ATCH_1_PWS_State_Youth_Symposium_2023.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

Iowa National Guard 2023 State Youth Symposium

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform and provide a State Youth Symposium, as defined in this Performance Work Statement (PWS).

1.1.1 Objectives: The vision of this week of camp is to allow opportunities for Iowa Army National Guard dependents to develop life skills to increase their resiliency as they prepare to transition into adulthood.

1.2 Background: The Iowa National Guard Child and Youth Program (CYP), a component of the Warrior and Family Services Branch (WFSB) presents opportunities for Iowa Army National Guard dependents to develop life skills through activities that will lead to greater resilience and time to connect and share in the experience of being “Military-connected youth.” The Iowa National Guard CYP conducts an annual 7-day symposium to enhance the overall experience at little cost to the attendees.

1.3 Period of Performance (PoP): The Period of Performance shall be a 7-day period, from Sunday to Saturday, between the dates of 11 June 2023 and 06 August 2023.

Exact schedule will be coordinated between the contractor and WFSB.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide an overnight youth symposium in a residential camp setting within Iowa borders. The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.1.2 Reserved

1.4.1.3 Reserved

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) 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 QCP is the means by which it assures itself that its work complies with the requirements of the contract.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract to ensure that the contractor has performed in accordance with this PWS.

1.4.4 RESERVED

1.4.5 RESERVED

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Reserved

1.4.6.2 Reserved

1.4.7 Special Qualifications: The contractor shall ensure personnel performing services under this contract possess all required licenses. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

1.4.7.1 Medical/nursing personnel shall be licensed to prescribe medications or shall be a registered nurse.

1.4.7.1 The residential camp shall be accredited by the American Camp Association (ACA) to ensure compliance with the Standard Operating Procedures Army National Guard Child, Youth, & School Services (SOP CYSS) and other regulatory guidance.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the Contracting Officer (KO) in accordance with FAR 42.5. The KO and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the KO or representative will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government. The contractor shall plan and execute a coordination meeting with Yellow Ribbon staff to discuss event setup, audio visual checks, and any additional details necessary to conduct the event.

1.4.9 Reserved

1.4.10 Identification of Contractor Employees: Contractor personnel shall wear identification badges or uniforms that clearly identify them as camp staff.

1.4.10.1 Reserved

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.12 Reserved

1.4.13 Reserved

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

1.4.15 Reserved

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 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.

2.1.2 Contracting Officer (KO): A person with authority to enter, 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.

2.1.3 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.4 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.5 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 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.

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

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

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

2.2 Acronyms:

ACA American Camp Association CDC Center for Disease Control CFP/M/E Contractor Furnished Property, Materials, and Equipment

CM Contract Manager COVID-19 Coronavirus Disease 2019 CYSS Child, Youth & School Services CYP Child and Youth Program DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DoDD Department of Defense Directive FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property, Material, Equipment, and Services KO Contracting Officer PII Personally Identifiable Information POC Point of Contact PWS Performance Work Statement QA Quality Assurance QC Quality Control QCP Quality Control Program SOP Standard Operating Procedure TE Technical Exhibit WFSB Warrior and Family Services Branch

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract: NONE

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Reserved

4.3 Reserved

5.0 Requirements: The contractor shall:

5.1 Provide a residential camp for a maximum of 85 youth.

5.1.1 The youth camp shall be conducted over seven (7) continuous days, from a Sunday to Saturday, two (2) of which include travel time for attendees, between the dates of 11 June 2023 and 06 August 2023. Exact dates shall be coordinated between the Contractor and the Iowa National Guard.

5.1.2 The youth camp drop-off shall happen during the afternoon, and the pick-up shall happen during the morning.

5.2 Follow current Centers for Disease Control (CDC) COVID-19 Guidelines and ACA Field Guide for Camps in reference to COVID-19, to include wearing of masks and social distancing. The Government is responsible for ensuring that Government personnel and event participants follow CDC COVID-19 Guidelines and any additional guidelines/requirements issued by the Iowa National Guard or WFSB, except where table/chair arrangements are specifically described.

5.3 Comply with the Standard Operating Procedures Army National Guard Child, Youth, & School Services (SOP CYSS), Army Directive 2014-23, and DoD Manual 1402.05, to include:

5.3.1 Follow the screening and background check requirements for all camp staff, as described in the ACA Accreditation Standards.

5.3.2 Maintain an adult-to-youth ratio of one (1) adult counselor to every six (6) youth throughout the duration of the camp, to include overnight.

5.4 The contractor shall register the campers through an online process, manage the registrations, and coordinate with the CYP staff to include CYP-specific questions in the registration process. Registration shall be accomplished in accordance with the PII Privacy Act.

5.4.1 The contractor shall charge a non-refundable registration fee of $35.00 per youth camp attendee upon registration, which shall be separate from the per-camper fee billed to the Iowa National Guard. The per-camper fee shall include all meals, lodging, programming, and miscellaneous costs associated with the camp experience.

5.4.2 The contractor shall release all unused registration spots two (2) weeks prior to the event start date, without cost or penalty to the Iowa National Guard.

5.4.3 The contractor shall provide a complete list of attendees at least two (2) weeks prior to the event start date.

5.4.4 The contractor shall check-in campers on the first day of camp and maintain an attendance roster in accordance with the PII Privacy Act. The contractor shall provide a copy of the attendance roster to CYP staff upon completion of check-in.

5.4.5 The contractor shall communicate with the campers, and/or their guardians, any pertinent information that comes from the contractor.

5.5 Medical Staff Requirements. The contractor shall provide medical/nursing staff on-site at all times for the duration of the camp. Medical/nursing staff shall meet the qualification requirements described in paragraph 1.4.7.

5.5.1 The contractor shall communicate to the CYP staff any changes to the camper’s attendance during the duration of the camp.

5.7 Lodging Requirements.

5.7.1 The contractor shall provide an adequate number of lodging/sleeping bunks to accommodate up to 85 youth campers. Open cabins where youth and accompanying camp staff are together is preferred. Distribution of youth between cabins shall be coordinated between the contractor and CYP staff.

5.7.1 Male and female camp attendees shall be lodged separately.

5.7.2 The contractor shall provide an adequate number of lodging/sleeping bunks to accommodate up to four (4) CYP staff, in a separate location from youth attendees.

5.7.2.1 Male and female CYP staff shall have separate rooms.

5.8 CYP Program Requirements.

5.8.1 The contractor shall coordinate with CYP staff, prior to the camp dates, to plan an agenda and incorporate resilience training for youth campers.

5.8.1.1 The agenda shall include approximately four (4) hours of resilience training for youth campers ages 12 and older, and two (2) hours of resilience training for youth campers ages 9-11 over the duration of the camp.

5.8.1.2 The contractor shall provide one (1) distraction-free indoor or outdoor meeting space for up to four (4) CYP staff members and 85 youth.

5.8.1.3 The youth may be split up into two (2) sections, if space is limited.

5.8.2 Camp Activities.

5.8.2.1 The contractor shall provide age-appropriate quality activities for approximately 85 youth camp attendees, focused on helping youth develop life and resiliency skills such as teambuilding, honesty, leadership, respect, responsibility, communication, and/or community engagement/service. Activities shall be provided on the five (5) full camp days. Activities shall include hands-on application and engagement, training/instruction, and group activities, to include a minimum of at least five (5) of the following:

5.8.2.1.1 Archery

5.8.2.1.2 Arts and Crafts

5.8.2.1.3 Canoeing

5.8.2.1.4 Challenge Courses (High and/or Low ropes)

5.8.2.1.5 Climbing Walls

5.8.2.1.6 Gaga Ball Pits

5.8.2.1.7 Horseback Riding

5.8.2.1.8 Laser Tag or Paintball

5.8.2.1.9 Outdoor Living Skills

5.8.2.1.10 Sailing

5.8.2.1.11 Swimming

5.8.2.1.12 Sports (Including but not limited to: Kickball, Softball, Soccer, Volleyball, Basketball)

5.8.2.1.13 Zip Line

5.8.2.1.14 Other Comparables (Must list activities)

5.8.3 Campfires.

5.8.3.1 At least two (2) campfire activities must be provided, weather permitting, after dinner and on different days, to include any number of the following:

5.8.3.1.1 Camp Related Songs

5.8.3.1.2 Drama or Skits

5.8.3.1.3 Snacks

5.8.3.1.4 Campfire Building Skills

5.8.3.1.5 Other Comparables (The contractor shall list comparable activity)

5.9 The contractor shall provide their proposed 7-day youth camp agenda to the CYP staff at least two (2) weeks prior to the camp start date. The contractor shall provide a final agenda to the CYP staff on the first full day of camp.

5.9.1 The agenda shall include a detailed outline of the day-to-day activities to include the following:

5.9.1.2 Name of activity

5.9.1.3 Description of activity (If requested, and not available on the camp website)

5.9.1.4 Location of activity on the campgrounds, or off-site (not on camp owned property)

5.9.1.5 The address of the activity must be included if it will be conducted off-site.

5.9.1.6 Rotational, or block activities, and the planned use of these listed activities.

5.10 Meal Requirements. The contractor shall provide three (3) nutritious meals for each youth camp attendee on each of the five (5) full camp days, and one (1) dinner meal per youth camp attendee on the drop-off, and one (1) breakfast meal per youth camp attendee on the pick-up travel day. Meals shall meet the following minimum requirements:

5.10.1 Breakfast Menu. The breakfast meal shall consist of the following options, at a minimum:

5.10.1.1 One (1) hot meal selection from the following: eggs, pancakes, oatmeal, waffles, French toast, breakfast casserole, or other comparables

5.10.1.2 One (1) cereal selection

5.10.1.3 One (1) fruit selection

5.10.1.4 Two (2) beverage selections, to include the following choices: water, milk, or a type of fruit juice

5.10.2 Lunch Menu. The lunch meal shall consist of the following options, at a minimum:

5.10.2.1 One (1) hot entrée selection

5.10.2.2 One (1) fruit or vegetable selection

5.10.2.3 Salad with assorted dressings

5.10.2.4 Sandwich option consisting of either lunch meat or peanut butter and jelly

5.10.2.5 One (1) beverage selection, to include choice of water, milk, or a type of fruit juice

5.10.3 Dinner Menu. The dinner meal shall consist of the following options, at a minimum:

5.10.3.1 One (1) hot entrée selection

5.10.3.2 One (1) fruit or vegetable selection

5.10.3.3 Salad with assorted dressings

5.10.3.4 Sandwich option consisting of either lunch meat or peanut butter and jelly

5.10.3.5 Two (2) beverage selections, to include choice of water, milk, or a type of fruit juice

5.10.4 Allergen Menu. The camp shall provide comparable meal options of the originally planned meals to youth with a medically-diagnosed allergy.

5.11 Reserved

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation

FAC 2021-

03, dated 16

Feb 2021

Mandatory https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement

Change dated

15 Jan 2021

Mandatory http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.h tml or https://www.acquisition.gov/dfars

DoDI 5400.11

DOD PRIVACY AND CIVIL LIBERTIES

PROGRAMS

29 Jan 2019,Change 1 8 Dec 2020

Advisory https://www.esd.whs.mil/Portals/54/Documents/DD/issuan ces/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uS

A%3D%3D DoD 5400.11-R

DEPARTMENT OF DEFENSE

PRIVACY PROGRAM

14 May 2007 Mandatory https://www.esd.whs.mil/Portals/54/Documents/DD/issuan ces/dodm/540011r.pdf

CDC COVID Guidelines 4 Feb 2021 Mandatory https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html

ACA Field Guide for Camps 22 Jan 2021 Mandatory https://www.acacamps.org/resource-library/coronavirus/camp-business/field-guide-camps

ACA Accreditation Standards Nov 2019 Mandatory https://www.acacamps.org/sites/default/files/page_docum ents/accreditation/Standards-at-a-glance-2019-updated-

Nov19.pdf https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uSA%3D%3D https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uSA%3D%3D https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uSA%3D%3D https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/540011r.pdf https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/540011r.pdf https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html https://www.acacamps.org/resource-library/coronavirus/camp-business/field-guide-camps https://www.acacamps.org/resource-library/coronavirus/camp-business/field-guide-camps https://www.acacamps.org/sites/default/files/page_documents/accreditation/Standards-at-a-glance-2019-updated-Nov19.pdf https://www.acacamps.org/sites/default/files/page_documents/accreditation/Standards-at-a-glance-2019-updated-Nov19.pdf https://www.acacamps.org/sites/default/files/page_documents/accreditation/Standards-at-a-glance-2019-updated-Nov19.pdf

TECHNICAL EXHIBIT 1

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

5.4.3 Attendance Roster

Once, after check-in complete on the first day of camp

2 Hard Copy acceptable but Digital Copy on Compact Disc is preferred

CYP POC

5.8, 5.9 Proposed Camp

Agenda

Once, two (2) weeks prior to camp start date.

1 Electronic Copy (.pdf or .jpeg delivered via email)

CYP POC

5.8, 5.9 Final Camp Agenda

Once, on first day of camp 3 Hard Copy CYP POC