28_01_VNC_Community_Services.pdf

FA3002-13-R-0011

Amendment 0008

Section 28-1

28.1. Community Services

28.1.1. Description of Services: Community Services shall be dedicated to providing and promoting a broad range of core and enhanced programs and services that include Community Services consisting of but not limited to: Child Development Programs, Youth-Activities, Preschool and School Age Programs, Teen Programs, Fitness and Sports programs, Library, and Outdoor Recreation and Equipment Check Out for Vance Air Force Base (VAFB). These programs and services promote wellness, fitness, relaxation, self-improvement, in a healthy and safe environment for all active duty, retired military, families, DOD civilians-and their families, contractor employees and base organizations. The provider shall be responsible for providing complete programs for customers, with attention to all aspects of execution, including planning, advertising, supplies, equipment, and presentation. The service provider shall provide Marketing Plans for each Community Services activity, and ensure all advertising and Commercial Sponsorship required is coordinated and processed through Marketing and Publicity. These services and programs are currently accomplished primarily with APF; all other services will be accomplished with NAF, donations, and/or commercial sponsorship support. In accomplishing these, the service provider shall perform the following:

The Service Provider Shall:

28.1.2. Community Services: Provide family, youth and single Airman, recreation activities and facilities to support official and non-official functions, and offer a wide variety of customer driven programs and services. The services selected and provided are the result of surveys of local customer interest and demand, USAF Interactive Customer Evaluation, and core program guidance within the constraints of APF and NAF support levels. Core program areas include personal and professional development, performing arts, leisure and recreation, family and life skills. The Community services and programs are accomplished with a mixture of Appropriated Funds (APF), Non-appropriated Funds (NAF), and commercial sponsorship support and volunteers. Provide quality, cost effective Administrative Services that provide timely and accurate administrative, financial and payroll reports, projects and correspondence for all programs. Ensure all reports listed in Appendix D are submitted in accordance with the directive.

28.1.2.1. Make available a wide variety of instructional classes, artistic performances, and age specific entertainment opportunities to meet the diverse population of Vance AFB.

Instructors for youth classes shall have proper background checks and maintain sufficient manpower levels for adequate levels of child to caregiver supervision ratios.

28.1.2.2. Ensure adequate support is provided to all Air Force, Command, and Wing-sponsored events relative to child & youth programs, fitness, library, outdoor recreation.

28.1.2.3. Funds Management:

VANCE AFB COMMUNITY SERVICES

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28.1.2.3.1. Appropriated Funds (APF) SERVICES: Provide direct oversight, supervision, administration, management, and program development of Community Services.

28.1.2.3.2. Nonappropriated Funds (NAF) SERVICES: Implement, manage, and provide oversight of free/fee based programs, events, and services conducted within Community Services.

28.1.2.4. Immediately report all incidents involving patron injury or damage to Government property to the COR.

28.1.2.5. The service provider shall participate in AFPC funded morale programs such as but not limited to Rec On and the Single Airman Program.

28.1.3. Services Training:

28.1.3.1. Ensure that all activities are conducted and supervised by qualified Community Services Supervisors. Supervisors must demonstrate experience and expertise levels comparable to management personnel employed in other Air Force-conducted Services programs.

28.1.3.2. Develop, document and execute a comprehensive Customer Service Training Program that gives the Services staff a clear understanding of Customer Services policies.

Each employee shall receive customer service orientation training within thirty days of employment. Service provider shall perform customer service duties at a consistently high level through documented, ongoing training, communication and reinforcement.

28.1.3.3. Develop and provide both general and specific functional area training in order to maintain the diversified skill required. Training requirements are further identified in the Appendices and Golden Eagle Standards, and shall be adhered to in the performance of this contract. All training shall be documented.

28.1.3.4. Reserved.

28.1.3.5. Ensure all employees directly involved in the handling of NAF funds or control of NAF assets, including those who have oversight of these employees complete NAF Internal Controls training within 30 days of hire/assignment and receive subsequent annual refresher training. The course is available on the Force Support Knowledge Center website.

28.1.3.6. Ensure all designated funds handlers receive annual Funds Handling and Anti- Robbery training.

28.1.4. Reserved.

28.1.5. Reserved.

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28.1.6. Fitness and Sports Services: Make available a broad and diverse range of customer driven recreational, fitness, sports, wellness programs and services. The Fitness and Sports services and programs are accomplished with a current goal of 100% APF support excluding varsity sports, which are accomplished in combination with APF, NAF, commercial sponsorships, and team fundraisers. Should also support command-level and AF level competitions, as well as World Class Athlete Program (WCAP).

28.1.6.1. The Service Provider is required to procure and wear the USAF Standardized Fitness Uniform with corporate logo in place of USAF emblem.

28.1.6.2. Maintain athletic fields and playing courts, which meet the requirements of safety and each sports governing body.

28.1.6.3. Plan, administer, organize, and schedule a wide variety of leagues, tournaments and intramural sports.

28.1.6.4. Ensure adequate support is provided to all Command, Air Force and Wing sponsored events such as the May National Fitness Month.

28.1.6.5. Provide an assortment of equipment and personnel to support unit, Group, Wing, Command, and Air Force directed programs and the Vance Health and Wellness Center (HAWC). Support personal fitness programs and, unit, Group, Wing, Command, and Air Force level directed fitness requirements. Provide a broad range of fitness, athletic, and recreational programs, and equipment to include, at a minimum:

28.1.6.5.1. Intramural, extra-mural, self-directed, instructional and varsity programs.

28.1.6.5.2. Four directed and three self-directed fitness programs.

28.1.6.5.3. Four fitness special events and four of five core intramural sports programs (defined as softball, volleyball, basketball, flag football, and soccer) each fiscal year.

28.1.6.5.4. Extra-mural programs and varsity teams as determined by local demand and available financial resources.

28.1.6.5.5. A comprehensive fitness program to include aerobics, cardiovascular, strength training with selectorized and free weight equipment and other specialized individual fitness programs and assessments.

28.1.6.5.6. A fitness assessment program, available to authorized patrons on a scheduled basis, to provide individual exercise prescriptions. Assessments shall include a health inventory, cardiovascular endurance, muscular strength and flexibility tests, body fat compressure, and heart rate check.

28.1.6.5.7. Individual instructions for free weight and selectorized and Cardiovascular machines.

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28.1.6.5.8. A fitness specialist that will monitor cardiovascular and strength-conditioning areas during peak periods.

28.1.6.5.9. Monitor fitness equipment room. A staff member must monitor fitness activity areas during peak hours and assist customers with equipment use. Peak periods will be defined based upon hourly head counts.

28.1.6.5.10. Provides an overall fitness (OJT) training program, and initiate OJT within 36 hours of assignment for all sports and fitness center employees who deal exclusively with fitness operations or general sports and fitness programs. This program shall include films production by civilian industry and other services. Provide proficiency training at 180-day intervals.

28.1.6.5.11. Volunteers such as sports coaches assist in program services delivery.

Volunteers must be recruited, trained and recognized.

28.1.6.6. The fitness center will meet the minimum staffing requirements in accordance with applicable Air Force instructions/directives

28.1.7. Library and Informational Services: Provide a collection of current reading, informational, and reference material for mission, educational and recreational use. The Library and Information services provide inter-library loans, children’s programs, special events, an assortment of classes, personalized customer assistance and briefings, computer/Internet access, and the capability for customers to perform on-line searches for informational material. Reading materials and job-required publications are also provided via unit office accounts. Library and informational services are provided with 100% APF support.

28.1.7.1. Utilize the Integrated Library System (ILS) to manage all facets of Library cataloging, circulation, and On-line Patron Access Catalog (OPAC), which includes remote access.

28.1.7.2. Be cross-trained in circulation, reference, and operation of technical equipment to ensure continuity of quality customer service and library productivity.

28.1.8. Child and Youth Programs: Child and Youth Programs shall foster a positive self-image, develop social, physical and mental skills, and encourage creativity and learning respect for social diversity and base exercises. (Youth programs shall consist of the Child Development Program, Youth Center, and School Age Program.) The Service provider shall:

28.1.8.1. Provide programs with extended hours of operations during real-world contingency operations and base exercises.

28.1.8.2. Provide a well-versed or trained full-time Child and Youth Programs Director responsible for the Child and Youth Programs to include Child Development Programs, Youth and Teen Programs, and School-Age Programs as a whole.

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28.1.8.2.1. Training shall be according to the most recent Air Force Child Development Center Criteria, Air Force School Age Program Criteria, or Air Force Youth Programs Criteria. These documents are commonly referred to as the inspection checklist.

28.1.8.2.2. Family Member Director has attended a national or regional Boys & Girls Club of America (B&GCA) conference within the last 2 years.

28.1.8.2.3. The director, program directors, teen coordinator, and youth sports and fitness directors receive all annual training required in the Child and Youth Programs Criteria Checklists.

28.1.8.2.4. Each base has at least one staff who is a Certified Youth Sports Administrator and remains certified through annual trainings.

28.1.8.3. Child Development Center (CDC) Director, Assistant Director, School Age (SA) Coordinator, and Training and Curriculum (T&C) Specialists shall be in accordance with Child and Youth Programs Criteria Checklists.

28.1.8.3.1. Ensure all child and youth staff (regular and flex schedule) is in accordance with Child and Youth Programs Criteria Checklists.

28.1.8.3.2. Program staff attends local, regional, national B&GCA and 4-H trainings to improve the program.

28.1.8.3.3. Establish a training program and ensure the School Age Coordinator training is in accordance with Child and Youth Programs Criteria Checklists. School Age Coordinator attends AF and Regional or National School-Age and Youth development conferences.

28.1.8.3.4. School age program assistants (SAPAs) training is in accordance with Child and Youth Programs Criteria Checklists.

28.1.8.4. Establish a training program and ensure administrative staff training is in accordance with Child and Youth Programs Criteria Checklists.

28.1.8.5. Establish a training program and ensure food service staff training is in accordance with Child and Youth Programs Criteria Checklists.

28.1.8.6. Ensure staff is knowledgeable of program objectives, policies, emergency procedures, fire evacuation, protection of the health and safety of youth, acceptable guidance techniques, child abuse detection and prevention, telephone etiquette, greeting people, and appearance/hygiene and facility/equipment cleanliness standards.

28.1.8.7. Complete criminal history background and reference checks on all staff, specified volunteers and custodians. Employees can be hired provisionally until installation records check has been completed on all staff, contract workers, and specified volunteers. A state

28-1-5 criminal history repository check has been completed from all states the individual staff member has lived in during the last five years. NOTE: Only required if a completed NAC/NACI is not on file. A NAC or NACI has been requested for each individual staff member. NOTE: As of 21 May 2008, all newly hired employees must have a NACI. A FBI fingerprint check has been requested for each contract worker. Record re-verification of the IRC and a Defense Central Index of Investigations has been completed for all staff and volunteers every fives.

28.1.8.8. Ensure all employees meet health and immunization requirements.

28.1.8.9. Provide a Training and Curriculum Specialist (T&C) who is responsible for training and curriculum for all youth programs.

28.1.8.10. Parent Advisory Boards for the School Age Program and the Child Development Center shall be the responsibility of the Child and Youth Progams.

28.1.8.11. The Department of Defense issues fee ranges for Air Force programs.

28.1.8.12. Maintain accreditation by a national accrediting body and certification scores that meet Air Force standards.

28.1.9. The Child Development Center:

28.1.9.1. Offer full day care, part day care, hourly care, part day preschool to eligible family members of military members and civilian employees children ages 6 weeks - 5 years.

Programs shall:

28.1.9.1.1. Reserved

28.1.9.1.2. Participate in the United States Department of Agriculture Child and Adult Care Food Program.

28.1.9.1.3. Will be reimbursed with Nonappropriated Funds for 65% of caregiver manhours.

The remaining 35% manhours shall be funded through appropriated funds not to exceed 9,360 man-hours. All program assistant personnel costs, except those designated as supervisory and management/administrative shall be reimbursed to the service provider from nonappropriated funds generated from Parent Fees.

28.1.9.1.4. Participate in the Department of Human Services Federally Funded Childcare Assistance Titled 20 program.

28.1.9.1.5. Conduct a parent conference each Fiscal year to ensure children’s needs are being met.

28.1.9.1.6. Provide at least four special programs offered annually, which may include as participants, members of the surrounding community, parents, and installation agencies. The

28-1-6 special programs shall be given enough emphasis and visibility to ensure strong participation by parents.

28.1.9.1.7. Provide, the program sponsored by the Air Force Aid Society, Give Parents a Break, at least once per month, by keeping CDC open after normal hours from 1800 to 2300.

28.1.9.1.8. Conduct orientation and training for staff, parents, and volunteers.

28.1.9.1.9. Maintain child development center equipment and facilities in an attractive, clean, and safe manner.

28.1.9.1.10. Protect children from harm, illness, and child abuse and neglect which they are in child care programs.

28.1.9.1.11. Manage resources (funds, supplies, personnel, facilities) allocated to the child development center.

28.1.9.1.12. Communicate with parents about their children and the program activities offered.

28.1.9.1.13. Offer a program of activities that help children develop physically, socially, intellectually, and emotionally.

28.1.9.1.14. Maintain compliance with Child and Youth Programs criteria checklists for DOD certification DODI 6060.2, para E3.4.4. Maintain accreditation of the child development center by the National Association for the Education of Young Children (NAEYC), DODI 6060.2, para E2.1.24.

28.1.10. Reserved

28.1.11. Youth Center:

28.1.11.1. Provide Before and After School Programs, Full-Day Summer Day Camps, Holiday Camps, Sports programs, and Drop-in Programs. All programs and activities shall address the recreational and development needs, interests, and characteristics of youth by age groups.

28.1.11.2. Sponsor at least 3 annual base-wide events for youth and teens.

28.1.11.3. Receive reimbursement for all program assistants in school age program assistants in school age program be funded with Nonappropriated Funds.

28.1.11.4. Participate in the Department of Human Services Federally Funded Childcare Assistance Titled 20 program.

28.1.12. Provide a Youth Program.

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28.1.12.1. Establish a training program to include current curriculum standards indicated in Child and Youth Programs Criteria Checklists. Training for staff must be documented.

28.1.12.2. Create an employee's handbook and parents’ handbook and update at least annually.

28.1.12.3. Take part in the USDA Food Program. (All School Age Programs in the Youth Center)

28.1.12.4. Provide at least two adults at all times in the Youth Center. Youth participating in youth activities programs will be supervised by qualified persons at all times.

28.1.12.5. Provide safe, supervised, healthy, accountable, and age-appropriate environments for children in grades kindergarten through sixth, ages 5 through 12. Children 13-14 may be enrolled if a separate space is provided for their program or if the Services commander or director approves the enrollment of children over 12.

28.1.12.6. Ensure the program has a DoD Certificate to operate, DODI 6060.2, para E3.4.4.

Display the DOD certificate in the main and all annex facilities. Maintain compliance with Child and Youth Programs Criteria Checklists for DoD Certification.

28.1.12.7. Maintain accreditation of the program by the Council on Accreditation (COA) or other approved accrediting agency, DODI 6060.2, para E2.1.24.

28.1.12.8. Provide transition and self-care programs to assist parents whose children are old enough to begin self-care.

28.1.13. Teen Program:

28.1.13.1. Maintain a resource program in conjunction with Family Support and Family Advocacy efforts.

28.1.13.2. Provide a Teen Coordinator.

28.1.13.3. Operate a Teen Program, which promotes a safe and healthy environment and maintains an adequate facility for teens to use after school, evenings, and weekends.

28.1.13.4. Create youth activities to comply with current Air Force recommended standards for youth programming and curriculum.

28.1.13.5. Establish a training program that includes current curriculum standards indicated in Child and Youth Programs Criteria Checklists. Training for staff must be documented.

28.1.14. Reserved.

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28.1.15. Outdoor Recreation:

28.1.15.1. Provide programs that will introduce people to the diversity, values, and benefits of outdoor recreation activities.

28.1.15.2. Compile and maintain a complete inventory of local natural resources for customer use.

28.1.15.3. Comply with environmental regulations for recreational facilities and maintenance practices.

28.1.15.4. Keep abreast of new developments in outdoor recreation programs, equipment, services, instructional techniques, risk management, liability concerns, and industry practices.

28.1.15.5. Operate the swimming pool. Normal operations times are Saturday before Memorial Day through the second weekend in August. The pool will remain open only on weekends through Labor Day.

28.1.16. Equipment Loan and Equipment Rental.

28.1.16.1. Maintain written checkout procedures.

28.1.16.2. Give customers printed instructions for the use and care of the equipment they are borrowing or renting.

28.1.16.3. Establish preventative maintenance and repair schedules for all items; documents maintenance and repair.

28.1.16.4. Maintain equipment rental/checkout items in a serviceable and ready-to-use condition.

28.1.16.5. Acquire and maintains an adequate stock of high-quality outdoor recreation equipment.

28.1.16.6. Any personnel expense associated directly with Equipment Rental shall be reimbursed to the service provider from nonappropriated funds.

28.1.16.7. Be exempt from maintaining the following AFI 34-110 Core Customer Use Equipment due to the geographic location of Vance AFB: 15 foot boat, 16 foot boat, outboard motor, bass boat, pontoon boat, cross-country/snowboard boots, canoe, ice auger, ski poles, adult and child skis, snowboards, toboggan/snow sled.

28.1.16.8. Manage assignments for Recreational Vehicle (RV) Storage/Deployed Airman Vehicle Shelters, and the MWR Resale Lot.

28.1.17. Reserved.

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28.1.18. Non-Appropriated Funds (NAF)

28.1.18.1. NAF Resource Management. (Note; NAF Resource Management will be the responsibility of the Air Force. The Resource Management Flight Chief will provide overall financial management oversight for all Nonappropriated Funds Instrumentalities (NAFIs).

The Nonappropriated Fund Financial Analyst (NAFFA) will provide financial analysis, surprise cash counts, and ensure inventory accuracy and adherence to financial policy.) The service provider (Activity Manager) shall:

28.1.18.2. Submit realistic budgets by the 25th day of the first month of each quarter that is consistent with NAF/APF, MAJCOM and local funding rules and guidelines. Budgets shall be updated/revised quarterly. Actual financial performance in each area should endeavor to meet budgeted goals. If goals are not met, a written explanation of circumstances and reasons for the failure must be made to the Chief of Services within five working days after the publishing of the financial statement. This action is in addition to any reporting requirements generated by MAJCOM, Air Force or higher headquarters' directives.

28.1.18.3. Administer and protect all appropriated and nonappropriated fund assets and property in their charge. All cash receipts derived from income-generating activities shall be deposited to the Base Services Morale, Welfare, and Recreation Fund (MWRF) bank account through the supporting local financial institution. Deposit slips and cash receipts shall be turned in to the Nonappropriated Fund Accounting Office (NAF AO) the following day, except for weekends and holidays when turn-ins shall be accomplished on the first subsequent workday. Comply with local NAF Operating Instructions.

28.1.18.4. Ensure Outdoor Recreation financial objectives are NIAD 10-25 %. Ensure Fitness Center financial objective are NIAD 0-1%. Ensure School Age Program and Teen Center NIAD 7-16% and Child Development NIAD 0-4%.

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