleshooting of the FAT system.

The CFE is responsible for accurately capturing the finish times for all running events. This involves starting the FAT system when the race begins, stopping it when the race ends, and ensuring that all times are recorded correctly.

The CFE must work closely with the starter to ensure the FAT system is ready before each race.

The CFE will signal to the starter that the system is prepared for the race start, usually with a verbal or visual cue.

After the race, the CFE must verify and save the race results, ensuring they are accurate before they are published or sent to the meet director.

2.1.1.2. Head Starter (1): The Head Starter has full control over the competitors at the starting line for all running events. This includes giving commands (e.g., "On your marks," "Set," "Go") and ensuring that all athletes are ready before the race begins.

The starter must communicate with the CFE to ensure the FAT system is ready before starting the race. The starter waits for the "ready" signal before beginning the race sequence.

The starter must ensure a fair start for all races. They must be vigilant for any false starts and apply the appropriate penalties according to NFHS rules. The starter should also be familiar with the use of the starter pistol or electronic starting system. The start ensures that all starting equipment (starting blocks, pistols, etc.) are in proper working order.

If available, a recall judge assists the starter by watching for any infractions at the start and signaling if a recall is necessary (e.g., in the case of a false start).

2.1.1.3. Clerk of the Course (1): The Clerk of the Course is responsible for organizing athletes before their races. Using heat sheets generated from systems like Athletic.net, the clerk ensures that athletes are in the correct lanes and heats.

The clerk helps prepare athletes for the start of their race, checking that they are in the correct uniform, have the appropriate bib numbers, and are aware of the race rules.

A skilled clerk is crucial for keeping the meet on schedule. This involves efficiently moving athletes to their starting positions and ensuring that there are minimal delays between events.

The clerk may also assist at the finish line, helping to manage the flow of athletes as they complete their races, and providing support to the finish line judges or FAT timer if needed.

2.1.1.4. Head Finish Line Judge (Meet Referee) (1): The Head Finish Line Judge, also referred to as the Meet Referee, is responsible for the overall conduct of the meet. They ensure that all events are conducted according to NFHS rules and that all competitors are treated fairly.

The referee has the authority to make final decisions on disqualifications in both running and field events. They must be well-versed in NFHS rules and able to interpret them accurately.

Before the meet begins, the referee typically conducts a meeting with coaches to review expectations, rules, sportsmanship, and any special procedures or changes for the day.

The referee often presides over the jury of appeals, which is a group that reviews any formal protests or appeals made during the meet. This jury may include the Clerk of the Course, the Chief Finish Evaluator, and a Head Field Event Judge.

2.1.1.5. Head Field Event Judges (4): Field Event Judges oversee the conduct of all field events.

There should be a Head Field Event Judge for each field event (e.g., long jump, high jump, discus, shot put). This judge is responsible for overseeing the entire event, ensuring it runs smoothly and fairly.

The head judge must be thoroughly familiar with the NFHS rules governing their specific event.

This includes understanding measurement techniques, foul rules, and event-specific protocols.

The head judge is responsible for accurately measuring and recording each attempt, ensuring that all results are logged correctly. They must also verify that all equipment used meets the required specifications.

While the head judge may have assistants, such as adult volunteers or student managers, to help with tasks like raking sand pits or retrieving implements, the head judge remains responsible for ensuring the accuracy and fairness of the event.

2.1.1.6. Additional Referees: Additional Referees shall follow the descriptions provided in the Track & Field National Federation of State High School Association Rules.

2.2. Hosted Events

The specific events and number of heats may vary depending on the number of schools and participants. Meets may be one- or two-sessions, and the regular season events shall be consistent with the Far East Tournament events. An individual meet will consist of the following events:

Men Women 100-meter Dash 100-meter Dash 200-meter Dash 200-meter Dash 400-meter 400-meter 800-meter 800-meter 1600-meter 1600-meter

3200-meter 3200-meter 4x100 Relay 4x100 Relay 4x400 Relay 4x400 Relay 4x800 Relay 4x800 Relay 800m Sprint Medley Relay (1-1-2-4) 800m Sprint Medley Relay (1-1-2-4) 110m Hurdles 100m Hurdles 300m Hurdles 300m Hurdles Shotput Shotput Discus Discus High Jump High Jump Long Jump Long Jump Triple Jump Triple Jump

2.3. Officials General Requirements.

2.3.1 Officials shall maintain a professional attitude and wear appropriate professional officiating uniform and protective gear. Contractor personnel shall present a neat appearance and be easily recognized.

2.3.2. No official shall be allowed to work a meet if it is apparent, he/she has been consuming alcoholic beverages. At no time shall an official consume alcoholic beverages or use tobacco products in, on, or around the playing area.

2.3.3. The administration or Athletic Director may require that the contractor be removed from the work site or area due to objectionable behavior. Objectionable behavior includes wearing inappropriate attire, using profane language, abusing or disobeying base rules and regulations, or disobeying rules and regulations as outlined in the Far East Program Procedures Guide (FEPPG), FEPPG supplements, and the governing sport rulebook.

2.4. Officials shall follow National Federation of State High School (NFHS) rules for track and field.

2.5. Officials shall not participate as players, coaches, or team managers within the high school sport in which they are officiating.

2.6. The official shall not officiate in a meet in which their dependents are members. To meet competition needs this may be waived with the approval of the competing coaches and if the official in question takes a non-leading role while officiating.

2.7. Officials shall comply with all base safety requirements when officiating on a government installation, and rule on any point or any situation not specifically covered within the by-laws and associated sports officiating rulebook. DoDEA safety requirements shall be followed for each sport as outlined within the FEPPG.

2.7.1 All personnel employed by the contractor in the performance of this contract, or any representative of the contract entering the government installation, shall abide by the security regulations of the installation.

2.8. Officials shall acquire a team roster for all teams prior to the start of the meet.

2.9. The Meet Director shall provide a complete sign-in sheet listing each official that was present at the meet. The Meet Director must also provide the electronic FAT file to the head coaches, athletic directors, and school administration (the Government) immediately after each meet. The Government is responsible for uploading the FAT file to Athletic.net.

2.10. The head official shall notify the COR and the Athletic Director if a contest is protested, if a player receives an ejection, or is injured. Specific reporting procedures are outlined in the FEPPG.

Officials shall report any player/coach being ejected due to unsportsmanlike conduct or inappropriate behavior; both verbal and physical; towards players, officials, or spectators. In the case of an ejection, a written statement must be submitted to the COR and Athletic Director by 1200 of the next business day (Monday-Friday).

2.11. Officials shall enforce the Student Code of Conduct, FEPPG sportsmanship policy, and governing sports by-laws. Additionally, officials shall support the following sports governing bodies and enforce their official rulebooks. The following rulebook shall govern play when items are not covered by the FEPPG.

2.11.1. Track & Field National Federation of State High School Association Rules

3. Constraints.

3.1 The contractor shall provide all management, tools, equipment to officiate, labor, uniforms and protective gear, and transportation to/from meet locations, unless otherwise specified as government furnished, necessary to ensure athletic official services are performed in accordance with the objectives and standards outlined within this PWS.

3.2 The contractor shall provide a contract manager and alternate(s) that shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) shall act for the contractor and shall be designated in writing to the contracting officer at time of contract award.

3.2.1 The contract manager or alternate shall be available to meet with the COR and contracting to discuss problem areas as needed.

3.2.2 Telephone numbers of the contract manager and alternate(s) shall always be updated and provided to the contracting officer, COR, and Athletic Director for short notice cancellation notification due to inclement weather, military related communications, or acts of God. Short notice cancellations will come from either the Athletic Director or the

COR.

3.2.3 The contract manager, Meet Director, and Head Official shall be able to read, write, speak and understand English. The government reserves the right to restrict base access of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of DoDEA.

3.3 Hours of operation. The schools are in operation from August to June. All contracted sporting events will take place during the school year. Normal Hours are Monday –Saturday, 8:00AM – 11:00 PM.

3.4 Cancellations. Cancellations and postponements of scheduled contests will be handled as follows.

3.4.1 If the school cancels a contest, the Athletic Director will notify the head official no later than 2-hours prior to the start of the competition. No charges will be incurred to the school for cancellations made 2-hours before start time.

3.4.2 If an official must cancel a contest due to misconduct or forfeiture, the exact cause of cancellation must be recorded in the FAT file provided to the government.

3.4.3 Officials shall have the authority to forfeit any meet due to gross misconduct and/or no show of teams scheduled. Officials shall be paid for forfeitures.

3.4.4 Officials shall also have the authority to postpone any meet due to inclement weather, suitability of the playing field, equipment, or emergencies such as military recalls/alerts.

3.4.5 The first set of officials shall be paid for one contest if cancellation is made after they are at the contest site. When field/area weather conditions warrant or in the event of delays lasting at least 30 minutes from the scheduled start, the on-site set of officials shall cancel all scheduled competitions for that sport. In the event of a cancellation, the officials shall, at that time, notify all other officials, score keepers, coaches, Athletic Directors, and COR/ACOR. The school will only be responsible to pay for one cancelled competition per event site, per day.

3.4.6 Postponed contests due to weather will be rescheduled to the following calendar day. If a two-session meet is postponed, only the session impacted will be recheduled.

Both sessions may be held the same day if weather allows. Contractor shall be notified a minimum of two (2) days in advance of any postponed contest.

4. Government-Furnished Resources.

4.1 The government shall provide the facilities, fixtures, and sports equipment and supplies, which include scorebooks/sheets, for the play and scoring of each meet. The FAT timing system, FAT camera, and FAT software will be provided by the government.

4.2 No alterations shall be made to furnished facilities without specific written permission from the administration.

4.3 The government shall provide the contractor with a schedule of meets, current copy of applicable governing by-laws, and FEPPG upon task order award.

4.4 The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government equipment and materials shall be returned to designated on-site school official or Athletic Director.

5. Contract Deliverables.

Reference Deliverable Frequency Deliver To

2.7. Roster of officials Prior to first regular

scheduled season meet.

COR and Athletic Director

2.9. Approved and signed

official Sign-In Sheet End of each meet Athletic Director

2.9. FAT File End of each meet Athletic Director

3.2.2. Telephone/Personnel

Roster

At contract award and updated as necessary Contracting and COR

6. Acronyms and Definitions. Acronyms were introduced when first used throughout the document.

7. Performance Requirement Summary (PRS).

7.1 PRS.

Desired Outcome PWS Reference Performance Standards

Acceptable Quality Levels

Methods of Surveillance

Number of Officials Required.

PWS 2.1 to include subparagraphs

The required number of qualified officials are present for each meet.

95% of all meets have the required number of officials.

100% Inspected by COR or Athletic Directors

Wear of Proper Officiating Uniforms and Protective

PWS 2.3.1

Officials wear appropriate professional officiating uniform and protective gear.

Contractor personnel shall present a neat appearance and be easily recognized.

100% of all meets are officiated with officials wearing the proper uniform and protective gear.

100% Inspected by COR or Athletic Directors

Desired Outcome PWS Reference Performance Standards

Acceptable Quality Levels

Methods of Surveillance

No Objectionable Behavior by Sports Officials.

PWS 2.3.3

Sports Officials present a professional behavior at all times and obey installation rules.

100% compliance with presenting a professional behavior.

100% Inspected by COR or Athletic Directors

Officials follow the rules of NFHS PWS 2.4

Officials must know and follow the rules of

NFHS.

100% compliance in following

NFHS.

Random Sampling by the COR or Athletic Directors.

PERFORMANCE WORK STATEMENT