Youth_Sports_Official_Svc_PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

Youth Programs – Sports Officials Blanket Purchase Agreement

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide sports officiating services to Joint Base San Antonio (JBSA). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform sports officiating services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. These services shall be performed at the following locations that make up JBSA:

JBSA Randolph JBSA Lackland JBSA Fort Sam Houston

1.2 Background: This is a non-personnel services contract to provide youth sports officiating services to Joint Base San Antonio (JBSA) This service has been provided in the past years on a BPA with the exception of 2014.

1.3 Objectives: Provide and apply standard, consistent fair play to youth sports.

1.4 Scope: The Sports Official officiates at competitive games or other sporting events such as baseball, basketball, and softball, performing one or more of the following tasks: starting competition, race or other event and controls progress of event according to established rules. The official observes action of participants to detect infractions of the rules, and cautions or penalizes offenders, gives rulings on disputable matters, inspects game equipment and playing surfaces to ensure safety of players and officials.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year: 30 Jan 2015 to 29 Jan 2016 (Estimated)

1.6 General Information

1.6.1 Quality Control Program (QCP): The contractor shall be responsible for quality control for all work accomplished during the performance of the task. The contractor shall provide and maintain a Quality Control Plan (QCP), which ensures the requirements in this PWS are met. The QCP will be considered acceptable and approved unless the contractor is notified by the Contracting Officer (CO) prior to award. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Section 7, Technical Exhibit 1, Performance Requirements Summary.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Holidays and Weekends:

Sports Officials shall be required to work weekends and holidays as required by the game schedule or make-up games/tournaments games. Time schedule will be determined prior to games.

Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day – 1st Monday of September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

1.6.4 RESERVED.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at:

JBSA Randolph JBSA Lackland Fort Sam Houston

1.6.6 Type of Contract: The government will award a Blanket Purchase Agreement (BPA) for this procurement.

1.6.7 Security Requirements: Contractor personnel performing work under this contract shall obtain the following pass and identification items: Base/Vehicle passes IAW AFFARS 5352.242-9000, Contractor Access to the 3 Joint-Base Installations at time of the proposal submission, and must maintain the level of security required for the life of the contract.

1.6.7.1 The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2. Consumption of Alcohol. No sports officials shall be allowed to work a game, if it is determined by the COR that he/she has been consuming alcoholic beverages. At no time will an official consume alcoholic beverages in, on, or around the playing area. The contractor shall adhere to the “no smoking policy” during games, intermission, half- times, and between games.

1.6.8 Special Qualifications: Sports Officials are direct representatives of the Sports Program and as such are authorized and required to enforce all pertinent rules and by-laws established, with no deviations for each sport they are officiating, along with the current official association rules established for each particular sport. No certifications required.

1.6.9 Periodic Progress Meetings: The contracting officer, Contracting Officer Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 RESERVED.

1.6.11 RESERVED.

1.6.12 Identification of Contractor Employees: 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.

1.7. Enforcement of Rules and By-laws. Sports Officials are direct representatives of the Sports Program and as such are authorized and required to enforce all pertinent rules and by-laws established with no deviations for each sport they are officiating, along with the current official association rules established for each particular sport, to include:

1.7.1. Basketball: Governed by the National Collegiate Athletic Association Basketball Rule Book (current edition).

1.7.2. Soccer: Governed by International Federation of Association Football (FIFA) Soccer Rule Book (current edition)

1.7.3. Softball: Governed by Amateur Softball Association of America Rule Book and United States Sports Specialty Association (current edition)

1.7.4. Baseball: Coach Pitch: Governed by Little League and Amateur Softball Association of America Rule Book (current edition).

1.7.5. Volleyball: Governed by the United States Volleyball Association Rule (current edition)

1.7.6. Flag Football: Governed by National Intramural Recreational Sports Association (NIRSA) Flag Football Rule Book (current edition)

PART 2

DEFINITIONS & ACRONYMS

2. 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. 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.

2.1.3. RESERVED.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.6. RESERVED.

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

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

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

2.1.11. RESERVED.

2.1.12. SPORTS OFFICIAL. Officiates at competitive games or other sporting events such as baseball, basketball, and softball, performing one or more of the following tasks: controls progress of event according to established rules at competitions, races or other events. The official who observes action of participants to detect infractions of the rules, cautions or penalizes offenders, gives rulings on disputable matters, inspects game equipment and playing surfaces to ensure safety of players and officials. This worker keeps records such as scores, duration on races and finishing positions, depending on type of event, and postpones or forfeits games due to misconduct or inclement weather

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Shall be determined in accordance with the contract per Technical Exhibit 4, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide a Youth Programs (YP) staff member to be present at all games to support the program and the BPA.

3.2 Facilities: The Government will provide all athletic facilities required for all events in the Sports Program across Joint Base San Antonio Installations.

3.3 Utilities: The Government will provide utilities while the contractor is performing on base.

3.4 Equipment: The Government will provide all athletic equipment and supplies necessary for competitive play in all sports events score books, clocks, nets, referee stands belts bases balls.

3.5 Materials: The Government will provide By-laws and rules for Joint Base Youth Programs prior to the start of the particular sport season.

3.6. Emergency Medical Services. Ambulance and emergency medical services will be provided on a cost-reimbursable basis.

3.7. Security and Fire Protection. As needed at each installation.

3.8. Each season Contractor will be issued a copy of the local by-laws from the Youth Sports Director which will dictate specific local rules which might supersede association rules above.

3.9. Contractor Notification of Postponement. The COR will notify the contractor when a rainout or postponed game occurs not later than 2 hours before game time. In case of postponements less than the 2-hour period, the contractor will be paid only for the first scheduled game of the day when notification was given.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract not listed under Section 3 of this PWS.

4.2 Invoice for Services. Contractor shall submit an invoice monthly for the previous months games NLT 5 business days. Invoice shall include number of officials and scorekeepers, date, time and location of game and the names of the teams playing each contest. This can be submitted via e-mail and must correspond with the WAWF submission.

4.3. Materials. N/A

4.4. Equipment. The Contractor shall provide a trained, mobile person prepared in uniform with needed official supplies, such as whistle, ball counter, protection gear, etc.

4.5. Training.

4.5.1. Officiating Employees. Only personnel that are properly trained in sports officiating shall be allowed to perform work under this BPA. The contractor shall maintain records of each individual’s training and provide copies of certifications and training prior to the beginning of each sport.

4.5.2. Utilities Usage. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

4.5.3. Youth Sports. Contractor shall furnish sports officials for the following intramural sports: Soccer, Flag Football, Softball, Baseball, Basketball and Volleyball for youth ages 6-18.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Prohibited Participation by Sports Officials. Officials shall not participate as a coach or team manager in the same age group of the sport in which the official is officiating. In addition, the sports official must not be closely related to any participants of the sport. If so, the official must make this known as soon as possible; the second official will be designated as head official for that particular game.

5.2. Pre-season Meeting. The contractor shall meet with the sports coordinator for each sports program at least 30 days prior to the start of the scheduled sport to review the specific rules and by-laws governing that particular sport. The Contracting Officer Representative (COR) will provide the sports schedule (in writing or electronic) to the contractor at the time of award of this contract and as changes occur.

5.3. Control of Game. The contractor shall take full authority and responsibility for the proper conduct and control of the game. The contractor will take proper position on the playing area for making calls and eject game participants and spectators which display poor sportsmanship as determined by the sports official. *Program Youth Sports staff will be on site to confer with on any cancellation, termination or suspension of any game due to unique circumstances or weather.

5.4. Scheduling Officials for Games. The contractor shall confirm the date, time and location of each game with the COR at least 2 calendar days prior to the game. Contractor shall be responsible for scheduling of sports officials for the games they are required to work to ensure the game starts on time.

5.5. Validating Calls. The sports official may consult with another sport official at any time or when requested to do so by a team manager. However the final decision will rest with the sports officials, whose executive authority it is to make the decision.

5.6. Pre-game Meeting. The sports officials shall be at the proper location for the scheduled game 15 minutes before the game time and ready to officiate (including scorekeepers).

5.7. Wear of Proper Uniform. The sports official shall wear the proper uniforms and have proper equipment in their possession at each game (including scorekeepers). The contractor is responsible for providing uniforms.

5.8. Cancellation of Games. The sports official(s) has/have the authority to cancel any game because of gross misconduct or teams late for a game. This determination will be made at the discretion of the of the sports official(s). Game time is forfeit time but the first game has a 10 minute grace period.

5.9. Postponement of Games. The sports official shall have the authority to postpone any game due to inclement weather. Outdoor games shall be temporarily postponed due to lightening that is within approximately 5 miles. If lightening remains in the area the sports official may postpone the game(s) to another day if needed. **Program Youth Sports Staff will be involved in this decision.

5.10. Reporting Injuries. The sports official shall be responsible to report injuries. Any injury sustained by a player or sports official shall be brought to the attention of the sports coordinator or youth center staff before 0800 the next duty day. **Program Youth Sports staff should be notified on site when available.

5.11. Scores. Score books/score sheets shall be tuned into the sports coordinator or youth center before 1000 the next day if no Program Youth Sports staff is on site.

5.12. Game Coverage. The Contractor shall ensure full coverage for all games. Should a sports official or scorekeeper/timekeeper fail to report, the remaining sports officials and scorekeeper/ time keeper (if appropriate) will proceed with the game until another sports official or scorekeeper/timekeeper can fill the empty slot. Late officials shall be present for a minimum of half the sports even in order for it to be considered full coverage and to get paid. The Contractor will be paid at the rates listed. Sports officials and scorekeepers/timekeepers shall sign the score sheets at each game to verify coverage. It is the contactors responsibility to ensure a minimum of one coach per sports contest signs the score sheet to verify coverage requirements of the PWS were met. The sports officials are required to keep the games on track to ensure the games start on time.

5.13. Equipment Pick-up. Sports Officials shall pick up all necessary equipment to conduct the game prior to game time and return it immediately following the game if previously coordinated with Youth Sports Staff.

5.14. Ejection of Players. Incidents leading to player or coach ejection, protest of the game, or any other problems shall be reported by the official to the sports coordinator before 0800 the following duty day in writing.

5.16. Outdoor Sports. Sports officials for outdoor sports shall have the sole responsibility for making sure outdoor lights are turned on when needed and off prior to leaving the playing fields if no Youth Sports staff is on site.

5.1.7. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of work. The name of this person, and an alternate (or alternates) shall be authorized to act on behalf of the contractor when the manager is absent. The personnel shall be designated in writing to the contracting officer no later than 5-workdays after award.

5.18. The contract manager and alternate shall have full authority to act on behalf of the contractor on all matters relating to daily operations under the resulting contract.

5.19. The contract manager and alternate (or alternates) shall possess and English Language Proficiency Level 1 as follows: a) Speaking—able to satisfy minimum courtesy requirements and maintain very simple face to face conversations on familiar topics. b) Reading –Sufficient comprehension to read very simple connected written material

5.20. Contractor Employees. The contractor shall not employ persons for work if they are potential threat to the health, safety, security, general well-being of operational mission to the installation and its population.

5.21. Contractor Manpower Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) 502 Contracting Squadron; Jacqueline Anderson, Contracting Officer; Contracting Officer’s Technical Representative (COTR); (2) Contract number (TBD); (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. Sport specific by-laws will be provided prior to the start of each season. The following publications may be used to support the local by-laws:

-Governed by the National Collegiate Athletic Association Basketball Rule Book (current edition)

- Governed by International Federation of Association Football (FIFA) Soccer Rule Book (current edition)

- Governed by Amateur Softball Association of America Rule Book and United States Sports Specialty Association (current edition)

- Governed by Little League and Amateur Softball Association of America Rule Book (current edition)

- Governed by the United States Volleyball Association Rule (current edition)

- Governed by National Intramural Recreational Sports Association (NIRSA) Flag Football Rule Book (current edition)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

7.2 Technical Exhibit 2 -- Deliverables Schedule

7.3 Technical Exhibit 3 – Estimated Workload Data: Games schedule will be provided 2 weeks prior to the start of the season.

7.4 Technical Exhibit 4 – Estimated Dates for Games

7.5 Technical Exhibit 5 – Officials Evaluation

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

1 per location

Sign in sheet with printed and signed name

POC from each Youth Programs

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

2 ea for 7 & older

Baseball 9 & up

2ea for 7 & older

Coach Pitch Baseball

2 ea for 7 & older

TECHNICAL EXHIBIT 4

ESTIMATED DATES FOR GAMES

Officials Evaluation

Sport/Age: Date: Time:

Evaluator:

Name Duty Phone

Officials: /

Unsat Poor Sat Good Excellent

1. Professionalism:

2. Demeanor:

3. Mechanics

4. Consistency:

5. Rapport with Participants

6. Comments: Use this space for an explanation. Use the reverse side when needed.