BPA Youth Sports Officials PWS 250612 DRAFT.docx

PERFORMANCE WORK STATEMENT

TO IMPLEMENT BLANKET PURCHASE AGREEMENT

JBSA YOUTH SPORTS OFFICIALS

1. General: This is a non-personnel services contract to provide youth 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 (PWS) 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 JBSA. This service has been provided in the past years on a Blanket Purchase Agreement (BPA).

1.3. Objectives: Provide and apply standard, consistent fair play to JBSA Youth Sports.

1.4. Scope: The Sports Official officiates at scheduled competitive games or other sporting events such as baseball, basketball, soccer, softball, volleyball, flag football, track, kickball, or other events performing one or more of the following tasks: starting, completion, and controlling the progress of the event according to established rules and sports by-laws. The official observes actions of participants to detect infractions of the rules, calls/cautions of penalties, identifies offenders, provides rulings on disputable matters, and inspects game equipment and playing surfaces to ensure safety of players and officials.

1.5. Period of Performance: The performance shall be for five years. The period of performance reads as follows:

CLIN 1: 24 August 2025 to 23 August 2026 CLIN 2: 24 August 2026 to 23 August 2027 CLIN 3: 24 August 2027 to 23 August 2028 CLIN 4: 24 August 2028 to 23 August 2029 CLIN 5: 24 August 2029 to 23 August 2030

1.6. Additional 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 QCP plan, which ensures the requirements within this PWS are met. The QCP will be considered accepted and approved unless the contractor is notified by the Contracting Officer (CO) & Contract Administrator (CA) prior to award.

1.6.2. 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 Birthday of Martin Luther King Jr -3rd Monday in January Washington’s Birthday – 3rd Monday in February Memorial Day – Last Monday in May Juneteenth National Independence Day – 19 June Independence Day – 4 July Labor Day – 1st Monday in September Columbus Day – 2nd Monday of October Veterans Day – 11 November Thanksgiving Day – 4th Thursday in November Christmas Day – 25 December

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

JBSA Randolph JBSA Lackland JBSA Fort Sam Houston

1.6.4. Security Requirements: Contractor personnel performing work under this contract shall obtain the following pass and identification items: Base passes IAW DAFFARS 5352.242-9000, Contractor Access to the three Joint Base San Antonio installations at time of the proposal submission and must maintain the level of security required for the life of the contract.

1.6.5. Safeguarding Assets: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the end of each work period, government facilities, equipment, and materials shall be secured.

1.6.6. Consumption of alcohol, tobacco, vaping, and smoking: No sports officials shall be allowed to work a game, if it is determined by the government representative that he/she has been consuming alcoholic beverages. At no time will an official consume alcoholic beverages in, on, or around any Youth Programs sponsored area. The contractor shall adhere to the “no tobacco, vaping, smoking policy” during games, intermission, half-times, and between games.

1.6.7. Special Qualifications: Sports Officials are direct representatives of JBSA Youth Sports & Fitness Program and as such are authorized and required to enforce all pertinent rules and By-Laws as 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.

1.6.8. Periodic Progress Meetings: The CO, CA, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the CO 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.

1.6.9. 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.

PART 2

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES:

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

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

2.3. Utilities: The Government will provide utilities while the contractor is performing on a JBSA installation.

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

2.5. Materials: The Government will provide By-Laws and rules for Joint Base San Antonio Youth Sports Programs prior to the start of the particular sport season and if during the particular sport season an update is made it will be provided during that particular sport.

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

2.7. Security and Fire Protection: As needed at each installation.

2.8. Local Rules Applicable to JBSA: Each season Contractor will be issued a copy of the local By-Laws from the JBSA Youth Sports Director which will dictate specific local rules which might supersede association rules above.

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

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

3.1. General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract not listed under Part 2 of this PWS.

3.2. Invoice for Services: Contractor shall submit an invoice monthly for the previous month’s games no later than five (5) business days. Invoice shall include number of officials, timekeepers and/or scorekeepers as scheduled, date, time, location of game, and the names of the teams playing each contest. This can be submitted via e-mail to the POC at each Youth Programs for payment processing and the authorized caller POC to reconcile JBSA Youth Programs wide invoices.

3.3. Materials: Contractor will ensure personnel are equipped with a supply of materials to officiate the designated sport and/or event.

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

3.5. Trained 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 everyone’s training and provide copies of certifications and training prior to the beginning of each sport.

3.6. 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.

3.7. Officiating Youth Sports: Contractor shall furnish sports officials for the following intramural sports: Soccer, Flag Football, Softball, Baseball, Basketball, Kickball, and Volleyball for youth ages 5-18.

PART 4

SPECIFIC TASKS

4. Specific Tasks:

4.1. 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.

4.2. Pre-season Meeting: The contractor shall meet with the Youth Sports & Fitness Director and/or Youth Sports & Fitness Assistant Director for each JBSA 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 COR will provide the sports schedule (in writing or electronic) to the contractor prior to the start of practices and as changes occur.

4.3. Control of Games: 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. Youth Program Sports staff will be on site to confer with regarding any cancellation, termination or suspension of any game due to unique circumstances or weather.

4.4. Scheduling Officials for Games: The Contractor shall confirm the date, time, and location of each game with the authorized government POC at least two (2) calendar days prior to the game. Contractor shall be responsible for scheduling sports officials for the games they are required to work to ensure the game starts on time.

4.5. 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.

4.6. 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 and/or timekeepers).

4.7. Wear of Proper Uniform: The sports official shall wear the proper uniforms and have proper equipment in their possession at each game (including scorekeepers and/or timekeepers). The Contractor is responsible for providing uniforms.

4.8. 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 sports official(s). Game time is forfeit time, but the first game has a 10-minute grace period.

4.9. 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 the possibility of electrical atmospheric activity that is within five miles. If atmospheric electrical activity remains in the area, the sports official may postpone the game(s) to another day if needed. Youth Program Sports staff will be involved in the decision to postpone game(s).

4.10. 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 Youth Sports & Fitness Director/Assistant Director or Youth Director before 0800 the next duty day. At every game, Youth Program Sports staff is on site.

4.11. Scores: Score books/score sheets shall be turned into the Youth Sports & Fitness Director/Assistant Director or Youth Programs before 1000 the next day if no Youth Program Sports staff is on site.

4.12. 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/timekeeper (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 sport in order for it to be considered full coverage and to be invoiced for the game. 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 contractor’s 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.

4.13. 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 Programs Sports staff.

4.14. 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 Youth Sports & Fitness Director/Assistant Director before 0800 the following duty day in writing.

4.15. Outdoor Sports: Sports officials for outdoor sports shall have the sole responsibility for making sure outdoor lights are turned on when needed and turned off prior to leaving the playing fields if Youth Programs Sports staff are not on site.

4.16. 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 CO no later than five workdays after award of the BPA.

4.16.1. 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.

4.16.2. The contract manager and the alternate (or alternates) shall possess an English language proficiency level 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.

4.17. 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.

PART 5 APPLICABLE PUBLICATIONS

5. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

5.1. 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 (IFAF) Soccer Rule Book (current edition) -Governed by Amateur Softball Association of America Rule Book and United States Sports Specialty Association (current edition) -Governed by the Little League and Amateur Softball Association of America Rule Book (current edition)

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

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

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

PART 6

ATTACHMENT/TECHNICAL EXHIBIT LISTING

TECHNICAL EXHIBIT 1

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

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

JBSA Youth Sports Officials

(FOR INFORMATION PURPOSE ONLY)

Apr - May

Spring Baseball/Softball

T-ball 5-6

Coach Pitch 7-8

Baseball 9-10

Baseball11-13

Softball 9-13

N/A

N/A

5-6

7-8

9-10

11-14

N/A

5-6

7-8

9-10

11-14

N/A

5-6

7-8

9-10

11-14

N/A

N/A

N/A

N/A

Volleyball

5-6

7-8

9-10

11-13

N/A

5-6

7-8

9-10

11-13

N/A N/A N/A N/A

TECHNICAL EXHIBIT 4

ESTIMATED DATES FOR GAMES

TECHNICAL EXHIBIT 5

OFFICIALS EVALUATIONS

JBSA Youth Programs Youth Sports Officials Evaluation Worksheet Purpose: Sport season evaluation of individual youth sports official.

Select Official Details: Basketball Flag Football Soccer Volleyball Kickball Baseball / Softball Home Plate / Bases Legend: 1-Unsat 2-Poor 3-Sat 4-Good 5-Excellent

1. Professionalism

2. Demeanor

a. Enthusiasm ……………………….

3. Mechanics

a. Voice ………………………………

4. Consistency

a. Throughout the game ……………..

5. Rapport with participants

a. Courtesy …………………………..

6. Notes or supporting information for ratings along right margin

Signature