Attch 6. DoD WG Task Order 1 PWS Final Clean Version 24MARCH22.docx

DRAFT Warrior Games Task Order 1 CUI Procurement Sensitive Information - See FAR 3.104-FOUO

DRAFT

Indefinite Deliver-Indefinite Quantity (IDIQ)

Task Order 1

Department of Defense Warrior Games (DOD WG) Sport/Event Management and Planning

United States Army Training and Doctrine Command

(TRADOC)

DRAFT Warrior Games Task Order 1 CUI Procurement Sensitive Information - See FAR 3.104-FOUO

CUI Procurement Sensitive Information-See FAR 3.104-FOUO

TABLE OF CONTENTS

PART 1 GENERAL INFORMATION

PART 2 DEFINITIONS AND ACRONYMS

PART 3 GOVERNMENT FURNISHED ITEMS & SERVICES

PART 4 CONTRACTOR FURNISHED ITEMS & SERVICES

PART 5 SPECIFIC TASKS

PART 6 EXHIBITS LIST

PART 1

BACKGROUND AND GENERAL INFORMATION

1. Warrior Games. The Warrior Games were established in 2010 as a way to enhance the recovery and rehabilitation of our Nation’s Wounded Warriors (W2) by introducing them to the world of competitive adaptive sports. Sponsored by the U.S. Olympic Committee in Colorado Springs, Colorado, the inaugural Warrior Games hosted approximately 200 Wounded, Ill, and Injured Service Members and Veterans. Under the ownership of the U.S. Department of Defense (DOD), the Warrior Games have expanded in size and scope with hundreds of athletes from multiple countries competing in events across a large assortment of both individual and team sports.

1.1 Wounded, ill and injured athletes from the U.S. Army, U.S. Navy, U.S. Air Force, USMC, USSOCOM, SPACECOM and up to seven partner nations compete for the gold in Archery, Cycling, Field, Golf, Indoor Rowing, Powerlifting, Precision Air Sports, Sitting Volleyball, Swimming, Track, Wheelchair Basketball and Wheelchair Rugby. Each team is limited to no more than 45 athletes total with a support staff not to exceed 100.

1.3 This Performance Work Statement (PWS) is for a Task Order (TO) on a non-personal services Indefinite Delivery Indefinite Quantity (IDIQ) contract to provide sport and event management, planning and logistic support for the Department of Defense Warrior Games (DOD WG). Subsequent Task Orders will be issued for the execution of the specific tasks set forth in paragraph 5 Specific Tasks of this PWS.

1.4 The Government shall not exercise any supervision or control over the contractor or any sub-tier contractor under the service contract TO that will be issued pursuant to this PWS. Sub-tier contractors shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.5 The DOD WG will be an Americans with Disabilities Act (ADA)-compliant event. All venues and locations discussed herein must be ADA accessible.

1.6 Scope. The objective of IDIQ TO 1 that will be awarded simultaneously with the IDIQ DOD WG contract award is to provide event planning and to produce a plan for sports production, management and execution for all events in support of the Government’s annual production of the DOD WG. The Contractor shall produce a plan that integrates and organize these events in the most effective and cost-efficient manner, providing subject matter expertise in planning, managing, and delivering a high-level ADA compliant Sporting Event. Subsequent Task Orders will be issued for the execution of contractor’s plan for each year of the DOD WG.

1.6.1 Period of Performance. The period of performance for this Task Order is one (1) year, with four (4), one-year option periods for a total of 5 potential years.

1.7 Description of Services. The Contractor shall provide all non-personal services, personnel, equipment, supplies, tools, materials, supervision, and other items and services necessary in support of the DOD WG, as defined in this PWS.

1.7.1 The Contractor shall design, provide, install, and operate a single source of truth database to support sport and event management, planning and logistic support services listed throughout this PWS. The officiating, recordkeeping, and conduct of sporting events shall be within the scope of this PWS and supportive of the execution of each sporting event. These requirements include to production and execution of various activities to support the DOD WG as specified in the PWS.

1.7.2 The Contractor shall manage and provide all support equipment and staff necessary to conduct all events in support of the DOD WG (see Sports Requirements Workbook, Exhibit A).

1.7.3 The Contractor shall coordinate with all DOD WG venues/facilities to plan, manage, implement, and execute all PWS requirements. These venues will be secured prior to each year’s DOD WG through a separate Task Order, or possibly via proffer to the Government from a third party. Only after the venues are secured will the Contractor be required to coordinate with them.

1.7.4 The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS and meet associated quality standards and performance requirements.

1.8 Quality Control. The Contractor shall formulate and implement a quality control program that outlines the Contractor’s goals, objectives and standards, and a Quality Control Plan (QCP) that details the methods, procedures, and processes used to meet the government’s requirements and the contractor’s quality processes encompassed throughout the entire contract. The Contractor shall provide the complete QCP (written and digital) to the COR no later than 30 days after contract award.

1.8.1 Quality Assurance. The Government will evaluate the Contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan (QASP). This plan is a government only document primarily focused on what the Government must do to assure that the contractor has performed IAW the requirements of the contract. The QASP will not be modified without consultation and agreement between Contractor and Government.

1.9 Place(s) of Performance. Continental United States.

1.10 Security (AS APPLICABLE).

1.10.1 Personnel Security. The Contractor shall be responsible for safeguarding all Government equipment, information, and property provided for Contractor use. Facilities, equipment, and materials located at offsite venues shall be secured at the close of each work period.

1.10.1.1 The Contractor shall take all necessary steps to ensure that contracted or subcontracted personnel who are selected for assignment conduct themselves in a professional manner, maintain a neat and professional appearance, and meet all other requirements stated elsewhere in this PWS.

1.10.2 Venue Security. The Contractor shall coordinate with the Government Security Leader POC in support of all security requirements as addressed in the PWS.

1.10.2.1 The Contractor shall coordinate with the COR for physical security and storage solutions for all material, equipment, data, and information. If any physical security requirements are identified for the Contractor to provide, they will be issued on a separate Task Order.

1.10.3 Communications Security (COMSEC). The Contractor shall assume the responsibility for ensuring wide and frequent dissemination of the following information to all employees dealing with DOD information. The Contractor shall post a notice to all employees and notify in writing to all employees that:

All communications with DOD organizations are subject to COMSEC review.

Telephone communications, and Information Technology (IT) networks are continually subject to intercept by unfriendly intelligence organizations.

DOD has authorized the Military department to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DOD organizations.

Contractor employees are advised that any time a call is placed or received it is subject to COMSEC procedures.

1.10.4 Training Requirements: The Contractor shall track all training requirements and ensure that all employees working on this contract are compliant. If the training requirements are not met, the Government may refuse access to systems or work location. The Contractor shall report employee training status in the monthly status report. The Contractor shall maintain a training file for each employee and make it available for inspection upon request from the Government. The Contractor shall comply with and participate in any pertinent Army, command, and installation security training programs when performance or services will occur on a Government installation and the Contractor employee(s) are embedded or integrated into the Government activity or office.

1.10.4.1 Antiterrorism Level I Training: Antiterrorism Level I Training: Pursuant to DOD Instruction (DODI) Number 2000.16, “DOD Antiterrorism Standards,” dated November 20, 2019, All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://jko.jten.mil

1.10.4.2 Access and general protection/security policy and procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.10.4.3 Operations Security (OPSEC): Per AR 530-1, Operations Security; ALARACT 075/2012 OPSEC Cover sheet, and DOD 5205.02-M DOD Operations (OPSEC) Program manager, commanders and directors shall ensure that contractors supporting DOD activities use OPSEC to protect critical information for specific contracts and subcontracts. Contracting officer must identify OPSEC measures and requirements in the resulting solicitations and contracts. Requesting Agency (RA) must work with OPSEC PM/Officer to set contract OPSEC requirements; RA must prepare solicitation documents, to include draft performance work statement (PWS) or purchase description, draft quality assurance surveillance plan (QASP), DD Form 254 (Item DI-MGMT-0934A on the Contract Data Requirements list) for classified contracts and other documents as required by local policy for the type of support requirement and the OPSEC cover sheet. Contractor employees must complete Level I OPSEC Awareness training within 30 calendar days of their reporting for duty and annually thereafter. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported in the monthly status report.

1.10.4.4 Sexual Harassment and Assault Response Prevention (SHARP) Training: The Contractor shall provide SHARP training to all Contractor personnel providing services under this contract within seven days of full performance of the contract or employment date for newly hired employees and annually thereafter. The Government shall provide the Contractor the SHARP training support package to be utilized to meet the initial requirement. After the initial training, Contractors will participate in the face-to-face SHARP training conducted annually by the Government at their duty location. The Contractor shall report the completion of SHARP training on the monthly status report.

1.10.4.5 Information Assurance (IA)/IT Training: All Contractor employees must complete the Defense Information Systems Agency (DISA) training IAW DOD 8570.01-M IA before issuance of network access and annually thereafter with the results reported in the contract. All Contractor employees working IA/IT functions must comply with DOD and Army training requirements in DODD 8570.01, DOD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions. The designated contracting officer’s representative will document the current information assurance certification status of contractor personnel by category and level, in the Defense Eligibility Enrollment Reporting System, as required by DOD Manual 8570.01-M, Information Assurance Workforce Improvement Program. Contractor compliance IAW National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171 is DOD preferred.

1.11 Contractor Personnel.

1.11.1 Identification of Contractor Employees. The contractor shall provide each employee an Identification (ID) Badge, which includes, at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work. The contractor shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The contractor shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor shall ensure that all documents or reports produced by contractor employees are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor workforce shall comply with all personal identity verification requirements as directed by DOD, Headquarters DA and/or local policy.

1.11.2 Event Management Support. The contractor shall provide complete event management support that fully integrates, manages, controls, and documents all phases of the PWS requirements. The Contractor’s Event Manager (EM) shall be the focal point for all issues in the Government’s effort and shall keep the Government fully informed, both verbally and in writing. The Contractor shall provide all necessary personnel, administrative, financial, and managerial resources necessary for the support of this PWS.

1.11.2.1 Event Manager (EM). The Event Manager has primary responsibility for all Contractor efforts in support of this PWS. The Event Manager shall have a minimum of five (5) years demonstrated, successful Event Management experience of a contract in similar size and scope to this requirement in support of event planning, sports production, management, and execution. A portion of the work experience shall have fallen within three (3) years of the start of this contract period. The Event Manager shall be available at time of award.

1.11.3 Subcontractor Management. The Contractor shall be responsible for any Subcontract management necessary to integrate work performed on this contract and shall be responsible and accountable for Subcontractor performance on this contract. The prime contractor shall manage work distribution to ensure there are no Personal Conflict of Interest (PCI) or Organization Conflict of Interest (OCI) considerations. In the event a situation occurs which may give rise to the appearance of a PCI/OCI, the contractor shall notify the PCO, identify the circumstances and provide the contractor’s proposed approach to avoid, neutralize or mitigate the PCI/OCI. The contractor shall prepare and maintain a disciplined Subcontractor Management Plan with particular emphasis placed on practices to be maintained with satisfying small business participation requirements. The Contractor shall ensure the requirements of this contract and subsequent orders are consistently applied to all subcontracts and associate contracts.

1.11.4 Meetings. Attendance at meetings, briefings, working groups, and events both locally and at remote locations, shall be required.

1.11.6 Transition.

1.11.6.1 Phase-Out. As applicable, the incumbent Contractor shall support transition of contract responsibility of service support to any incoming contractor with the purpose of affecting a smooth and orderly transfer. The support shall include identification of existing status of on-going and upcoming efforts; property accountability and disposition as applicable; and identification of existing problems and associated actions/status; and all outstanding requirements remaining for completion. The Contractor shall coordinate all data/information transfer and any other actions required to ensure continuity of customer mission/operations. A plan detailing the orderly transfer shall be prepared and submitted assuming the incumbent Contractor was not selected/awarded for continuation of the same service. The Contractor shall participate in the aforementioned transition start and operational readiness meetings.

1.11.7 Post Award Conference/Kick-Off Meeting. The Contractor shall participate in a Government-hosted, post-award conference (Kick-Off Meeting) IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contractor will be notified of the date and time of the meeting by the Contracting Officer. The Government will schedule the Kick-Off Meeting and include key personnel from both the prime Contractor and any Subcontractors NLT 10 calendar days after award. The contractor shall be prepared to discuss any issues requiring clarification and gather information necessary for the Project Management Plan, as discussed below.

1.11.8 Project Management Plan (PMP). The Contractor shall develop, maintain, and update, throughout the contract’s period of performance, a PMP that is the foundation for information and resource management planning and guidance. The PMP shall be fully integrated with the Contractor Web-based Library/Tool Repository (single source of truth). See paragraph 5.1.1 of the PWS. The contractor shall provide the PMP no later than 30 days after contract award (written and digital).

1.11.9 Contractor Performance Assessment. The Contractor’s performance shall adhere to the metrics in the PRS (Exhibit E).

1.11.10 Contractor Travel. The Contractor shall travel in support of the following meetings each contract year. The anticipated timeframe is:

Initial Planning Conference – Five (5) days in January at the event site Logistics/DV Synch Visit – Five (5) days in March at the event site Mid-Planning Conference – Five (5) days in June at the event site Final Planning Conference – Five (5) days in July at the event site After Action Conference – Two (2) days in October at Ft. Eustis, VA

Should there be a deviation from the above anticipated schedule the Government will provide alternate dates in subsequent task orders.

1.11.10.1 The contractor shall attend the contract kickoff meeting to be scheduled with ACC-Orlando immediately following contract award for three (3) days in Orlando, FL at a date to be mutually decided.

1.11.10.2 The event sites are not determined, but will be in a CONUS location. For reference, previous DOD WGs have been planned in locations such as Chicago, IL, West Point, NY, USAF Academy, CO, Tampa, FL, and Orlando, FL.

1.11.10.3 Cost-type CLINs are not permitted on commercial contracts, therefor pricing for travel shall be included within the firm-fixed price of this task order.

1.12 System for Award Management (SAM) Manpower Reporting. The Contractor shall report and submit into SAM.gov before 15 December each year and notify the COR upon completion or NLT 20 December each year. All Contractor labor hours (including Subcontractor labor hours) required for performance of services provided under this contract are required to be input. The Contractor is required to fill in all required fields using the following web address: https://www.sam.gov/SAM/.

1.12.1 Reporting inputs shall be for the labor executed during the period of performance for each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than 15 December of each calendar year for the previous FY. Contractors may direct questions to the Federal Service Desk. The web address: https://www.fsd.gov/gsafsd_sp. Toll free phone number is 866-606-8220.

1.12.2 The Contractor shall notify the COR by 20 December whether or not they have completed this report. If the COR is unavailable, the Contractor will notify the KO.

PART 2

DEFINITIONS & ACRONYMS

2.1 DEFINITIONS.

2.1.1 AFTER ACTION REVIEW. An assessment conducted after a project or major activity that allows employees and leaders to discover (learn) what happened and why.

2.1.2 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.4 CONTRACTING OFFICER. A person with authority to enter into, 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.

2.1.5 CONTRACTING OFFICER'S REPRESENTATIVE. An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.7 FEDERAL ACQUISITION REGULATION. The principal set of rules established to govern the acquisition process of the Government purchasing goods and services.

2.1.8 GOVERNMENT-FURNISHED PROPERTY OR GOVERNMENT PROPERTY. Property in the possession of, or directly acquired by, the Government and subsequently made available to the contractor.

2.1.9 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. 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.

2.1.10 MONTHLY STATUS REPORT. To keep project status visible to senior management in the customer and delivery organization by providing an appropriate summary of project status on a regular monthly basis.

2.1.11 OTHER DIRECT COSTS. Non-labor and non-travel expenses incurred for the Government (i.e. facilities, shipments).

2.1.12 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.13 PERFORMANCE WORK STATEMENT. Explains concisely what is to be accomplished in terms of results so that the Government can monitor and evaluate the progress and final result of the project effectively.

2.1.14 PROJECT MANAGEMENT PLAN. A plan both for executing a project and to meet specific objectives for the project. It should be used as a foundation for information and resource management planning and guidance.

2.1.15 QUALITY ASSURANCE. The Government procedures to verify that services being performed by the contractor are acceptable IAW with established standards and requirements of this contract.

2.1.16 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the Government surveillance methodology to be used for surveillance of contractor performance.

2.1.17 QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.18 QUALITY CONTROL PLAN. The contractor’s standardized procedure/methodology for self-monitoring and documenting contract performance to ensure all contract requirements are met.

2.1.19 SINGLE SOURCE OF TRUTH. The practice of aggregating data from many systems within an organization to a single location. See common industry definitions.

2.1.20 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the Subcontractor.

2.1.21 SYSTEM FOR AWARD MANAGEMENT. A web-based application that allows contractors to electronically submit invoices and receiving reports and the Government to inspect, accept, receive, and pay electronically.

2.1.22 WORK DAY. A day on which the Government is routinely present, usually Monday through Friday, excluding federal holidays. A workday is distinguished from a calendar day, as within ten calendar days there may be a range of five to eight workdays.

2.1.23 WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2 ACRONYMS.

ACOR Assistant Contracting Officer Representative ADA Americans with Disabilities Act

CDRL Contract Data Requirements List CLIN Contract Line Item Number CMO Chief Medical Officer COR Contracting Officer Representative

IMCOM Installation Management Command

JIB Joint Information Bureau

PART 3

GOVERNMENT FURNISHED ITEMS & SERVICES

3.1 Government Furnished Equipment. None.

3.2 Government Furnished Facilities. None.

3.3 Government Furnished Services. None.

PART 4

CONTRACTOR FURNISHED ITEMS & SERVICES

4.1 General. The Contractor shall furnish all services, supplies, equipment, and facilities required to perform services work under this contract except as designated in Part 3 of this PWS.

4.2 The Contractor shall procure and maintain insurance, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance IAW Federal and state laws. The Government shall be held harmless against any or all loss, cost, damage, claim expense, or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

4.3 The Government will not be responsible in any way for damage to the Contractor’s supplies, materials, equipment, or its employee’s personal belongings due to fire, theft, accident, or other disaster.

PART 5

SPECIFIC TASKS

5.1. Event Management. The Contractor shall provide event management to include synchronized sports production, sports management, and overall event management for execution of DOD WG.

5.1.1 The Contractor shall develop, maintain and disseminate a Web-based Document Library Tool/Repository (single source of truth) which will serve as a Master Event Plan and Schedule for the entire DOD WG within 30 calendar days of award. The Master schedule shall include, detailed descriptions of the event dates, transportation schedules, times, locations, conduct of each competition sporting and non‐sporting event, and contingency plans for inclement weather which may alter or extend competition days within the contracted timeframe.

5.1.2 The Contractor shall submit medal design to the COR and coordinate with the COR for any changes. Once approved by the COR, the contractor shall prepare the final design documentation. If required, a subsequent task order will be issued for production of the medals.

5.1.3 In the event a host city/venue is not identified by the Government, the Contractor shall assist the Government by proposing host cities/venues for the DOD WG. The host city/venue for the 2022 DOD WG is Orlando, Florida, Disney Wide World of Sports.

5.1.4 Contractor shall coordinate potential future host attendance at current year’s DOD WG for familiarization (if applicable).

5.2 Sports Management. The Contractor shall manage and plan all support equipment and support staff necessary to execute the DOD WG. (See Sports Requirements Workbook, Exhibit A). The execution of the plan will be detailed in subsequent task orders.

5.2.1 The Contractor shall identify personnel with at least three (3) years of experience and with the proficiency to plan, manage, and execute Paralympic-style athletic event requirements. (See Sports Requirements Workbook, Exhibit A).

5.3 Sports and Event Venues. As required, Contractor shall identify compatible sports venues for DOD WG pursuant to the details laid out in the Sports Requirements Workbook (Exhibit A).

5.3.1 Contractor shall identify available locations for all sports venues not provided by the Government or a proffer.

5.6 Lodging. The Contractor shall identify necessary lodging in support of the DOD WG in coordination with the COR. For planning purposes see Exhibit I, FY21 DOD WG proposed attendees. All requirements for procurement of lodging will be detailed in subsequent task orders.

5.6.1 Lodging identified shall be within walking distance of restaurants that will be open for breakfast, lunch, and dinner.

5.6.1.2 All lodging identified shall be ADA compliant.

5.6.1.3 Contractor shall ensure lodging has wheelchair accessible rooms.

5.6.1.4 Contractor shall ensure lodging has rooms with roll in showers.

5.6.1.5 Contractor shall ensure lodging has rooms with adjoining bedroom to accommodate validated medical/non-medical attendants.

5.6.1.6 The Contractor shall ensure lodging has a secured location to store Service team valuable equipment.

5.6.1.7 The Contractor shall ensure lodging has free and adequate parking that has sufficient length and height to accommodate large vehicles (i.e. 13-15 passenger vans and U-hauls).

5.6.1.8 The Contractor shall ensure lodging is at the Government Rate and has no additional Resort Fees.

5.6.1.9 The Contractor shall ensure lodging has the ability to provide refrigerators and microwaves if not already provided in rooms.

5.6.1.10 The Contractor shall ensure lodging cost is inclusive of Wi-Fi in rooms and public areas.

5.6.1.11 The Contractor shall ensure lodging is service animal friendly.

5.6.2 Contractor shall ensure lodging can accommodate Team medical room(s)/Team meeting room(s).

5.6.3 The Contractor shall ensure lodging can accommodate two private areas to perform medical assessments for sick call including an exam table and two chairs.

5.6.4 Contractor shall ensure lodging can accommodate Quarantine Rooms.

5.6.5 Contractor shall ensure lodging has laundry facilities for attendees to do their own laundry.

5.7 Ground Transportation.

5.7.1 The Contractor shall identify and plan the transportation logistics for Government personnel, athletes, and any other support personnel identified in subsequent task orders to and from designated locations approved by the Government. The execution of the transportation requirements will be detailed in subsequent task orders.

5.7.1.1 The Contractor shall plan logistics services that provide transportation shuttles to and from designated hotels, sporting event venues, venue parking to venue field of play, intra-venue, and the opening/closing ceremonies in order to provide transportation of personnel and equipment in accordance with the DOD WG Master Plan and Schedule.

5.7.1.2 The Contractor shall provide a plan for all labor, supervision, and other resources required to provide transportation and shuttle services via vans or buses.

5.7.2 The Contractor shall plan to design, provide, install, manage and operate transportation systems required to support athlete needs, team coaches and staff, and DWG staff throughout the athletic venues.

5.7.3 The Contractor shall plan to provide ground transportation for up to 20 members of the JIB staff to all events, including transportation before and after the sporting events.

5.7.4 The Contractor shall have the ability and resources available to operate at capacity to meet the needs of the DOD WG schedule, including peak times, and not experience limitations such as driver operating constraints. All vehicles must be ADA compliant.

5.7.5 The Contractor shall schedule, coordinate, and incorporate into the Master Event Plan logistics for all ground transportation requirements throughout planning and athletic competition of the DOD WG and associated events.

5.8 Specialty Equipment and Operators.

5.8.1 The Contractor shall plan to secure a location, with the approval of the COR, to store team sport-and-support equipment shipped in shipping containers, download, emplacement, retrograde, and upload of equipment from commercial shipment providers, as applicable. The execution of the plan for specialty equipment and operators will be detailed in subsequent task orders.

5.8.2 The Contractor shall plan to provide a 10K forklift and licensed/qualified operator at the beginning and at the end of the DOD WG.

5.8.3 The Contractor shall ensure the designated unloading/loading times are included in the Master Plan and Schedule in order to notify the Service teams of the designated unloading/loading times.

5.8.4 The Contractor will coordinate with the COR the movement of specialty equipment throughout the DOD WG venues, as necessary.

5.9 Check-in/Final Registration/Classification. The Contractor shall plan to conduct check-in, final registration, athlete classification, and team uniform/sports apparel distribution for all athletes and staff. The execution of the plan for Check-in/Final Registration/Classification will be detailed in subsequent task orders.

5.10 Athlete Classifications.

5.10.1 The Contractor shall coordinate and plan to conduct athlete classification IAW most recent Sports Classification handbook (Exhibit C) and in coordination with the COR. The execution of the plan for Athlete Classifications will be detailed in subsequent task orders.

5.11 Opening and Closing Ceremonies.

5.11.1 The Contractor shall plan to produce, and deliver an Opening and Closing Ceremony for athletes, coaches, caregivers, family, friends, DWG personnel, and the local community in coordination with the COR and any proffered venues, performers, or services. The execution of the plan for Opening and Closing Ceremonies will be detailed in subsequent task orders.

5.12 Medical Services.

5.12.1 The Contractor shall coordinate with the Government and local emergency medical services to ensure medical support is available for all DWG events, training and competitions. Contractor shall arrange for emergency medical services (EMS) to include ambulance(s) with paramedics/emergency medical technicians (EMTs) to be on‐site during events/training, opening/closing ceremonies, and competitions/events based upon venue, athlete, and/or spectator attendance.

5.12.1.1 Event Medical Director (EMD) – The contractor shall provide an EMD. The EMD is not required to be a medical professional, but shall be point of contact responsible for coordinating with the Government, local medical services, team medical staff and EMS.

5.12.1.2 Contractor shall plan to provide medical supplies/consumables at stations throughout the games for typical first aid needs.

5.13 Competition Medals.

5.13.1 Contractor shall provide a plan to design and procure all medals with lanyards for the DOD WG to include the following specifications:

5.13.1.1 Medals shall be Gold, Silver, and Bronze in color for each event/classification.

5.13.1.2 Each medal should weigh at least 400 grams.

5.13.1.3 Each medal shall be at least 85mm in diameter and at least 7 mm thick at the thinnest part.

5.13.1.4 All medals shall have a two-sided sculptural design.

5.14 Medal and Award Ceremony Platforms.

5.14.1 The Contractor shall plan to provide a central location area for medal ceremonies, and additional ceremony locations at the “field of play”. The execution of the plan for Medal and Award Ceremony will be detailed in subsequent task orders.

5.14.2 The Contractor shall design and plan to construct appropriate painted platforms for venues with suitable dressing, signage, backdrop and staging for medal ceremonies. All platforms must be ADA compliant.

5.14.2.1 The platform design will include 3 levels (gold, silver, bronze) that shall be ADA compliant and will be sufficient in height to allow spectators to see the medal winners and allow for photographs.

5.14.2.2 Platform design shall allow for easy removal and transport to the various venue/medal ceremony locations and will be wheelchair accessible (to the platform and all levels) by ramp with appropriate safety guards built along the edges to avoid any accidental falls and shall include steps with handrails to assist members in reaching the platform.

5.14.3 The Contractor shall plan to ensure that the medal ceremony platforms are transported and installed at ceremony locations prior to the event, and in sufficient time to execute the ceremony pursuant to the Master Schedule.

5.14.4 The Contractor shall plan to provide all AV equipment and support for Medal and Award Ceremonies.

5.16 Volunteer Coordination and Identification.

5.16.1 The Contractor shall plan to solicit, register, train, assign/organize, and provide logistics, identification, and credential requirements for volunteers for all requirements pursuant to the Sports Requirements Workbook (Exhibit A). (Conflicts that may arise with volunteer selection and event support will be resolved by the COR). The execution of the plan for Volunteer Coordination and Identification will be detailed in subsequent task orders.

5.16.2 The Contractor shall provide a registration portal on the DOD WG website for volunteers NLT 60 days prior to execution of the DOD WG.

5.16.3 The Contractor shall provide a plan to perform industry standard vetting/background screening of all volunteers in coordination with the COR.

5.17 Information Technology (IT) and Communications Support Services.

5.17.1 The Contractor shall plan to provide IT and audio/visual access and support throughout the DOD WG. The execution of the IT and Communications Support Services plan will be detailed in subsequent task orders.

5.20 Sport and Event Venues.

5.20.1 The Contractor shall plan to provide all DOD WG sports and/or event venue requirements pursuant to the Sports Requirements Workbook (Exhibit A). The execution of the plan for Sports and Event Venues will be detailed in subsequent task orders.

5.20.2 The Contractor shall use the Sports Requirements Workbook (Exhibit A) as a reference for logistics, operations, and support concerning venue accessibility and develop the practice and competition.

5.21 Event Planning.

5.21.1 Production and Execution. The Contractor shall provide a written Event and Sports Management Plan with proposal which describes in detail how the Contractor will execute the responsibilities outlined in this PWS in support of the DOD WG in compliance with all Federal, state, and location health protection, practices, policies, and protocols.

5.21.2 Project Plan:

5.21.2.1 The Contractor shall develop a comprehensive plan including a checklist for equipment, support, personnel responsibilities (who’s doing what at each venue) and a schedule for event setup, execution, and retrograde.

5.21.2.2 The Contractor’s plan shall include an explanation of how the Contractor has determined they shall ensure proper coordination between all personnel involved with execution of the DOD WG.

5.21.2.3 The Contractor shall coordinate their actions with the appropriate Government staff, DOD WG POCs, and representatives for each venue prior to the installation of any equipment, tools, production materials, signage, or any other materials related to the DODDOD WG.

5.21.2.4 The Contractor’s plan shall include a description of the roles and responsibilities of the Contractor’s key personnel and management team.

5.21.3 The Contractor shall participate in the following events leading up to and after execution of the DOD WG:

5.21.3.1 Pre-event Site Visits: In conjunction with the COR, the Contractor shall conduct pre-event site visits to inspect the proposed facilities, equipment, staff support, security capabilities, safety measures, A/V and power equipment and capabilities to confirm ADA compliance and identify manpower, equipment, A/V, and power needs to ensure successful pre-games set-up, coordination, and execution of the production and sport requirements for the DOD WG NLT 30 days of identified venue location. The 2022 DOD WG will be held in Orlando, FL, Disney Wide World of Sports.

5.21.3.2 Final Planning Conference: The Contractor shall attend a Final Planning Conference NLT 60 days prior to execution of the DWGs, at the hosting venue city and locations, or at a location TBD by the Government. The 2022 Final Planning Conference will be held in Orlando, FL at the Disney Wide World of Sports. (The purpose of the Government hosted planning conferences is to inform the U.S. and International Services regarding the planning efforts of DOD Warrior Games. These conferences shall address the specific details associated with all plans addressed in this PWS and facilitate collaborative information exchange between the Government and Contractor teams.)

5.21.3.3 Planning Meetings: The Contractor shall organize and schedule Event Planning Meetings (telephone and video conferences) with the Government staff and other organizations involved in the planning and execution of the event to include Agendas and Minutes which will be posted and maintained on the Master Plan and Schedule. Reoccurring agenda items will be Action Item tracking of all requirements, status, and closure.

5.21.3.4 The Contractor shall develop all meeting agendas, slides, and minutes NLT 2 days after all meetings. Meeting minutes shall include action item capture and tracking to ensure all issues are tracked to full resolution prior to completion of the Final Planning Conference. Contractor shall provide to COR and ensure documents are uploaded to the master plan schedule.

5.21.3.5 The Contractor shall produce Senior-level Briefings as required by the Government in support of Daily Commanders Update Briefings and Daily Closeout Briefings throughout the duration of the event from pre-execution to close of games.

5.22 Equipment.

5.22.1 The Contractor shall plan to provide all equipment requirements specified in the Sports Requirements Workbook (Exhibit A). The execution of the Equipment plan will be detailed in subsequent task orders.

5.22.2 The Contractor shall plan to ensure enough equipment is sourced to accommodate athlete participation and facilitate a successful Sports Run of Show plan based upon the total number of teams/athletes (estimated to be 10 teams and up to 45 athletes per team) participating in each sport as related to the event start rights, gender, and classifications IAW the latest edition of the DOD WG Rules and Regulations Handbook (Exhibit B).

5.23 Registration and Credentialing.

5.23.1 The Contractor shall plan to provide all registration and credentialing for all DOD WG personnel. This includes but is not limited to athletes, staff, coaches, officials, distinguished visitors (as coordinated through Government Protocol), and any other personnel designated by the Government. Each individual shall receive credentials/identification which allows them access to certain venues, ceremonies, or services of the DOD WG. The execution of the Registration and Credentialing plan will be detailed in subsequent task orders.

5.24 Volunteer Coordination.

5.24.1 The Contractor shall plan to coordinate the solicitation, registration, training, assignment, organization, and logistics of all volunteers at the DOD WG. The execution of the Volunteer Coordination plan will be detailed in subsequent task orders.

5.24.2 The Contractor shall plan to identify all volunteer needs to include uniforms, food and water.

5.25 Event Logistics.

5.25.1 The Contractor shall plan for accountability and safety of all Contractor provided equipment utilized in the execution of the DOD WG. The execution of the Event Logistics plan will be detailed in subsequent task orders.

5.25.2 The Contractor shall plan to coordinate facility operational requirements and event logistics, including but not limited to, communications, IT, transportation, security and medical support, where applicable.

5.25.3 The Contractor shall plan to provide ice and water distribution and logistics at all venues for all athletic competitions. The Contractor shall develop a plan to distribute water and ice to ensure adequate water and ice are available for all athletic events at all venues.

5.25.5 The Contractor shall plan to provide shade tents during outdoor venue events. (See Sports Requirements Workbook, Exhibit A.)

5.25.6 The Contractor shall plan to provide dedicated refuse, trash, and waste stations at all venues.

5.25.7 The Contractor shall plan to provide recycling containers and empty the containers throughout the DWG to prevent overflow.

5.25.8 The Contractor shall plan to create and execute a cleanup plan of all materials, sporting equipment, signage, and other similar waste materials.

5.25.9 The Contractor shall plan to ensure accountability, inspection, and packing of all reusable items to be maintained by the Contractor for continued use at future DOD WG upon completion of each year’s Games.

5.25.10 The Contractor shall plan to identify and obtain all necessary permits for the DOD WG in accordance with applicable rules, regulations and laws.

5.27 Dressing and Signage.

5.27.1 The Contractor shall develop a signage/dressing plan, including planning to print signage and a plan to install signage and dressing with Government approval and pursuant to the Government provided style guide (Exhibit E). The execution of the Dressing and Signage plan will be detailed in subsequent task orders.

PART 6

EXHIBITS