ATCH_1_PWS_State_Youth_Symposium.pdf

Ver. January 2021

PERFORMANCE WORK STATEMENT (PWS)

FOR

Iowa National Guard 2021 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 provide a State Youth Symposium, as defined in this

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 in order 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 6-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 6-day period between the dates of 13 June 2021 – 14 August 2021. 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 work force 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 work force are essential.

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

The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 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 Reserved

1.4.5 Security Requirements:

1.4.5.1 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.2 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

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.

1.4.7 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) in order 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: The contractor shall plan and execute a coordination meeting with CYP staff to discuss the registration process and data, event setup, audio visual checks, and any additional details necessary to conduct the event.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the KO, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

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

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.

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

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

2.1.4 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.

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

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

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

2.1.9 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:

CM Contract Manager CYP Child and Youth Program DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services KO Contracting Officer PII Personally Identifiable Information POC Point of Contact PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program 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.

5.0 Requirements: The contractor shall:

5.1 Provide a residential camp for a maximum of 75 youth, ages 9-18 as of August 1, 2021. The camp shall be conducted over six (6) continuous days, two (2) of which include travel time for attendees, between the dates of June 13, 2021 and August 14, 2021. Exact dates shall be coordinated between the Contractor and the Iowa National Guard.

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, 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 attendee upon registration, which shall be deducted from the total per-camper fee.

The remainder of the per-camper fee shall be billed to the Iowa National Guard. The total 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 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.

5.5 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.

5.6 Lodging Requirements.

5.6.1 The contractor shall provide an adequate number of lodging/sleeping bunks to accommodate up to 75 youth and accompanying camp staff. 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.

5.6.1.1 Male and female camp attendees shall be lodged separately.

5.6.2 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.

5.6.2.1 Male and female CYP staff shall be lodged separately.

5.7 CYP Program Requirements. The contractor shall provide programming specific to the Iowa National Guard CYP:

5.7.1 The contractor shall coordinate with CYP staff prior to the camp dates to plan agenda and incorporate approximately four (4) hours of resilience training for campers ages 12 and older, and two (2) hours of resilience training for campers ages 9-11. All resilience training will be conducted by CYP staff.

5.7.2 The contractor shall schedule time for CYP staff to meet with Military-connected youth campers, ages 12 and older, for a total of four (4) hours over the duration of the camp. The contractor shall schedule time for CYP staff to meet with Military-connected youth campers, ages 9-11, for a total of two (2) hours over the duration of the camp.

5.7.2.1 The contractor shall provide one (1) distraction-free indoor or outdoor meeting space for up to three (3) CYP staff members and 75 youth.

5.7.2.2 The meeting space shall include an adequate number of tables and chairs to accommodate 75 youth.

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

5.7.3 Camp Activities. The contractor shall provide age-appropriate activities for approximately 75 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 four (4) full camp days. Activities shall include hands-on application and engagement, training/instruction, and group activities, to include a minimum of at least four (4) of the following:

5.7.3.1 Archery

5.7.3.2 Arts and Crafts

5.7.3.3 Canoeing

5.7.3.4 Challenge Courses (high and/or low ropes)

5.7.3.5 Climbing Walls

5.7.3.6 Horseback riding

5.7.3.7 Laser tag or paintball

5.7.3.8 Sailing

5.7.3.9 Swimming

5.7.3.10 Other recreational sports

5.8 The contractor shall provide their proposed 6-day 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 The contractor shall provide a table for CYP staff use to connect with families and offer CYP resources during drop-off and pick-up.

5.10 Meal Requirements. The contractor shall provide three (3) nutritious meals for each camp attendee on each of the four (4) full camp days, and one (1) meal per camp attendee on the drop-off and pick-up travel days. 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, etc.

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: milk, fruit juice, water or orange 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, juice, or milk

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, juice, or milk

5.10.4 Travel Day Menu. The travel day meals shall consist of the following options, at a minimum:

5.10.4.1 Sandwich - option of either lunch meat or peanut butter and jelly

5.10.4.2 One (1) fruit or vegetable selection

5.10.4.3 One (1) beverage selection, to include choice of water, juice, or milk

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

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.ht ml 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 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 Final Camp Agenda

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