25QE068_ATTACH1_PWS.pdf

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104

DEPARTMENT OF DEFENSE EDUCATION ACTIVITY (DoDEA)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Night Monitor Services for DoDEA Academic and Athletic Events in the Kanto Region, Japan

1.0 Introduction – Section

This requirement is for night monitor services in support of overnight academic and athletic events for students in grades 9 through 12 within the Kanto Region of mainland Japan. These events are part of DoDEA Pacific’s mission to support the educational and extracurricular programs for dependents of U.S. military and government civilian personnel stationed overseas.

1.1 Background - Subsection

The Department of Defense Education Activity (DoDEA), as one of only two Federally operated school systems, is responsible for planning, directing, coordinating, and managing pre-kindergarten through 12th grade educational programs on behalf of the Department of Defense

(DoD). DoDEA is globally positioned, operating 160 accredited schools in 8 districts located in

11 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately 11,828 employees who serve more than 66,000 children of active-duty military and DoD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for post-secondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

1.2 Scope - Subsection

The contractor shall provide night monitors, uniforms, program management, and all other resources necessary to perform the night monitor services outlined in this Performance Work

Statement (PWS). The requirement includes ensuring the safety and accountability of students during overnight academic and athletic events.

Safety and accountability are the highest priorities entrusted to the contractor under this contract.

The contractor shall perform all services in a safe, vigilant, and professional manner. The contractor shall accept full and sole responsibility for the proper execution of night monitor duties and for maintaining the safety and well-being of students throughout the assigned overnight period. Night monitor services must be carried out with consistency, professionalism, and in accordance with DoDEA Pacific Overnight Policy and Regulations to ensure students remain in their assigned rooms or designated sleeping areas. Night monitors play a critical role by maintaining a secure environment, monitoring student conduct, and reporting any incidents or irregularities.

2.0 Requirement Objectives

2.1 Objective #1 Night Monitor Services

The contractor shall provide night monitors as requested by the Contracting Officer’s

Representative (COR). Night Monitors are responsible for ensuring the safety, security, and accountability of DoDEA students staying in assigned lodging facilities during overnight hours. The Contractor shall provide personnel who are professional, observant, and capable of effective communication in English with DoDEA Points of Contact

(POCs).

Night Monitor services are typically required for a portion of the school year; however, the scope and duration of support may vary based on DoDEA’s operational needs. The

Government does not guarantee that all events listed in the schedule will occur, nor that every location will be utilized each year. Both event schedules and locations are subject to change.

The following listed tasks help the contractor understand the requirements to meet the objective but are not exhaustive. The contractor must develop a complete solution using a performance-based approach.

2.1.1 Task One: Pre-Shift Arrival and Preparation

2.1.1.1 Report to the assigned lodging location no later than 21:30. The duty period begins at 22:00.

2.1.1.2 Receive instructions, room assignments, contact information, and area of supervision from DoDEA Points of Contact (POCs) and facility staff.

2.1.1.3 Collect all required documentation, including the Night Monitor

Activity Report (Appendix 2), Incident Report Form (Appendix 3), and DoDEA POC Contact List.

2.1.1.4 Ensure compliance with uniform and appearance standards prior to shift start.

2.1.2 Task Two: Active Monitoring During Duty Hours

2.1.2.1 Monitor DoDEA students to ensure they remain in their assigned rooms or designated sleeping areas during “lights out” hours

(22:00–06:00).

2.1.2.2 Maintain positioning in a location that provides optimal observation of assigned areas. Night monitors shall not be located inside student or DoDEA POC sleeping areas. If students are in a gymnasium, monitors shall remain outside the gym with a physical barrier (e.g., closed door) separating them from the students.

2.1.3 Task Three: Patrols and Observation

2.1.3.1 Conduct routine patrols at the following frequencies:

• Every 15 minutes for single-floor facilities.

• Every 30 minutes for multi-floor facilities.

• Every 45–60 minutes when monitoring multiple lodging locations.

2.1.3.2 Patrol stairwells, lobbies, hallways, balconies, and surrounding outdoor areas. Inspect all doors, windows, and other points of entry or exit. Vary patrol routes to prevent predictability. Record all patrols and observations in the Night Monitor Activity Report

(Appendix 2).

2.1.3.3 Note: If assigned lodging facilities are in multiple, separate locations that are not within reasonable walking distance, additional night monitors will be required to ensure proper coverage and compliance with patrol frequency standards. Each lodging location must have a dedicated night monitor to conduct timely and effective patrols in accordance with the frequencies outlined above.

2.1.4 Task Four: Incident Identification and Response.

Remain alert for and respond to signs of:

• Student distress (e.g., choking, vomiting, unconsciousness, seizures).

• Student misconduct or policy violations.

• Suspicious odors, such as alcohol, drugs, or other contraband.

• Unauthorized or suspicious individuals attempting to access student rooms or sleeping areas.

• Fire hazards, including visible smoke or burning odors.

Immediately notify the DoDEA POC in all such instances.

In the event of an emergency (e.g., fire, earthquake, evacuation), assist with crowd control and guide students to designated safety zones.

Night monitors shall not physically search students or their belongings under any circumstances.

2.1.5 Task Five: Communication and Documentation

2.1.5.1 Maintain clear verbal communication in English with DoDEA

POCs throughout the shift.

2.1.5.2 Immediately report any unusual conditions, concerns, or incidents to the DoDEA POC.

2.1.5.3 Document all student misconduct, accidents, or incidents in an

Incident Report and assist the POC in completing and submitting the report (Appendix 3).

2.1.5.4 Complete and maintain the Night Monitor Activity Report through the night.

2.1.5.5 Submit the completed Night Monitor Activity Report

electronically to the Contract Manager by 06:00.

2.1.5.6 The Contract Manager is responsible for ensuring the reports are in the COR’s mailbox by 12:00 PM on the same day.

2.1.6 Task Six: Night Closeout

2.1.6.1 At 06:00, remove anti-tampering devices from student room doors.

Devices will be placed prior to shift start by DoDEA personnel.

2.1.6.2 Confirm that all reports have been completed and submitted electronically to the Contract Manager, and that the Contract

Manager has ensured delivery to the COR’s mailbox by 12:00 PM the same day.

2.1.7 Task Seven: Professional Conduct and Appearance.

Maintain a neat and clean appearance throughout the shift. Required attire includes:

• Contractor-issued uniform (polo shirt and pants).

• Name tag in English that is clearly visible.

• Shoes that fully cover both toes and heels.

• The following are prohibited:

• Tank tops, shorts, or clothing containing offensive language, images, or slogans.

• Clothing with religious, political, or social messages.

• Use of tobacco products, alcohol, or drugs while on duty.

• Use of foul or abusive language, racial or personal insults, or any verbal or physical conduct of a sexual nature.

• Physical contact with students except when required for immediate safety intervention.

• Giving or receiving food, drinks, gifts, or items to/from students.

• Playing music, videos, or other media unless specifically approved by the

COR.

2.1.8 Task Eight: Investigative Support. Night monitors and/or contractor supervisors may be required to participate in video review sessions as part of

DoDEA or military investigations, to assist in the identification of involved individuals.

Performance Standards (PS) and Acceptable Quality Levels (AQL): (Objective 1

– Night Monitor Services)

Performance Standard 1 – Timeliness of Arrival

• PS1: Night Monitors arrive at assigned lodging locations by 21:30 and are prepared to begin duty at 22:00 in compliance with uniform/appearance standards.

• AQL1: No more than two (2) validated late arrivals or uniform/appearance violations per month.

Performance Standard 2 – Patrols and Observation

• PS2: Night Monitors conduct and document patrols at required intervals (15 minutes single-floor, 30 minutes multi-floor, 45–60 minutes multiple locations) and vary routes as required.

• AQL2: No more than three (3) validated instances per month of missed or undocumented patrols.

Performance Standard 3 – Incident Identification and Response

• PS3: Night Monitors remain alert to student distress, misconduct, suspicious activity, and hazards, and immediately notify the DoDEA POC as required.

• AQL3: No more than one (1) validated instance per quarter of failure to report/respond to an incident in accordance with procedures.

Performance Standard 4 – Communication and Documentation

• PS4: Night Monitors maintain clear communication with DoDEA POCs, complete the Night Monitor Activity Report by 06:00, and ensure delivery to the COR by 12:00.

• AQL4: No more than three (3) validated late, incomplete, or missing reports per month.

Performance Standard 5 – Professional Conduct and Appearance

• PS5: Night Monitors maintain a professional demeanor, adhere to appearance standards, refrain from prohibited conduct, and comply with behavioral restrictions throughout duty hours.

• AQL5: No more than two (2) validated complaints or conduct violations per month.

Performance Standard 6 – Investigative Support

• PS6: Contractor personnel participate in investigative reviews (e.g., video sessions) when requested and provide accurate and timely input.

• AQL6: 100% participation and responsiveness when investigative support is requested.

2.2 Objective #2 Contract Manager

2.3 The Contractor shall appoint a Primary and an Alternate Contract Manager who shall be responsible for the performance of work. The contractor shall notify the

COR within five (5) business days of the contract award. The objective of the contract manager is to coordinate the assignments of the night monitor(s) and ensure they follow the contract.

2.4 The Contract Manager or alternate(s) shall have full authority to act for the contractor on all matters relating to daily operations of this contract

2.5 The Contracting Officer (KO), COR and designated representative must be able to contact either the Primary or Alternate Contract Manager at any time, 24 hours a day, regarding change of event schedules, emergencies, severe weather notifications, or other similar urgent, non-routine matters

2.6 The Contract Manager or Alternate Contract Manager shall provide a Contract Personnel

Report to the COR within 30 days of contract award, each option period, or as personnel changes occur. This report shall list all personnel performing duties under this contract.

2.7 The contract manager will provide the name, photo, and contact information of the scheduled night monitor at least five (5) business days prior to the first night of check-in to the DoDEA POC.

2.8 The contract manager will confirm the dates, time, and location of billeting with the

DoDEA POCs at least five business (5) days prior to the first night of check-in to the

DoDEA POC.

2.9 Prior to the start of performing any duties under the PWS, the Contractor shall ensure that all night monitors are trained and clearly understand the duty to perform as night monitor(s) as described in this PWS.

2.10 For changes to event billeting, the contractor shall adjust employee work schedules within 2 days of notification. For emergency changes (i.e., weather, emergency evacuation, unscheduled school closings, etc.), the contractor shall respond to changes within one hour of notification. The contractor shall comply with an adjustment to the schedule as directed by the COR and incorporate any variances in scheduling.

2.11 If the Government does not notify the Contractor at least two days before the scheduled change, the Contractor receives full consideration for that night.

Performance Standards (PS) and Acceptable Quality Levels (AQL): (Objective 2 –

Contract Manager)

Performance Standard 1 – Appointment of Contract Manager

• PS1: Contractor designates a Primary and Alternate Contract Manager within five (5) business days of contract award and provides notification to the COR.

• AQL1: 100% compliance with requirement; no late appointments.

Performance Standard 2 – Authority and Availability

• PS2: The Contract Manager or Alternate has full authority to act on all contract matters and is available 24/7 for urgent contact regarding schedules, emergencies, or weather events.

• AQL2: No more than one (1) validated failure per year to respond to urgent contact within the required timeframe.

Performance Standard 3 – Personnel Reporting

• PS3: The Contract Manager provides a Contract Personnel Report to the COR within

30 days of award, at the start of each option year, and as personnel changes occur.

• AQL3: No more than one (1) late, incomplete, or missing personnel report per year.

Performance Standard 4 – Night Monitor Scheduling Information

• PS4: The Contract Manager provides the name, photo, and contact information of each scheduled night monitor at least five (5) business days prior to the first night of check-in.

• AQL4: No more than two (2) validated late or incomplete submissions per year.

Performance Standard 5 – Billeting Confirmation

• PS5: The Contract Manager confirms billeting dates, times, and locations with

DoDEA POCs at least five (5) business days prior to the first night of check-in.

• AQL5: No more than two (2) validated failures per year to provide timely confirmation.

Performance Standard 6 – Training of Night Monitors

• PS6: The Contract Manager ensures all night monitors are trained and fully understand duties prior to performing services under the PWS.

• AQL6: 100% of night monitors trained prior to assignment; zero (0) untrained monitors allowed on duty.

Performance Standard 7 – Adjustment to Event Schedules

• PS7: For routine billeting changes, the Contract Manager adjusts schedules within two (2) days of notification; for emergency changes, within one (1) hour of notification.

• AQL7: No more than one (1) validated failure per quarter to meet response timelines.

Performance Standard 8 – Government Notification Exception

• PS8: When the Government fails to provide two (2) days’ notice before a scheduled change, the Contractor receives full consideration for that night.

• AQL8: 100% compliance; Contractor is not penalized when Government notice requirement is not met.

3.0 Constraints – Section

3.1 All contractor personnel shall be over the age of 18 and possess sufficient English-language skills to effectively communicate with students, the Contracting Officer’s

Representative (COR), and school officials.

3.2 Equipped with, and in possession of, an operational cell phone during the performance of duties.

3.3 Contractor personnel must obtain unescorted access to the military installation prior to the start of services. All contractor employees shall be properly registered and must always carry their access badges while on the installation.

3.4 Knowledgeable of their assigned location(s).

3.5 Knowledgeable in all aspects of their duties in accordance with the PWS.

3.6 Fitness for Duty: All night monitors and the Contract Manager shall be free from communicable diseases and any physical or mental impairment that may interfere with the performance of required duties. This includes being free from the use of alcohol or drugs while performing duties under this contract.

3.7 Contractor personnel shall maintain a neat, clean, and professional appearance at all times. Night monitors shall wear proper uniforms and a clearly visible name tag or identification badge during duty hours.

3.8 Inappropriate conduct will not be tolerated and may result in the removal of contractor personnel from the contract. Such conduct may also be grounds for other remedies as determined by the Government.

• Prohibited Language and Behavior: Contractor personnel shall not:

• Use verbal assault, foul language, racial or personal insults, or threats of violence.

• Comment on a student’s personal appearance in any language.

• Sexual Misconduct: Contractor personnel shall not engage in any conduct of a sexual nature, including verbal or physical behavior. This includes viewing, reading, or displaying nudity or pornographic material in any form.

• Physical Contact with Students: Contractor personnel shall not engage in physical contact with students, except in situations requiring intervention for safety reasons.

Personnel shall not show physical or verbal affection toward students or take photographs of students.

3.9 Substance Use and Professionalism: Contractor personnel shall not:

• Use tobacco products, eat, or drink while on duty in student areas.

• Report to work under the influence of or impaired by alcohol, drugs, or medication that may affect safe performance.

• Exchange of Items: Contractor personnel shall not sell, give to, or receive from students any food, beverage, tobacco product, gift, or item, regardless of its value.

• Media Use: Contractor personnel shall not play music, videos, or other media unless explicitly approved by the COR.

• Dress Code: Contractor personnel shall not wear clothing with religious, political, or social messages or slogans. Clothing must be professional. Open-toe shoes or heels higher than 4 centimeters are not permitted while performing under this contract.

3.10 Childcare Background Checks: If contractor personnel are assigned to DoDEA-sanctioned programs involving children under the age of 18, they must comply with the requirements of Public Law No. 101-647, Section 231; Pub. L. No. 102-190, Section 1094; and DoDI 1402.05.

3.11 Childcare Suitability Determination: All contractor personnel subject to the above programs must undergo and pass applicable childcare background checks before beginning performance.

3.12 Installation Access under Different Force Protection Conditions for Contractor

Personnel. Installation access requirements may change without notice based on various threat-based scenarios as dictated by the installation commander. The COR, in concert with the DoDEA District Force Protection Officer, will advise the contractor of any noted access changes.

3.13 The Contractor shall ensure that they coordinate Installation/Base Passes Access well in advance of the projected start dates for their employees as the turnaround is unpredictable and can vary for different locations. Managers and key contracted staff shall be authorized Force Protection Condition Level “Charlie” for access.

3.14 Contractor personnel who require routine physical access to a Federally controlled facility or military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. Training can be accessed at https://jko.jten.mil/courses/atl1/launch.html and certificates of completion shall be provided to the COR.

3.15 Security: The Contractor shall provide personnel who meet the following minimum security requirements:

In accordance with DoDI 1402.05, Background Checks on Individuals in DoD Child

Care Services Programs, individuals who have regular contact with children under 18 years of age in DoD-sanctioned child care services programs will undergo a criminal history background check in order to protect the health, safety, and well-being of children in such programs. In accordance with section 20351 of Title 34, Crime

Control and Law Enforcement, United States Code. DoD Contactors must complete a

Tier 1 Investigation with State Criminal History Repository (SCHR) checks formerly known as: Child Care National Agency Check and Inquiries, 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 5 years. Results of an advanced FBI fingerprint check must be provided before completion of the full Tier 1

Investigation.

If applicable, the government will initiate, process, and make any adjudicative determinations for contractors working on a DoDEA contract that are US citizens or

Foreign Nationals that have resided in the US for three years or more.

3.16 The COR is responsible for obtaining and submitting the required background processing packages to DoDEA Security Management Division (SMD) to be processed. 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 the investigative results have been received by DoDEA SMD for action.

3.17 The following documents are required to be sent within 10 business days after contract award:

• SMD – Contractor Background Request Form (NIP) DD Form 2981

• Basic Criminal History and Statement of Admission DD 3058 IRC

(Installation Records Check)

• DoDEA IRC/FAP (Family Advocacy Program Check)

• Consent Form OF 306 Declaration for Federal Employment

3.18 The contractor is responsible for ensuring their personnel complete and responds to all security correspondence within 48 hours of notification.

3.19 DoDEA SMD will request Personnel Security Investigations Center of Excellence

(PSI-CoE) to initiate a Tier 1 Investigation, State Criminal History Repository (SCHR) checks using code “8” or position code “H” and provide further instruction on requirements to obtain FBI fingerprint Special Agreement Check (SAC) with SCHR.

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

• 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:

• A sexual offense

• Any criminal offense involving a child victim.

• A felony drug offense.

• 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.

3.20 Individuals permitted to perform duties solely under Line-of-Sight Supervision

(LOSS) must be marked conspicuously by means of 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, and guardians.

3.21 LOSS is the continuous visual observation and supervision of an individual whose background check has not yet cleared and who has a favorable interim suitability or fitness determination while he or she is engaged in child interactive duties or in the presence of children in a DoD-sanctioned program or activity. The person providing supervision must have undergone a background check and received a final favorable suitability or fitness determination and be current on all periodic re-verifications, as required by this issuance.

3.22 The contractor’s LOSS supervisor must have:

• Undergone a criminal history background check and received a favorable fitness or suitability determination.

• Complied with the periodic re-verification requirements for a recurring criminal history background check, as required.

• Not previously exhibited reckless disregard for an obligation to supervise a contractor.

3.23 DoD contractors are required to self-report any disqualifying information as soon as it occurs to the COR and the COR will report the information to DoDEA SMD for action. The Contractors are also to complete a new DD2981 during annual agreement extensions, renewals, or awards. After the initial Child Care checks, Contractors are subject to verification every five years. If derogatory information surfaces within the

5 years before the re-verification, the DoD Component will take action to protect children by reassigning or suspending from having contact with children, any contractor until the case is resolved.

3.24 Installation Entry Passes Background Checks. As part of the requirement for contractor personnel to gain access to the installation military officials will conduct a background check. Because this contract requires unsupervised contact with students and/or unescorted access to school facilities, contracted employees will go through a rigorous background check. All allegations, arrests and/or convictions discovered will be scrutinized and may be cause to deny access.

3.25 The Government will issue all required installation entry passes to Contractor employees who have successfully cleared the military’s background check at no cost to the Contractor. Installation entry passes shall only be used in performance of duties under this contract.

3.26 Force Protection. Installation Access under Different Force Protection Conditions for

Contractor Personnel. Installation access requirements may change without notice based on various threat-based scenarios as dictated by the installation commander.

The COR, in concert with the DoDEA Force Protection Officer, will advise the contractor of any noted access changes. In the event of a change in the security environment, security threats increase, the Government may require:

• Installation Access under Different Force Protection Conditions for Contractor

Personnel. Installation access requirements may change without notice based on various threat-based scenarios as dictated by the Installation Commander. The

COR, in concert with the DoDEA Pacific District Force Protection Officer, will advise the Contractor of any noted access changes.

3.27 Maintain the most current background checks on file and shall make them available to the COR upon request.

3.28 Criminal Offenses: The Contractor shall not hire anyone with a criminal record to perform under this contract. The Contractor shall immediately inform the COR when it is learned that an employee has been arrested for a criminal offense. A past criminal offense of any nature shall be grounds for removal, as determined by the Contracting

Officer.

3.29 The Contractor shall not assign any person to perform duty under this contract whose background or criminal record includes both an arrest and a conviction of any of the offenses enumerated below:

• Assault and battery, domestic violence / abuse, homicide, or manslaughter;

• Child abuse, child neglect, child sexual molestation, pedophilia, child pornography or any crime involving a child;

• Public indecency, sexual assault, rape, or any crime of a sexual nature;

• Use, possession, or distribution of any illegal drugs or controlled substance;

• Reckless driving or driving while under the influence of alcohol or drugs;

• 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.

3.30 The Contractor shall immediately inform the COR when an employee preforming services under this contract is arrested for a criminal offense. The employee shall be immediately removed from preforming under the resulting contract.

3.31 Zero Tolerance Weapons Policy. Weapons are items carried, presented, or used in the presence of another person in a manner likely to make a reasonable person fear for their safety. Contractor employees shall not carry and or possess weapons of any type while performing duties on or off any installation.

3.32 Work Hours. The work hours for night monitors are 2130 – 0600 hours.

4.0 Government-Furnished Resources

The Government will provide the following resources to support the Contractor in the performance of this contract:

• Event schedule and contact information for designated event points of contact and coaches o The COR will provide the draft schedule on or before 01 JUN and provide seasonal schedules on or before 15 AUG, 15 OCT, and 15 FEB for each year of performance under this contract the contract

• Nightly Student Monitor Report template.

• Night Monitor Incident Report template.

• Government-Provided Training

4.1 The Government will provide the contractor with an annual training session to review updates to DoDEA Pacific Overnight Policy and Regulations and provide guidance on the execution of night monitor services. This training will be conducted prior to the start of the service period each school year or as needed. The contractor is responsible for ensuring that all personnel assigned to perform night monitor duties attend this training prior to commencing work.

4.2 The contractor’s on-site manager or designated supervisor may also use the content of the annual training to train any new or replacement personnel who begin work after the

Government-led training has occurred. It is the contractor’s responsibility to ensure that any such supplemental training is conducted and that all personnel remain informed and compliant with current policies and procedures.

4.3 Additional training sessions may be scheduled at the Government’s discretion should significant updates or procedural changes occur.

5.0 Contract Data Deliverables

Deliverable PWS Ref. Delivery Date To

Designation of Contract

Manager(s) 2.3

Within five (5) days of contract award

COR/CO

Security Background

Checks of Night Monitors

3.11 Prior to the commencement of work COR

Night Monitor Activity

Report 2.1.5.6

Submit reports with findings by

12:00 PM on the same day Electronically to COR

Night Monitor Incident

Report

2.1.5.3 &

2.1.5.6

Submit reports with findings by

12:00 PM on the same day Electronically to COR

Yearly Schedule 4.0 June 01 Contract Manager

Seasonal Schedules 4.0 August 15, October 15, February 15 Contract Manager

Confirmation of dates, time, and location of billeting with DoDEA POC

2.8 At least five (5) business days prior

to the event Contract Manager

Confirmation of Night

Monitor (Name, and

Contact Information)

2.7 At least 5 business days prior to the

event DoDEA POC and COR

6.0 Definitions - Section

Contracting Officer’s Representative (COR): The Government (DoDEA) Point of Contact who is appointed by the contracting officer and provides oversight of the contractor’s performance under the contract on behalf of the contracting officer.

Night Monitor(s): Individuals assigned by the contractor to perform under the contract at the specific athletic or academic events.

Point of Contact (POC): Depending on the event, it could be the following: Coach, Event Director, Tournament Director, Traveling Educator, Academic Director, and Athletic Director.

Contract Managers (CM) (Primary and Alternate): The individuals appointed by the contractor to function as his/her representative and responsible for all services performed under this contract.

7.0 Performance Requirement Summary (PRS)

All objectives and performance standards identified within this PWS must be fulfilled for services to be found acceptable.

In the event of non-performance or deficient performance of an objective or performance requirement, the government shall issue a Contractor Deficiency Report (CDR) containing corrective action(s), with the goal to remedy performance to acceptable performance standards.

Contractor performance of all objective and task standards in accordance with these PWS requirements are subject to the COR’s inspection and final acceptance.

Any CDR issued shall cite each deficiency by PWS requirement. For unsatisfactory or incomplete services, CDR(s) issued shall detail the circumstances and findings concerning the incomplete or unsatisfactory service. Incomplete or unsatisfactory services (e.g., failure to provide a night monitor) found unacceptable, will result in fair and commensurate consideration according to the contract terms.

The Contracting Officer Representative shall issue a CDR to the Contractor within a reasonable period [i.e., typically considered two (2) business days] of the discrepant event. The Contractor shall provide a written position in response to the CDR and return the document to Contracting Officer within two (2) business days after receipt. The Contracting Officer will then render a final position after receipt of the CDR from the Contractor and issue the completed CDR to the Contractor. The

Contracting Officer may take other actions as deemed appropriate. CDR procedures may change as directed by the Contracting Officer.

The PRS Table below provides a crosswalk summary of the performance objectives and performance standards, Acceptable Quality Levels (AQL), and planned method of surveillance by the government.

PERFORMANCE REQUIREMENT SUMMARY

Quality Standard PWS Requirement Acceptable Quality Level

(AQL)

Methods of Surveillance

Attendance and

Punctuality

PWS 2.1.1.1

No more than two (2) validated late arrivals or uniform/appearance violations per month.

Planned Sampling/Customer

Complaint

Frequent Patrols PWS 2.1.3.1

No more than three (3) validated instances per month of missed or undocumented patrols.

Planned Sampling/Customer

Complaint

Incident Reports PWS 2.1.5.3 & 2.1.5.6

No more than three (3) validated late, incomplete, or missing reports per month.

Planned Sampling/Customer

Complaint

Activity Reports PWS 2.1.5.6 No more than three (3) validated late, Planned Sampling/Customer

Complaint

Quality Standard PWS Requirement Acceptable Quality Level

(AQL)

Methods of Surveillance incomplete, or missing reports per month.

Attire PWS 2.1.7

No more than two (2) validated complaints or conduct violations per month.

Planned Sampling/Customer

Complaint

7.1 Quality Assurance Surveillance Plan (QASP)

The Government will utilize a QASP to monitor contractor performance. The QASP may be updated unilaterally by the Government throughout the contract period.

Appendix 1

Historical Number of Nights per School Year/Period of Performance – Kanto Region

Number of Nights School Year (SY) (Period of Performance)

54 SY 2021/2022 (August 2021 – July 2022)

76 SY 2022/2023 (August 2022 – July 2023)

72 SY 2023/2024 (August 2023 – July 2024)

88 SY 2024/2025 (August 2024 – July 2025)

Appendix 2

DoDEA Pacific Night Monitor Activity Report

Event: Date:

School(s) Billeting Location(s) DoDEA Employee &

Room # Signature for Hand Off Meeting

⬜ Edgren MHS

⬜ E.J. King MHS

⬜ M.C. Perry HS

⬜ Kinnick HS

⬜ Yokota HS

⬜ Zama

American HS

⬜ Daegu MHS

⬜ Humphreys HS

⬜ Osan MHS

⬜ Kadena HS

⬜ Kubasaki HS

⬜ Guam HS

Hand Off Meeting 2130 Information

Were the student rooms sealed at 2100? Sealed by

DoDEA Staff.

Sex of Students Special Instructions*

⬜ Yes

⬜ No

⬜ Both

⬜ Females

⬜ Males

⬜ Are there sex specific floors, wings, or buildings?

Males _________________

Females________________

⬜ Early Departure, Time

⬜ Other_________________

Approx Time Observations Location / Room Comments

Approx Time Observations Location / Room Comments

Approx Time Observations Location / Room Comments

END OF MONITORING

Did you remove the seal for all student rooms?

⬜ Yes ⬜ No

Did you send a digital copy to the contract manager?

⬜ Yes ⬜ No

Night Monitor:

Signature:

Contact

Information:

Date:

Time:

Appendix 3

DoDEA Pacific Night Monitor Incident Report

Event: Billeting Location(s): Date:

Student Name(s):

School Name(s):

Location: Time: Room:

Brief Description of Incident:

DoDEA Employee Contacted: Signature:

Result: