Attch_1_PWS _2015-08-31.doc

Sports Officials and Scorekeeping Services at Vandenberg AFB, CA

Performance Work Statement

31 August 2015

TABLE OF CONTENTS

Overview

Background

Objectives

Scope

Period of Performance

General Information

Contractor Manpower Reporting

Definitions

Acronyms

Services

Facilities

Equipment

Materials

General

Basic Services

Scorekeeping

Reporting

Field Lighting

Sports Officiating

Appendix A – Government-Furnished Property

PART 1

GENERAL INFORMATION

1. GENERAL INFORMATION

1.1. Overview: This is a non-personal services contract to provide sports officiating and scorekeeping services for intramural, varsity and youth sports. 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.

1.1.1. 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 and scorekeeping 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.

1.2. Background: Sports to be officiated are flag football, soccer, softball, basketball, volleyball, and baseball. Additionally, officials shall be provided for any pre-season games or tournaments. The Contractor shall provide the required number of officials, timekeepers, shot clock operators, and scorekeepers at each scheduled contest.

1.2.1. Intramural/Co-Ed and Varsity Sports to be officiated are flag football, soccer, softball, basketball, and volleyball. The Contractor shall provide the required number of officials and scorekeepers at each scheduled contest. Unit price shall be based on a full crew per game, which is defined in paragraphs 1.2.1.1 thru 1.2.2.5. Officials keep track of playing time and score.

INTRAMURAL/CO-ED

VARSITY

1.2.1.1. Flag Football

4 Officials

4 Officials

1 Scorekeeper

1.2.1.2. Soccer

2 Officials

1.2.1.3. Softball

1.2.1.4. Basketball

3 Officials

1 Timekeeper

1 Timekeeper

1 Shot Clock Operator

1.2.1.5. Volleyball

1.2.2. Youth Sports to be officiated are baseball, flag football, basketball, and soccer. The Contractor shall provide the required number of officials and scorekeepers at each scheduled contest. Unit price shall be based on a full crew per game, which is defined in paragraphs 1.2.2.1 thru 1.2.2.4. Officials keep track of playing time and score.

YOUTH SPORTS

1.2.2.1. Baseball

1 Official

1.2.2.2. Flag Football

1.2.2.3. Basketball

1.2.2.4. Soccer

1.3. Objectives:

1.3.1. Provide individuals who shall properly enforce the rules for each sport.

1.3.2. Provide an independent and impartial individual to keep score during games.

1.3.3. Ensure all players are following established safety procedures and utilizing required safety equipment (ex. helmets, mouth guards, etc.).

1.4. Scope: Sports Officiating and Scorekeeping. Services include providing sports officiating and scorekeeping services for all adult intramural sports, varsity sports, and youth sports.

1.5. Period of Performance: The period of performance shall be for one (1) Base Year and four (4) one-year options as follows:

1.6. General Information

1.6.1. Quality Control (QC) : The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they assure themselves that the work complies with the requirement of the contract. The QCP should be provided by the Contractor within 30 days after contract award. After acceptance of the QCP, the Contractor shall receive the CO’s acceptance in writing of any proposed change to the QC system.

1.6.2. Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 Recognized Holidays: The Contractor is not required to provide services on the following federal holidays:

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

1.6.4. Hours of Operation: The Contractor is responsible for conducting business during scheduled game times. Adult Sports are expected to be schedule during weekdays (Monday through Friday) except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. Youth and Varsity Sports are expected to be scheduled during weekend days (Friday through Sunday), except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

Adult Sports Seasons

Youth Sports Seasons

Flag Football (Oct - Dec)

Baseball (Apr-Jun)

Soccer (Mar-May)

Flag Football (Oct-Dec)

Softball (Jan-Mar) (Jun-Aug)

Basketball (Nov-Feb)

Volleyball (Mar - May)

Soccer (Aug-Oct)

Basketball-Intramural (Jan-Mar)

Baseball (Apr-Jun)

Basketball-Varsity (Oct - Jan)

Flag Football (Oct-Dec)

1.6.5. Place of Performance: The work to be performed under this contract shall be performed at the following locations on VAFB: Fitness Center, football field, softball field or soccer field.

1.6.6. Type of Contract: The Government will award a Firm-Fixed Price contract.

1.6.7. Security Requirements: Contractor personnel performing work under this contract must abide by the security regulations of the installation in accordance with VAFB Instruction 31-101, Installation Security Program, paragraph 4.5.

1.6.7.1. Physical Security: The Contractor shall be responsible for safeguarding all Government facilities and sports equipment provided for Contractor use. At the close of each work period, all portable Government equipment provided to the Contractor for use shall be returned to the Fitness Center to be secured by the Fitness Center staff.

1.6.8. Special Qualifications: The Contractor is responsible for ensuring all employees possess and maintain current certifications for the sports they officiate from one of the following organizations: (1) Amateur Softball Association, (2) United States Slo-pitch Softball Association, (3) International Association of Approved Basketball Officials, (4) National Collegiate Athletic Association, (5) National Federation of High Schools Association, (6) United States of America Volleyball Association, (7) National Intramural Recreation and Sports Association, (8) United States Soccer Federation.

1.6.8.1. Age Limits: All officials for adult intramural and varsity sporting events shall be at least eighteen (18) years of age. All lead officials for youth sports must be at least eighteen (18) years old. If there are two or more officials present, then one may be under eighteen (18) years old. The Youth Center Director must approve, in writing, the individual who is under eighteen (18) years old.

1.6.9. Post-Award Conference/Periodic Progress Meetings: .

1.6.9.1 Post Award Conference. The Contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post-award Orientation.

1.6.9.2. Periodic Progress Meetings. The Contracting Officer (CO), 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 CO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall 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. Contracting Officer Representative (COR): The COR will be designated by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of Government-furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

1.6.11. Key Personnel: The following personnel are considered key personnel by the Government:

Contract Manager. The Contractor shall provide a contract manager, who shall be responsible for the performance of the work. The name of this person, and an alternate who shall act for the Contractor when the manager is absent, shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 5:00 p.m., Monday through Friday, except Federal holidays, or when the Government facility is closed for administrative reasons.

1.6.11.1. Qualifications for all key personnel are listed below:

Contract Manager. The Contract Manager must be able to read, write, speak and understand English and must have three (3) or more years of sports officiating experience within the last three (3) years.

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. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or otherwise ensure that Contractor participation is appropriately disclosed.

1.6.13. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.14. Cancellations/Forfeits.

1.6.14.1. If the contractor is notified by the Government of game cancellations by 4:00 P.M. the day of the scheduled games, then the contractor shall not bill for the cancelled games.

1.6.14.2 If games have to be cancelled due to poor weather conditions after the officials have arrived at the game site, then the contractor can bill for all completed games, but not the cancelled games.

1.6.14.3. If at game time one or both of the teams does/do not show and a forfeit occurs, then the contractor may bill for the game.

1.7. Contractor Manpower Reporting

1.7.1. The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours, if applicable) required for performance of services under this contract for the US Air Force via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil.

1.7.2. Reporting inputs will be for the labor executed during the period of performance during 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 October 31 of each calendar year. Contractors may direct questions to the ECMRA help desk.

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 Contractor.

2.1.2. CONTRACTING OFFICER (CO). 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. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the CO 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.

2.1.4. 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. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. 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. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

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

2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. Acronyms:

ACOR

Alternate Contracting Officer's Representative

CCE

Contracting Center of Excellence

CFR

Code of Federal Regulations

COR

Contracting Officer Representative

COTR

Contracting Officer's Technical Representative

DD250

Department of Defense Form 250 (Receiving Report)

DD254

Department of Defense Contract Security Requirement List

DFARS

Defense Federal Acquisition Regulation Supplement

DOD

Department of Defense

FAR

Federal Acquisition Regulation

HIPAA

Health Insurance Portability and Accountability Act of 1996

CO

Contracting Officer

OCI

Organizational Conflict of Interest

ODC

Other Direct Costs

PIPO

Phase In/Phase Out

POC

Point of Contact

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

TE

Technical Exhibit

PART 3

GOVERNMENT-FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT-FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide the maintenance and repair services for all playing areas.

3.2. Facilities : The Government will provide the following facilities for the sporting events throughout the performance period of the contract: basketball courts, football field, soccer fields, and softball/baseball fields.

3.3. Equipment : The Government will provide the equipment listed in Appendix A.

3.4. Materials : The Government will provide the Contractor with a copy of the by-laws for each sport they shall be responsible for officiating. The Government will provide the Contractor with a schedule of games, locations, dates and times of games not later than two weeks prior to the first scheduled game of the particular sport.

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 that are not listed under Section 3 of this PWS or in Appendix A.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services The Contractor shall accomplish the following services:

5.1.1. Ensure all officials wear appropriate professional officiating attire.

5.1.2. Ensure the required number of officials report to contest sites no later than 15 minutes before game time and are ready to start the game on time.

5.1.3. Ensure officials do not participate as players, coaches, or team managers within the leagues in which they are officiating.

5.1.4. Ensure all sports officials (including timekeepers, scorekeepers, and shot clock operators) are certified in the sport they are officiating and understand all commercial, association, and local rules and by-laws for their particular sport.

5.1.5. Forward all applicable certifications of all officials to the CO or his/her designated representative (COR) no later than ten (10) days after the contract award date. Additionally, the Contractor shall provide the Fitness Center with an updated list of certified officials as they transition in or out. The CO or his/her designated representative (COR) will review all certifications for acceptance.

5.1.6. Ensure all sports officials comply with all Air Force safety requirements when officiating on Vandenberg Air Force Base (VAFB). Officials shall rule on any point or any situation not specifically covered within the VAFB By-Laws and National Association Rules.

5.1.7. Safety requirements will be outlined within the by-laws for each sport.

5.2. Scorekeeping

5.2.1. Scorekeepers pick up scoreboard controller and scorebooks from the Fitness Center staff prior to game time and return them to the Fitness Center staff after the last game of the night. Fitness Center staff members and scorekeepers shall conduct a joint inventory upon return of equipment.

5.2.2. Head officials shall review scorebooks/score sheets to ensure all of the following required information is filled in: date, time, game, teams playing, and the names of the officials, timekeeper, and scorekeeper. This includes approval and signature of all officials, timekeeper, and scorekeeper at the end of each game.

5.3. Reporting

5.3.1. Officials shall report all injuries, protests, and ejections to the Fitness Center Intramural Sports Coordinator or his/her designated representative. Officials must report any player or coach being ejected for unsportsmanlike conduct or inappropriate behavior, including verbal or physical abuse towards players, officials, and spectators. A detailed description of the situation, listing name, rank, unit, and what/why/how shall be entered into the official score book/sheet. In the case of an ejection/protest, the head official shall provide a written statement to the Vandenberg AFB Fitness Center Intramural Sports Coordinator Director or Designee by 12:00 noon, of the next duty day. For Youth Sports, incidents are to be reported to the Youth Sports Director at the Fitness Center.

5.4. Field Lighting

5.4.1. Officials shall ensure the field lights are turned on at dusk and turned off following the last scheduled game.

5.5. Sports Officiating

5.5.1. Officials shall enforce the rules specified in the VAFB Fitness Center by-laws for each sport. Additionally, officials shall enforce the playing rules in the official rulebooks (Ref. paragraph 6.1.b thru 6.1.e.) These rulebooks will govern play when items are not covered in the VAFB Fitness Center by-laws.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions)

6.1. The Contractor must enforce all playing rules in the following official rulebooks:

a. VAFB Flag Football, Soccer, Basketball, Softball, and Volleyball By-laws

b. Federation International de Football Association (FIFA) Soccer rulebook

c. Amateur Softball Association (ASA) rulebook

d. National Collegiate Athletic Association (NCAA) Basketball rulebook

e. United States of America Volleyball rulebook

PART 7

SERVICE 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.

5.1.2.

5.1.4.

PART 8

APPENDICES

8. APPENDICES

8.1. Appendix A – Government-Furnished Property

APPENDIX A

GOVERNMENT-FURNISHED PROPERTY

1. Government-Furnished Equipment and Supplies: The Government shall provide the following equipment and supplies for intramural / co-ed, varsity, and youth games:

1.1. Basketball:

Scorebooks Pencils

Basketballs

Scorekeeper Table

Chairs

Scoreboard with Controller

Possession Arrow

1.2. Volleyball:

Score Sheets Pencils Volleyballs

Scorekeeper Table Chairs Scoreboard with Controller Volleyball Net

Officials’ Stands

1.3. Softball:

Scorebooks Pencils Softballs

Bases

Field Marking chalk

Scoreboard with controller

1.4. Flag Football:

Score Sheets Pencils Mouth guards

Footballs

Flag Football Flags

Scoreboard with controller

1.5 Soccer:

Scorebooks

Pencils

Soccer balls

Corner flags

Goals

Mouth guards

FA4610-15-T-0004

Attachment 1